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As part of Enterprise Validation Engine (EVE), Google will be enforcing a policy requiring suppliers to:
- Submit EVE standardized billing sheets for all contracts between any and all Google/Alphabet entities, all supplier entities and all regions and currencies.
- Complete standardized billing sheets using the Billing Document Generator add-on for Google Sheets (download link).
- All standardized billing sheets must be submitted alongside their invoice (1 billing sheet-to-1 invoice) in a timely manner, otherwise the invoices may be rejected for lack of accurate supporting documentation.
This policy aims to reduce errors and iterations needed for suppliers when submitting Billing Sheets while expediting payments, standardize invoice processing, and decrease turnaround time. Suppliers will be notified if this policy applies to them, as we are in the process of expanding the program.
Billing and Invoicing Process OverviewBelow is a high-level overview of the Billing and Invoicing process:
- Provide most up-to-date executed amendments and related POs to [email protected].
- Complete a Billing Sheet using the new Billing Document Generator add-on.
- Submit the Billing Sheet along with the invoice using Ariba Network (preferred method) or the email intake channel.
- Google validates the billing sheet against the contract, Purchase Order, and invoice. If there is an issue, Google will follow an Exception Handling process.
- Google creates and shares a summary of computed gross amount (SGA) for each BS & invoice through an automated email ([email protected]). This summary of computed gross amount is shared with you for informational purposes only; no action required.
- Google approves and pays the invoice.
Download the Billing Document Generator: [Download Link]
The Billing Document Generator add-on is only available to download for suppliers that have either a Google Account ID ([email protected]) or a Partner Domain ID ([email protected]).
If you have a Google ldap, please ensure that your supplier-specific data is synced with the add-on by completing the Access Request Form and submitting (1) your supplier name, (2) your corporate supplier-provided email ([email protected]), and (3) your Google-provided ldap ([email protected]). Once enabled, you must use your Google provisioned laptop.
If you do not have a Google ldap ([email protected]) and need a Partner Domain Account ID, the Invoice Validation Team can support you. Please complete the Access Request Form (for yourself and/or any coworkers) to request a user account ID with which you will be able to access and use the Billing Document Generator add-On within Google sheets.
Please allow for 48 hours for your Partner Domain Account ID to be created and/or your supplier-specific data to sync with the add-on.
Reference the Enabling the Billing Document Generator Add-On Reference Guide v2 for step-by-step instructions for:
- Making the Add-On accessible
- Adding and removing users from a Partner Domain
- Installing the Billing Document Generator add-on to your device
- Opening the add-on extension on Google Sheets
After downloading the Billing Document Generator add-on to Google Sheets, the extension is used to ensure that you are generating the fields for your Billing Sheets in the correct standardized format.
The following resources can be referenced:
- Reference Guide: How to use the Billing Document Generator Add-On
- (Demo Videos) How to use the Billing Document Generator Add-On
Reference the Billing Document Generator Add-on Template Fields Guide to understand what information the billing sheet contains.
Billing sheets are required to be submitted along with the invoice using either of these two channels:
- Ariba Network (preferred method)
- Email ([email protected])
Reference the How to Submit Billing Sheets Reference Guide for step-by-step instructions for submitting a Billing Sheet and invoice via Ariba Network or email.
If Google’s process finds a discrepancy in your billing documents, Google’s Invoice Validation Team (IVT) will reach out to you via email ([email protected]) and work to resolve the issue. Your timely cooperation is kindly requested in resolving any discrepancies.
- Billing sheets with formatting errors will fail upon ingestion and therefore be considered missing billing sheets leading to an automatic rejection of your invoices. To reduce ingestion errors always generate and verify your billing sheet using the Billing Document Generator add-on
- Billing sheets with validation issues against the contract will require timely clarifications with appropriate supporting evidence (e.g. latest amendment for new roles/service periods, clarification from Google PO owners etc.) to prevent invoice rejections. To reduce validation issues ensure that Amendments are executed and shared with [email protected] before previous contracts expire (or as soon as possible).
Please ensure the following best practices are enforced while populating the Billing Document Generator Add-on:
- Please inform [email protected] of updated Contracts/Amendments as soon as possible.
- Only one billing sheet should be submitted for each invoice (1-to1); this billing sheet must only contain one PO and one SOW.
- The billing sheet generated for your invoice must only reference one single PO. If you have multiple POs, then multiple billing sheets and Invoices must be generated
- Only valid and active POs should be selected.
- Invoice currency must be in the currency in which the contract is signed.
- Inputting FX conversion rate is mandatory if invoice currency is different from the currency for which role is selected.
- Do NOT make manual changes to the billing sheet other than adding Billable Quantity and Ldap. Please use the RESET Button on the add-on if you must add or edit billing sheet lines.
- Once the Billing Sheet .CSV file is downloaded, do not tamper with any field / filename, do not add additional lines, and do not reuse the file for creating another billing sheet.
- Always assume that the EVE standardized billing sheet (generated using the Billing Document Generator) is needed to support your invoice (unless we have explicitly confirmed the contrary on a case by case basis) otherwise your invoice will be placed on hold and/or may be rejected.
What is the purpose and benefits of the Billing Document Generator add-on for Google Sheets?
The Billing Document Generator add-on facilitates the creation of billing sheets that are mandatory supporting documents for your invoices and ensures that all the fields are populated in the required format. This will save time in generating billing sheets for all contract pricing types (e.g. Time and Material, Price Per Unit, Deliverable, Milestone, Fixed Fee Interval). By submitting error free and reduced iterations of billing sheets, suppliers can expect an expedited invoice payment process.
What Google/Vendor entities, countries, currencies are in scope for the EVE process and policy mandate?
The EVE standardized billing sheet and policy mandate requires using the Billing Document Generator add-on for Google Sheets for all contracts between any/all Google/Alphabet entities, all supplier entities, and all Contract currencies.
How do I know whether or not a contract is in scope for the EVE process and it requires a Billing Sheet generated using the Billing Document Generator add-on?
The EVE standardized billing sheet and policy mandate requires using the Billing Document Generator add-on for Google Sheets for all contracts between any/all Google/Alphabet entities, all supplier entities, all contract currencies and all invoicing regions. If you do not see a certain contract/amendment number in the Billing Document Generator add-on then please let us know via [email protected].
If in doubt, you must assume that an EVE billing sheet is required, otherwise your invoice may be unnecessarily delayed or rejected. Please reach out to [email protected] for additional concerns.
Is the EVE scope and policy mandate applicable for all contracts irrespective of currency?
Yes, this is correct. The add-on also provides the ability to input FX Conversion rates if the contract is signed/captured in local currency. This feature will only be visible on the add-on if it is applicable to the contract and not otherwise.
Will all in-scope contracts require Google Vendor Manager approval?
All contracts between any/all Google/Alphabet entities and all supplier entities and currencies will require billing sheets generated using the Billing Document Generator add-on for Google Sheets, regardless of any other Google Vendor Manager approvals.
I am having issues downloading the Billing Document Generator add-on using the download link. How do I install the add-on?
If you are unable to install the add-on from the Marketplace Workspace, make sure to have completed the Access Request Form. Then (only after 48 hours) follow these best practice before attempting to re-install the add-on:
- Restart your computer.
- Grant permission to your browser to allow pop-ups for this site
- Grant permissions to the app when requested
If you are still experiencing access issues, please reach out to [email protected] and send us a screenshot.
Is it required to be on a Google-provided laptop or can I connect through my company-provided laptop?
If you have a Google ldap, you must use your Google provisioned laptop and access the Billing Document Generator add-on directly. If you have installed the add-on but do not see your contracts in the Billing Document Generator Add-on, fill the Access Request Form to sync your supplier-specific data to the add-on. Once enabled, you must use your Google provisioned laptop.
If you do NOT have a Google Account ID, please request an EVE Partner Domain Account ID via the Access Request Form. We will create a Partner Domain User ID and send you the details for how to login to your account. You will then be able to access the Billing Document Generator add-on from your company-provided laptop.
After installing the Billing Document Generator add-on, I do not see any of my contracts in the add-on. What should I do?
If you do not see your contracts in the add-on, please ensure that your supplier-specific data is synced with the add-on by completing the Access Request Form and submitting (1) your supplier name, (2) your corporate supplier-provided email ([email protected]), and (3) your Google-provided ldap ([email protected]).
Please allow 48 hours for vendor-specific data to sync with the add-on.
How do I request a Partner Domain Account ID to access the Billing Document Generator add-on?
The Billing Document Generator add-on is only available to install and enable for individuals that either have a Google Account ID ([email protected]) or a Partner Domain ID ([email protected]). If you do not have a Google Account ID then, please request a Google Partner Domain Account ID via the Access Request Form.
Please allow for 48 hours for your Partner Domain Account ID to be created.
What do I do if I am experiencing errors upon trying to sign in to my Google Partner Domain Account?
If you are experiencing errors upon trying to sign in to your Google Partner Domain Account please try the following steps:
- Please closely follow the email instructions you received when your Partner Domain user ID was created. A 2-step authentication must be set up when you first log on.
- If you are using a corporate laptop (non-Google laptop), then your Administrator may have decided to block some Google Apps through your company's firewall (eg "This account is not allowed to sign in within this network", "Please talk to your administrator for more information"). By following these instructions, your company's IT team/administrator will be able to provide you with the access you need.
- If your original code/key or back-up code no longer work upon 2-step authentication, then please reach out to [email protected] so we can resend you a backup code.
- Please consult the follow Help Center articles for more help:
How do I choose the type of contract (e.g. T&M, PPU, Fixed Fee) in the Billing Document Generator add-on?
Suppliers are not required to input the contract type during billing sheet generation. In the Billing Sheet Document Generator add-on, simply select the contract you wish to create a billing sheet for. Based on the contract selection, the add-on identifies the type of contract and accordingly displays the fields to be filled.
What should I do if I have successfully accessed the Billing Document Generator Add-on but cannot find a contract or role in the provided dropdown list?
Please email your missing contract or latest amendment (as a pdf) stating the missing role/rate to [email protected].
How can I generate a billing sheet if the contract is in the process of signing (i.e. not yet signed)?
An up to date signed contract/amendment is needed at all times. To reduce validation issues ensure that new Amendments are renegotiated and executed and then shared with [email protected] before previous contracts expire (or as soon as possible).
Can the old format of billing sheets still be used or is it mandatory that the new format is used?
It is mandatory to use the Billing Sheet Document Generator add on for Google Sheets to create standardized billing sheets. Old and other format billing sheets will NOT be accepted by the system.
Is there a bulk entry for T&M contracts for if there are many agents for one role?
Once you have selected the contract term, you can input the number of lines required for that particular role/term selected. For T&M contract terms, you must input the agent LDAP/name for each role.
Do I add one line item per resource of one line per role?
You must create a line per resource/LDAP, as applicable.
Can I save the “template” of the billing sheet offline and just re-use it every month?
This is NOT recommended as the format and mandatory fields may evolve over time. It is recommended to reload the add-on every time you are creating a new billing sheet and complete each step within the actual add-on before validating that the output is free of formatting errors (via the integration in the validation functionality).
Can I copy and paste the LDAPs and billable quantity from an excel sheet?
You can paste entries from excel sheets to Google Sheets. However, do not forget to validate the entries before generating to ensure there are no formatting errors.
Once the Billing Sheet .CSV file is downloaded, please do not tamper with any field / filename, do not add additional lines, and do not reuse the same file for creating another billing sheet and invoice combination.
Why can I not locate a contract term/role?
If you cannot locate a contract term/role, please return to the previous steps and click linked contract to select an amendment. Once the amendment is selected you will be able to see additional contract terms.
How do I select a date for a contract term beyond the calendar range displayed?
If you are unable to select a date for a contract term beyond the calendar range displayed, and have an amendment to support the term extension, please email [email protected] with the amendment.
Can the Billing Document Generator handle Regular, Overtime, Weekend/Holiday, and Night shift rates?
In the Billing Sheet Document Generator, Rate Type will be available via a dropdown if applicable for the contract term you have selected.
How can we share the incremental rate change due to ECA on a yearly basis?
Please email the required information to [email protected] along with the contract ID where the latest ECA% rates are captured.
How do I know that the rate that I used in the billing sheet document generator matches the contract if I have COLA applied?
The document generator will not indicate the COLA rates for any role/deliverable. Please email the required information to [email protected] along with the contract ID where the latest COLA rates are captured. You must provide appropriate evidence of the agreed cola rate (pdf copy of an agreement or offline approval) otherwise your invoice will not be processed.
How do I handle tax charges (such as VAT)?
Tax lines are not required on your billing sheet.
How do I get the invoice number?
Please coordinate with your Account team to obtain the invoice number.
What if there is a line item that has a different service date range?
In the Billing Sheet Document Generator, you can change the date range and you can select the role for that date range. Once you click Add Lines, you will see the line generated with the date range and role selected.
How do I add expenses like seat cost, infra, device, SLA rewards, and one-time charges in the billing sheet apart from Resource amounts?
All such line items fall under the Other Reimbursement category. In the add-on, select the contract term as Other Reimbursement and then input the consolidated amount in the billable quantity field for T&M contract or the amount field in PPU/Other contracts. If SLA rewards comes under performance bonus, then select Contract Term as Performance Bonus; otherwise, it will come under Other Reimbursement
How do I include corrections (positive and/or negative) for previous months?
If you are submitting an invoice (e.g. for additional charges), please submit a billing sheet as per the process stipulated in the August 1st Policy. Please submit any credit memos as per the current process. A billing sheet is not required for credit memos.
What is the process for invoices for future periods when the amounts are not based on calculated amounts but equal to PO leftover?
Pre-billing future service periods to consume leftover PO funds are not possible. Please work with your Google Vendor Manager to ensure a new PO is issued for the future service period.
How do I input penalties?
If the contract authorizes penalties, you will be able to select 'Other Reimbursement' contract term in Step 3. The consolidated amount can be inputted in the 'billable quantity' field for T&M contracts and 'amount' field in PPU/Other contracts.