Naming Convention

Invoice Folders (Google Drive)

• Format: YYYYMMDD INV-###### [Invoice Content]
• Explanation: (Date Received) INV-(inv number) [reason for invoice] [(invoice item 1; invoice item 2 if any)]
• Example: 20240410 INV-10257 [Post Cons Phase Claim; OOS Site Inspection]

Invoices

• Format: INV-###### [Invoice Content] [SUFFIX (if required)]
• Explanation: INV-(inv number) [reason for invoice] [(invoice item 1; invoice item 2 if any)] [(Does not always apply. Can be Claim #, or “Deposit”, or “Balance”)]
• Example: INV-10257 [Post Cons Phase Claim]

Remittance

• Format: REF INV-###### [Invoice Content] [SUFFIX (if required)]
• Explanation: INV-(inv number) [reason for invoice] [(invoice item 1; invoice item 2 if any)] [(Does not always apply. Can be Claim #, or “Deposit”, or “Balance”)]
• Example: REF INV-10257 [Post Cons Phase Claim]
• TL;DR: Add “REF” before the invoice

Invoices and Payments

Lodging an Invoice

1. Download invoices
2. Add to Notion
   1. Find corresponding item in Notion (usually under an “In Progress” work package)
   2. Under the “Costs” table → under “Payment Required” → add new “Expense”
      1. Name according to Invoice Naming Convention
   3. Attach invoice to the new “Expense” page under “Comments”, and write “Invoice”
   4. Attach screenshots of every page of the invoice document within the page.
3. File to Google Drive
   1. Navigate to the relevant Project’s Work Package folder in Google Drive
   2. Create new folder using Folder naming convention