​Invoice Standards

To ensure timely processing of a vendor's invoice for payment, this page outlines the pertinent details that should be included on an invoice, when submitting to the vendor's UBC contact.

When a vendor receives a Purchase Order, please verify the information is accurate. Invoices must match the Purchase Order exactly. If there are any discrepancies, please contact the UBC representative on the Purchase Order prior to invoice submission. Inconsistencies will result in the return of the invoice and delay of payment.

To ensure timely processing of your invoices for payment, review the pertinent details that should be included on a submitted invoice. Due to the difference between invoices for Good and invoices related to Services, separate checklists have been provided.

Goods Invoice Template

The Goods Invoice Template (.docx) is available as supporting material. Format of an invoice is to the discretion of the vendor.

Goods Invoice Checklist 

Invoice Header
Letterhead It is the heading at the top of a quotation or invoice. It should consist of a vendor logo or corporate design.
Full Legal Business Name The name of the entity that appears on all official documents or legal papers. 
Business Address The address where the company is located.
Payment Remittance To Indicate if the payment remittance name and address is different from the vendor business name and address. 
GST/PST/HST # Vendor to provide GST/PST/HST #, if applicable. 
Business Registration # Provide the nine-digit number assigned to a business, incorporated company or society by the Canada Revenue Agency (CRA). 
Bill To UBC Department or Faculty contact name address, phone and email where invoice is sent. 
Shipped To UBC Department or Faculty contact name and address where goods were received (if different than the Bill To address)
Invoice Date The date when the invoice was issued.
Invoice # A unique number for an invoice. 
Invoice Body
Purchase Order # A unique UBC number assigned to the issued Purchase Order, if available.
Ship Date The date at which the goods were shipped to UBC.
Ship Via The location from where the goods were shipped by the vendor.
Vendor Contact/Sales Person The vendor contact responsible for the sale with UBC.
Payment Terms Invoice should read “net 30 days,” UBC standard payment terms.
Shipping Terms Quote should indicate relevant Incoterms. Unless otherwise specified, all deliveries of Goods will be made on terms "DDP" (Delivered Duty Paid to a named place of destination).
Warranty Terms Outline any assurances for repair or replacement of goods if defects are identified within a defined period of time.
Invoice Lines
Item/Part # ID # used internally by vendor to identify the goods.
Goods Description Short description of goods purchased.
Item Unit of Measurement (UoM) Standard unit or system of units, by which a quantity is accounted for and expressed.
Item Quantity Identifies the quantity of goods.
Unit Price Cost per unit.
Unit Discount

A reduction from a regular or list price for goods (e.g. education discount, promotions, CFI, etc.). CFI and Educational discounts should be calculated by good line item.

Please note, lump sum amount with percentage discounts are not acceptable.

Contact finops.support@ubc.ca for applicability or calculation questions. 

Total Amount for Individual Item = Item Quantity x (Unit Price - Individual Item Discount)
Invoice Footer
Installation & Training Fees

The amount invoiced for providing installation and training.

For non-residents performing services in Canada, please note a 15% withholding tax applies. Visit the CRA website for guidelines on how to apply for a waiver. Access to the waiver application is available here.

Shipping & Handling Fees The amount invoiced for transporting and handling the goods.
Total Discount (e.g. CFI, Educational, etc.) Total reductions from regular or list prices.
Total Amount Before Tax Total amount prior to tax..
Sales Tax Amount Total tax amount calculated based on applicable taxes. (GST/PST/HST).
Invoice Currency Vendor invoice currency (e.g. CAD, USD, Euro, etc.).
Total Amount After Tax Sum of “total amount before tax” and “tax amount.”

Service Invoices Template

The Service Invoice Template (.docx) is available as supporting material. Format of an invoice is to the discretion of the vendor.

Service Invoice Checklist 

Invoice Header
Letterhead It is the heading at the top of a quotation or invoice. It should consist of a vendor logo or corporate design.
Full Legal Business Name The name of the entity that appears on all official documents or legal papers. 
Business Address The address where the company is located.
Payment Remittance To Indicate if the payment remittance name and address is different from the vendor business name and address. 
GST/PST/HST # Vendor to provide GST/PST/HST #, if applicable. 
Business Registration # The nine-digit number assigned to a business, incorporated company or society by the Canada Revenue Agency (CRA). 
Worker's Compensation Board # The WorkSafeBC insurance coverage indicator (if applicable).
Bill To UBC Department or Faculty contact name address, phone and email for billing. 
Work Performed At UBC Department or Faculty to whom and where the services were executed (if different than the Bill To address). 
Invoice Date The date when the invoice was issued.
Invoice # A unique number for an invoice. 
Invoice Body
Purchase Order # A unique UBC number assigned to the purchase, valued at $3,500 and above.
Service Date

The start and end dates when the service(s) was performed.

For non-residents, indicate the start and end dates if / when the service(s) was performed in Canada. 

Vendor Contact/Sales Person The vendor contact responsible for the sale with UBC.
Payment Terms Invoice should read “net 30 days,” UBC standard payment terms.
Invoice Lines
Service ID# ID # used internally by vendor to identify the service (if applicable).
Service Description Short description of the scope of work, as per agreement.
Service Price Model Identifies the type of billing for the service performed (e.g. Lump Sum, or Time & Materials)
Number of Hours per Individual Identifies the number of service hours per individual.
Hourly Rate per Individual Cost per hour per individual (if Service Price Model is Time & Materials).
Total Amount for Service Line Item Calculation dependent on the Service Price Model.
Other Expense Items Examples include travel-related expenses and supplies.
Invoice Footer
Total Amount Before Tax Cumulative total of all service line items.
Sales Tax Amount Total tax amount calculated based on applicable taxes. (GST/PST/HST).
Invoice Currency Vendor invoice currency (e.g. CAD, USD, Euro, etc.).
Total Amount After Tax Sum of “total amount before tax” and “tax amount.”