How to Better Understand Your IT Invoice

IT invoice After you’ve purchased a solution or contracted for a service, you’ll receive an invoice that lays out what you’re being charged for.

This is a critical document for you and your IT consultant.

Here, your IT consultant can list how they’ve worked with you and their charges for the associated work.

It provides you a chance to give all the billed work a once-over before submitting payment.

Whether this is your first or hundredth time working with The KR Group, our team members are willing to answer any questions or make any clarifications on an invoice.

We know if you’re reaching out with a question, you need a quick, direct answer, which is why we’ve put together this article.

To be better prepared for when you receive your next invoice for IT consulting services, check out the following points:

  1. Important features of your invoice
  2. Understanding what your invoice is for
  3. Asking for clarification on an invoice

Of course, these won’t cover every nuance in invoices, especially since they are unique to the specific solution or service they’re associated with.

However, you’ll find that the following information is a good place to start when you want to understand your bill better.

Important Features of Your Invoice

 

IT invoice Your invoice will contain a plethora of information and should be the first place you look when you have billing questions.

Some of the general items you’ll find on the first page are:

  • Your IT consultant company’s information
  • The invoice date and number
  • And your billing and shipping addresses

There are also some more specific items you’ll want to pay attention to, including:

1. Balance Due

In this section, you can find how much you have to pay for the service or products for which you’re being billed.

This could be different than the invoice total, which shows you the amount the invoice is for.

However, if you have a block-time agreement or credits on your account, the balance due could be $0.

2. Terms

This simply refers to the number of days you have to pay the invoice.

For most customers, this will say net 15, and you’ll have 15 days from the date of the invoice to make the payment.

However, in some cases, you may have a net 20 or net 30 term, which allows 20 and 30 days, respectively, for you to pay the invoice.

3. Due Date

Depending on what term you have agreed to, your due date will vary.

The invoice clarifies the exact day payment is due to make it more straightforward for you to avoid a late payment.

Make sure you pay attention to this information to ensure your account is up to date on payments.

4. Purchase Order (PO) Number

The PO number is helpful because sometimes, you may have more than one invoice at a time. In addition, the PO number provides a reference to precisely what purchases are associated with the invoice.

5. Project Name

As this suggests, it lists the name of the project associated with the invoice.

Here, you’ll also find a list of the engineer(s) who worked on the project, the time they spent on it, and your billed rate.

Understanding What the Invoice is For

IT invoiceAs you read above, the PO number can give you a clue as to what the invoice is for.

However, if the invoice is for services, there won’t typically be a PO number on the invoice.

You’ll still find essential details about the purpose of the invoice in the document.

On the second page of the invoice, your IT consultant should list a detailed description of all of the associated time spent in your IT environment. Information you can find here includes:

  • Which engineer worked on the ticket
  • What day(s) they worked with you
  • Notes on what work they performed
  • If the encounter is billable or not
  • How much time you’re being billed for
  • And, the dollar amount you’re charged for

Asking for Clarification on an Invoice

IT invoice We try to make our invoices as clear, concise, and accurate as possible, but we know sometimes something might not look right, or you simply need clarification.

First, we highly recommend that you ask your questions or send your concerns through email. By doing this, you’ll create a communication trail, and everyone can track what questions have been asked and answered. Additionally, you need to direct these emails to the appropriate parties so you can get answers as quickly as possible.

If you only take one thing away from this article, let it be to include accounting in any emails with questions or concerns on your invoice.

You can either send these emails directly to [email protected] or CC them on an email to your account manager.

Either way, you’ll keep the accounting department, the ones who often have the information, notified of all invoice communication.

When You Receive an Invoice

Looking at your IT invoice closely will help you understand your charges and how they relate to services or solutions you’ve received from your IT consultant.

There are many different components to an invoice; the purpose is to offer you the best understanding of what you’re being billed for.

If something still isn’t clear or doesn’t look right, talk with your consultant and ask for more information. However, if you need to do that, you should always include accounting in the communication.

This will ensure the proper department is included in emails and may even get you an answer faster by cutting out the middle man.

For more information about The KR Group’s internal services, check out some of our other articles:

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