Submitting your invoice and getting paid
How to submit your invoice for a finished job in the supplier portal, what each invoice status means, and where to find payments and remittances.
Updated
Suppliers invoice Fix My Truck for the jobs they attend for us. The quickest way is the supplier portal.
Submitting an invoice
Once the vehicle is back on the road, open the job in the supplier portal and submit your invoice:
- your invoice number (each number can be used once);
- the invoice date;
- the amount, before GST. GST is worked out at the standard rate, or tick not registered for GST if you don’t charge it;
- your invoice PDF (recommended), which is stored with the job.
Our accounts team is told about it straight away. You can also email invoices to us, but the portal is faster to process because the invoice is already linked to the job.
What happens next
Every invoice is checked against the job: the work recorded, the approved quote and the photos. You can follow each invoice under Invoices & payments:
| Status | Meaning |
|---|---|
| Submitted | We have it and are checking it. |
| Approved | Checked and approved for payment. |
| Payment scheduled | It is in a payment run, with the date. |
| Paid | Paid in full. |
| Queried | We have a question. We will contact you; reply in the job’s messages or to our email. |
Invoices are paid in line with your payment terms (30 days unless agreed otherwise).
Payments and remittances
When we pay you, the payment is allocated to your invoices and a remittance advice (PDF) is emailed to your accounts address. You can also see every payment and download its remittance under Invoices & payments.
Tips for fast payment
- Invoice for the work that was approved, and make the job number visible on your invoice.
- Attach your invoice PDF to the job.
- Make sure the job has your photos and the proof of completion.
- Tell us if your bank, accounts email or GST registration changes (see Keeping your details up to date).