Field Service Invoice Standards Kit

If invoices are not structured, you cannot control leakage.

This kit installs a minimum invoice standard for service vendors so AP can:

• validate labor rates and hours
• validate trip charges, overtime, and markups
• match invoices to work orders and approvals
• reject non-compliant invoices consistently

What you will install

1. Minimum invoice line-item standard
2. Required work order and approval references
3. Materials and markup disclosure requirements
4. Rejection and re-invoice workflow
5. Vendor onboarding email (so expectations are clear)

Minimum invoice standard (beginner-safe)

Every invoice must include:

• vendor name and invoice number
• site and service location
• work order ID
• service date range
• classification (routine, urgent, emergency)
• not-to-exceed amount and approver reference
• labor line items (role, rate, hours, amount)
• materials line items (part, quantity, unit cost, markup, amount)
• trip charges and fees (as separate lines)
• taxes (separate)
• completion evidence reference (photo set, inspection form, sign-off)

Rejection rules

Reject and require correction when:

• missing work order ID
• missing approval or not-to-exceed reference (when required)
• labor rates do not match agreed rate card or approval
• materials are not itemized
• markup is not disclosed
• trip charges are not separated

Templates

A) Invoice line-item schema (copy/paste)

Copyable template (TEXT)
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Field Service Invoice Standard

Header:
- Vendor, invoice number, invoice date
- Site/location
- Work order ID
- Service dates
- Classification (routine/urgent/emergency)
- Not-to-exceed and approval reference

Labor lines (required):
- Technician/role
- Rate
- Hours
- Amount
- Notes (what work was done)

Materials lines (if any):
- Part/material
- Quantity
- Unit cost
- Markup percent
- Amount

Fees:
- Trip charge (separate)
- After-hours premium (separate)
- Other fees (separate, explained)

Evidence:
- Completion evidence reference (photos, inspection form, sign-off)

B) Vendor onboarding email (copy/paste)

Copyable template (TEXT)
Copy
Subject: Invoice Standards Required for Payment

Hi [Vendor AP Contact],

To ensure fast and accurate payment, we require all invoices to follow our Field Service Invoice Standard.

Invoices must include:
- Work order ID and approval reference
- Labor lines (role, rate, hours)
- Itemized materials and disclosed markup
- Separate trip charges and fees
- Completion evidence reference

Invoices missing these elements will be rejected and must be reissued.

Thanks,
[Name]

C) AP rejection email (copy/paste)

Copyable template (TEXT)
Copy
Subject: Invoice Rejected for Reissue: Missing Required Fields

Hi [Vendor AP Contact],

We cannot process invoice [#] because it does not meet the required invoice standard.

Missing or incorrect:
- [list items]

Please reissue a corrected invoice with:
- Work order ID and approval reference
- Labor rate and hours detail
- Itemized materials and markup disclosure
- Separate trip charges and fees

Thanks,
[Name]

Common pitfalls

• vendors combine labor and materials in one line
• trip charges and premiums are hidden in labor totals
• approvals are not referenced so AP cannot validate