Invoice Submission Requirements

Each invoice submitted for payment must comply with the requirements outlined below.

Download PDF Version

Important Notes:

  • One invoice per PO.
  • One invoice per PDF submitted (accepted file formats: PDF, JPEG, JPG, BMP, PNG, TIFF, TIF).
  • Seasonal invoices must be dated the 1st of the month of service and cannot be submitted before that month.

Invoice Content Requirements

  1. Vendor Name
    • Must be the full legal business name of the service provider.
  2. Invoice Number
    • Must be a unique identifier never used in any previous season.
    • Duplicate invoice numbers will not be accepted.
  3. Invoice Date
    • For non-seasonal invoices, use the service date.
    • For seasonal invoices, use the 1st of the month of service.
  4. PO Number
    • Must be the authorized Purchase Order assigned to the service.
    • Only one PO per invoice.
  5. Line Item Detail
    • Each line of the PO should be itemized on the invoice.
    • Do not submit a lump sum total—each service must be listed separately.
  6. Number of Occurrences
    • The quantity of each service must match what’s listed on the PO.
  7. Rate
    • Must match the unit and unit price on the corresponding PO.
  8. Total
    • The final calculated total must match the corresponding PO.
  9. Site Name and Location Code
    • Must be clearly listed on the invoice.
  10. Bill To / In Care Of
    • All Invoices must be addressed to: Tovar Snow Professionals LLC

Non-compliant invoices—such as those missing a purchase order (PO), not matching the referenced PO, bundled behind other PDFs, reusing an invoice number from the current or previous year, or containing any discrepancies—will require resubmission and will result in processing delays.

 

Submitting Your Invoice

  • Email: SNOW invoices to snowinvoices@tovarsnow.com and LANDSCAPE invoices to landscapeinvoices@tovarsnow.com
  • Only one PO per invoice PDF.
  • Multiple PDFs may be attached to a single email.

Payment Terms & Conditions

  • Standard Payment Method:
    Payment will be issued via check mailed through USPS. Allow time for postal delivery delays.
  • Processing Time:
    Invoices are processed per the agreed contract terms. Incomplete or inaccurate invoices will result in delays.
  • ACH Direct Deposit (Optional):
    At Outworx Group’s discretion. Note that ACH setup requires additional processing and may include a service fee to cover administrative and banking costs.

Invoice Accuracy:
Ensure all required fields are completed correctly to avoid delays.

Example Invoice

Example Purchase Order Email (PO)