Research Vendor Invoicing

Research Vendor Invoicing Overview

Submission & Timing

• All projects must be invoiced via the following link: Research Vendor Invoice Form
• All invoices must be submitted within 31 days of the project visit date
• Any invoices submitted 31 days or more after the visit date will be subject to a late penalty 
• Payment terms are net 45 days from receipt of invoice, provided that all data provided by the contractor have been accepted by the company. 

Payment Schedules
Payments are scheduled twice per week on Monday and Thursday. If you ever have a question on an invoice’s schedule, please contact [e-mail] and reference the specific invoice #, project name, and visit date.

Filling out an Invoice

When filling out the invoice survey, please use the following guidelines. All the information you need to properly invoice for your projects can be found in the Vendor Management System (VMS). To find your Project Flat Rates, go to User Settings (from the gear icon) in the VMS.

• Contractor Information
• Your full name
• Your company name,  NOTE for US Vendors: the company name on your invoice must match your company/entity name in Justworks
• Email address (please use the same email that you use to log in to the VMS)
• Phone number
• Address
• Your current residential address 
• Please NOTE: if you have moved, entering a new address here will not update your address in the payment systems. Please update your information in the Vendor Management System, and for US Vendors, in Justworks.
• Payment Information
• Contractor Invoice Number – This is a unique number you create to help you keep track of your payments. It can be any combination of numbers and letters.  
• EIN/SSN (Applicable to Vendors who are paid into a US bank account)
  
• US residents must use their federally provided EIN (Employer Identification Number)
• International Vendors who are not paid into a US bank account will enter their email used to accept PayPal payments. Note: If you change your PayPal email address, please let us know in a support ticket.

• Invoice Details
  • Number of flat rates for which you are submitting an invoice. 
    • This is the number of individual flat rates you are submitting on this invoice. NOTE: Some projects (for example if you have an in-store and traffic visit) will have multiple rates and require individual rate pages. Please reference your VMS dashboard to know the number of rates you will be invoicing for, each Data Submission in the VMS will correspond to one flat rate.

• Project/Visit Details
  • Project Name - Please be sure to select the exact Project Name shown in the VMS. For example, if you are invoicing for the PetCo project, you will invoice for 2 flat rates with PetCo and Traffic - PetCo as the project names.

• • Store Type - For each flat rate, you’ll select the Store Type shown in the VMS.
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  • Visit Type - For each flat rate, you’ll select the Visit Type shown in the VMS.
    
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  • Store Name - For each flat rate, you’ll select the Store Name shown in the VMS.
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  • Date of Store Visit - Select the date you collected data for that visit window.

• • Flat Rate Amount - Enter the flat rate shown in the VMS Project Flat Rates. Keep in mind, every Data Submission button in the VMS will correspond to one flat rate, so make sure you invoice for each one. 

• • Start-up Project Specification Time - This can be invoiced on your first invoice per project. This includes the time spent reviewing the project guide in Zendesk, taking the quiz, and the pre-visit call (PVC). 
    • Start-up Time will pay out after eight successful calendar weeks on a project, at the rate listed in your contract.
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  • The following items must be pre-approved in writing from Haynes & Co. Please do not invoice for these items with specific instructions to do so. 
    • Ongoing Store Prep Time - For time spent reviewing changes or updates that are made to a project. 
    • Other Time - For special projects as assigned by Haynes & Co. 
    • Expenses -  Leave this field blank unless you have pre-approval for expenses, in which case you should enter the amount and attach the necessary proof/comments. Note: For projects requiring a receipt for your data, the purchase is not a reimbursable expense.

I need help!

If after reviewing the sections above you need help or have further questions, please let us know in a support ticket for Accounting.