Supplier Invoicing

To enhance efficiency and streamline the time it takes to pay our suppliers, the department is implementing a new invoice submission process that will take effect Jan. 29, 2024. This new process requires all supplier goods and services invoices to be submitted via email.

The new process will involve the following steps.

Electronic Invoice Submission: We are transitioning to accepting supplier invoices electronically. Invoices submitted electronically must be in a PDF format. Invoices should be emailed to [email protected]. Save your invoice file name as Vendor Name Invoice number (example: Trane Invoice 1234).
Invoice Requirements: Ensure that each invoice includes all the necessary details for prompt payment processing, such as a:
- Unique invoice number
- Purchase order number and any required supporting documentation
- Vendor name, business remittance address, invoice date (not hand-written), and services, along with itemized pricing (quantity and unit price) is detailed, provide a valid vendor email address, current amount due is reflected on the invoice, provide proof of delivery
- Suppliers in the Miami-Dade County SBE program must label/identify invoices according to program requirements
- Only invoices in PDF file format will be accepted
- Limit a single email upload to no more than five PDF attachments
- Packing list numbers should be included on invoices when applicable
Purchase Order: Vendors must have a Purchase Order number before shipment of goods and services, and submission of invoice. Without this information, the invoice will be returned
Timely Submission: Invoices should be submitted as soon as the goods or services are delivered/rendered. Late submissions may result in delayed payment
Supplier Statements: Statements must be submitted monthly

Please make sure to adjust your accounts payable process to align with these changes. We believe that this new process will benefit both parties by reducing errors and expediting the payment process.

If you have any questions or require further information about the new accounts payable invoice submission process, please do not hesitate to contact: