firstname.lastname@example.org – is NOT monitored for individual issues and should not be used for problem inquiries; it’s just for receiving vendor invoices.
email@example.com – IS monitored for individual issues and should be utilized to help assist with invoicing related problems.
firstname.lastname@example.org – is NOT monitored for individual issues and should not be used for problem inquiries; it should be used for sending customer invoices.
A Pre-Bill invoice is a Final Invoice that we send to the customer before receiving all of the vendor invoices. This is considered a final invoice, and no further drafts will be sent. Our Accounts Receivable Team will begin following up for payment based on the billing terms and date on this invoice.
A Deposit Request is a document sent to the customer requesting partial payment before them receiving the goods. This document can also be created by Affiliates in XOMS from the More menu on the applicable job. The Invoicing Team will still send out draft invoices for your approval, following our standard billing procedures. Our Accounts Receivable team does not follow up on Deposit Requests.
A Payment Request is an option to allow customers to make prepayments on a job through the Customer Portal. This option is available in XOMS from the More menu on the applicable job. This will include a total they need to pay but does not include a document. The Invoicing Team will still send out draft invoices for your approval, following our standard billing procedures. Our Accounts Receivable team follow up on Payment Requests
Jobs are drafted once all vendor invoices have been received and entered into Xebra.
All draft emails will include a link to the Manage Draft Invoices Portal on XOMS. Clicking on this link will take you to a login screen. The XOMS username and password will be the same as the ones you currently use on the Xebra Desktop Client. After you have logged on, you will be taken to the Manage Draft Invoices Portal for the draft referenced in the email.
If you need a draft before that point, email email@example.com for a pre billed draft.
Through XOMS, you can manage draft invoices you receive, which enables you to send invoices to your customers faster and therefore enables you to get paid sooner.
For your orders that are drafted, you will see a clickable link in the email you receive notifying you of the draft. Clicking this link will take you to the Manage Draft Invoices page.
Once on the Manage Draft Invoices Page, you will notice that there are several different panes, each containing information or an approval option.
In summary, the Manage Draft Invoices page gives you the tools needed to perform the most frequently requested changes to drafts and send out the final invoice to the customer without any delay. It also gives you the ability to request help from the Invoicing Team for the more difficult changes.
If you are unable to make a change to your draft using the green Fast options and require the Invoice Team to assist, please use one of the Yellow human aided options when replying to drafts. Try to be as specific as possible because we will take the emails at face value.
For example, when requesting price changes such as freight, try to use words like “add” when you want to increase the amount and use words like “make “or “total” when you want it to be an exact price.
Also, if you would like to see a revised draft, please ensure you use the “Request Another Draft with Instructions” option. If you use the “Grant Approval with Instructions,” you will be unable to see any changes we made as it will stay in Approved status.
Please call us for these types of advanced processes so we can help walk you through and explain as things can get hairy.
But primarily, you will use one of two different processes:
If you know before the order is entered into the system that the job will need to be invoiced across multiple orders, it is best to use the Bundle PO System. The Bundle System will allow you to create various orders but send one purchase order to the vendor that covers those multiple job numbers in XOMS. This way, we will receive only one invoice from the vendor for all the jobs included in the bundle order, but the customer can be billed separately.
If you find out after the order has been entered into the system that it will now need to be invoiced across multiple jobs, you will follow the order split process.