In this article, we’ll show you how you can easily upload and submit a global invoice on our platform for the translations you have performed for iPify.
What you will need
In order to upload an invoice successfully on our platform, it is important that you have the following information to hand for each translation order you receive:
- The iPify case reference (this is usually the patent number)
- The purchase order number
- The cost of the translation in the desired currency
Please note that this information should all be found on the notification email that you receive from our platform upon your acceptance of the order request:
Once you have that information, you can proceed to submit your global invoice, using the following steps:
2. Select ‘Sales orders’ from the ‘Billing’ section on the left side of your screen, and then click on ‘Submit global invoice’ at the top right of the subsequent page:
The first screen shows you how to fill in an xlsx file in an acceptable format. The following information is mandatory to fill this out:
- Case reference
- PO number
- Fee nature (this should always be ‘translation’ for translation invoices)
- Currency (usually ‘EUR’)
- Amount excluding tax
The following columns are also highly recommended to be included in the file, in case of further information being required by our accounting team:
- Quantity (words)
- Unit Cost (cost per word)
- Source language
- Target language
You can find and download pre-filled templates by going to a case for one of your translations and viewing the ‘order lines’ tab.
Once you have correctly filled out your spreadsheet, select ‘Invoice’ on the right. There should be no need to change the billing party as the correct one should be selected by default. If you are not sure, please contact us.
Then drag and drop the spreadsheet into the box in the bottom right-hand corner, or follow the instructions after clicking ‘Select a file’.
Note: the upload will only be successful if all the mandatory columns are detected in the file.
4. Once uploaded successfully, the next screen will show you an overview of the file you uploaded and any potential issues e.g. incorrect PO number. If any errors were found, it will invite you to upload a revised file:
Note: there may still be warnings associated with your invoice, but these will not affect your ability to continue with the upload of your invoice. Type in your invoice number and total amount excluding tax, then drag and drop the invoice into the upload box.
6. When you have completed this step, our wizard will then validate that the inputted amount from your invoice matches the expected total amount from the spreadsheet.
Please perform a final review of the information on this screen, and, once you are satisfied that all the information is correct, press ‘Submit invoice’, and your global invoice will be submitted to our team, who will then review and process it.
You may also delete the invoice and reupload it where relevant.