Please make sure your invoice is accurate and complete. A few tips to keep in mind:
- send invoices after Google has received the goods or service
- reference Google's Purchase Order (PO) number, PO line number and Invoice Number on the invoice
- ensure invoice information matches information on the PO. This includes for example ‘Bill-to’ & ‘Ship-to’ locations, item description, price, and currency
- ensure the invoice date is not in the future and the invoice date reflects the date services were rendered and not the date services were first quoted
- make sure you are entering appropriate taxes in your invoices at the time of invoice submission (Including e-invoices)
- if the commercial invoice is attached (LATAM excluded), the commercial invoice attachments must contain the lowest level of cost itemization when submitted via the online portal specified by Google.
- if a supplier incurred Google approved third-party costs by engaging subcontractors or other entities, the supplier will submit both third-party receipts and a matching invoice with line items designated for each subcontractor or freelancer. Receipts need to be easily matched to invoice line items, and include a reconciliation document where there are multiple receipts per line item.
The primary reasons invoices are returned to vendor are:
- A mismatch of information between the invoice and purchase order (e.g. entity, PO number, supplier name, amount, PO currency, line items)
- Missing information
- Credit memo does not reference PO number or the original invoice number
Select your bill-to country to see Google invoice requirements:
How to submit your invoice and supporting documentation:
Send the invoice to [email protected]
- All invoices for goods provided to Google in Brazil entities by suppliers based in Brazil must be submitted in XML format, as required by the Government (Ministério da Fazenda). Invoices that do not comply with this requirement will be returned. Please avoid any payment delays by submitting ALL Goods invoices in BOTH XML and PDF formats.
- All Invoices for services: PDF format is still accepted. However, we encourage you to submit these in XML too.
- Once the email with the pdfs has been sent to [email protected], no subsequent invoices should be sent in the same email thread. Instead, a new email ticket should be created to avoid further invoice processing delays.
For suppliers that are mandated to provide XML and PDF invoice, please review the following
- Send one XML invoice and PDF support attachment per email.
- XML invoice file must be registered with government authority and must have valid signature and unexpired certificate within it per country requirements.
- Provide Purchase Order (PO) number within the XML file as part of the locally defined recommended tags so that the invoice can be tied back to the correct PO, approved and processed in a timely manner. The PO number must also be referenced in the PDF.
- Do not zip or password protect attachments or files.
- Do not provide Application Response XML files or XML stylesheet files (files with *.css or *.xsl file extensions) along with invoice XML.
- Do not send the PDF support document and invoice XML document in separate emails.
For suppliers not mandated to send XML invoices
- The PDF image must be clear, legible and contain complete invoice data, including PO number (where applicable), to expedite invoice processing and payment.
- Send one valid PDF invoice attachment per email.
- Send supporting documentation (if required) as a separate attachment(s), with the PDF invoice in the same email.
Exception: If you have been asked to submit an EVE billing sheet, please follow those specific submission procedures, instead.
- Do not zip or password protect the file.
- Do not send separate emails for PDF invoice and any supporting documentation files.
Invoices must include the following to be processed:
Supplier Info
- Supplier Name
- Supplier Tax/CPF ID Number
- Supplier Legal Mailing Address
Google Info
- Google Bill-To Entity
- Google Bill-To Address
- Google Tax/CPF ID Number
Invoice Info
- Invoice Date
- Invoice Description of Goods or Services Supplied
- Invoice number
- Invoice Amount in Local Currency or Non-Local Currency for foreign suppliers
- Tax Amount
For more information on how to update your account information or submit an invoice through the Ariba network, please go to Transacting over the Ariba network.