Invoicing Guidelines
At Indeed Flex, we are committed to prompt and accurate payments to our agency partners. As a proud signatory to the Prompt Payment Code, we ask that all invoices follow the guidelines below to ensure timely processing and avoid delays.
Essential invoice requirements
Strict adherence to the following requirements is essential to avoid invoice rejection or payment delays. All invoices must include:
- PDF Format Only: We accept only one invoice and any associated statements per email, submitted as a PDF document.
- Correct Legal Entity: Invoices must be addressed Syft Online Ltd T/A Indeed Flex legal entity (see below).
- Invoice Number: A unique identifier for tracking purposes.
- PO Number: Must match the Indeed Flex invoice estimate.
- Consolidated Invoice: One invoice only for the total cumulative value of all shifts worked in the preceding week. Do not submit separate invoices for individual days or shifts.
- Invoice Date: Must reflect the actual date the invoice is submitted to the Indeed Flex AP team via email.
- Supplier Details: Include your full legal name, address, VAT number, and contact details.
- Bank Details: Bank name, account number, sort code, and remittance contact email.
- Description of Services: A clear and itemised breakdown of the services rendered, including shift dates and rates.
- Total Amount Due: Must match the invoice estimate and be calculated accurately.
Submission details
- Legal Entity Name
Syft Online Ltd T/A Indeed Flex
Ground Floor,
20 Farringdon Road,
London, EC1M 3HE
- Submission email: [email protected]
Common Reasons for Invoice Rejection
Please double-check your invoice before submission to avoid these frequent issues:
- Incorrect “Bill to” (Legal Entity): The invoice is addressed to the wrong entity.
- Missing Information: Omission of any required field listed above. Refer to essential invoice requirements.
- Ambiguous Descriptions: Vague or unclear descriptions of services. Refer to essential invoice requirements.
- Math Errors: Incorrect calculation of amounts or totals.
- Non-PDF Format: Invoices not submitted as PDFs.
- Invoice Estimate Mismatch: Any discrepancy between the invoice total and the invoice estimate value will result in immediate rejection.
Invoices submitted with the incorrect bill-to details will not be processed.
Submission deadline
- Email submissions only: All invoices must be sent electronically to the designated email address.
- The Invoice Date must match the date of submission to the designated AP email address.
If you have any questions about these guidelines or your invoice status, please contact: [email protected]