Standard Operating Procedure: Handling Invoices

Purpose

This procedure explains how employees should handle:

1. Incoming invoices—bills TCIL receives.

2. Outgoing invoices—requests for payment TCIL sends to others.

A. Incoming Invoices: Bills TCIL Must Pay

When TCIL receives an invoice:

1. Send it promptly to Accounting at invoicing@tilly.org.  

2. Confirm that the goods or services were received, the charges are correct, and the front desk logged the purchase in the purchasing tracker.

3. Identify the program, grant, contract, or account that should pay the expense.

4. Obtain approval from the appropriate supervisor or Executive Director.

5. Include supporting documents, such as receipts, purchase orders, contracts, or approval emails.

6. Accounting will record the invoice, schedule payment, and maintain the documentation.

Employees should not promise a payment date or personally pay an invoice unless authorized.

B. Outgoing Invoices: Money Owed to TCIL

When another organization or individual owes TCIL money:

1. Make a copy of the invoice digital template maintained at the forms section on the dashboard and complete the required information. Click on this link. 

2. Include links to the dashboard, files, or folders related to the transaction.

3. Accounting will prepare and email the official invoice.

4. Accounting will maintain the invoice and supporting documents.

5. Follow the form.  Click on this link. 

General Requirements

• Submit invoices promptly and accurately.

• Do not approve your own purchase or expense. Another authorized person must review it.

• Do not create, change, or send an official TCIL invoice without authorization.

• Report duplicate, incorrect, suspicious, or unexpected invoices to Accounting or the Executive Director.

• Follow TCIL’s financial policies, grant requirements, and approval procedures.

Questions: Contact Accounting or your supervisor before taking action.