If you’re a subcontractor requesting payment from Papaya, we will need a proper invoice for our records. See below for a list of requirements. Please attach your invoice as a pdf to an email, and send it to [email protected] and include your primary contact at Papaya as cc.
If you prefer to send your invoices by traditional mail, address them to:
Papaya design & marketing
Note that there are certain requirements for and expectations about which information an invoice should contain.
The invoice should be a separate document, in pdf-format, that contains the following information:
- Name and Address of the seller. Who is requesting payment (normally you or your company), and how may someone get in touch with you with questions?
- Invoice Date. Normally the date on which the invoice is created and sent. It is preferable, but not required, that you send the invoice the same month the work was delivered.
- Due Date. The day the invoice should be paid. Please allow at least two weeks.
- How to pay. Bank information, like account numbers, IBAN/Swift info for international payments. Or correct email address to use with for example PayPal or Transferwise (good for inexpensive, fast international payments), etc. Some of the invoicing options below also have integration with Stripe, for easy, inexpensive credit card payments.
- Name and Address of the buyer. That would be us at Papaya:
Papaya design & marketing
1560, Larkollen, Norway
- Att: Name of your contact. Someone at Papaya who can confirm that we have a deal, that the work is done, and that you, in fact, have the right to request payment.
- Line items with:
- A brief description of the work. For each separate item, a few words saying what we are paying for, as well as when and where it was delivered/done. Please be careful to specify the project or client. E.g. Design for Project X. Remote work. Delivered Jan. 1. 2018
- Amount and Price pr. item. E.g. XX hours at $YY pr. hour.
- The total amount due.
Also, depending on the situation, you may have to include
- An Invoice Number. A unique and sequential ID for each invoice is required by law for Norwegian companies, but the rules may vary from country to country. If in doubt, include one.
- Taxes. VAT, Sales tax or other taxes and fees you collect should be clearly specified and itemized on the invoice.
- Discounts, etc. Any discounts, rebates or advances to be subtracted from the total, should be specified on the invoice.
If your invoicing application doesn’t have all the necessary fields, there is usually a Notes Field where you can enter additional information.
Please send the finished invoice to [email protected], with cc to your contact at Papaya.
NOTE: The [email protected] address only accepts a subject line and pdf attachment. Body copy is ignored, and will not be seen by anyone at that address. That is why it is important to cc your primary contact – especially if you include any notes in the body of the email.
If you don’t already have a good system for creating invoices, there are many tools available that can help you. You can for example use:
- One of the many free invoice generators online, like this one by Shopify (only for invoices denominated in dollars) or the one that’s available from within Paypal. These are easiest for making just a quick one-off invoice.
- A lightweight invoicing webapp, like Invoicely (freemium) or Zervant (free). These are recommended if you will send more invoices in the future, but don’t need the accounting features.
- Fiverr Workspace (previously And.Co) is a lightweight suite of business software for Freelancers & Studios, which also includes time tracking, proposals, contracts and more.
- A full-fledged accounting application, like Wave Accounting (free) or Freshbooks (popular, with free trial). This option might be good for you if you need bookkeeping/accounting, too.
- Or you can simply set up a template for Microsoft Word or Excel or for Google Sheets or Docs