Incoming invoices should always be sent to firstname.lastname@example.org. If anyone receives an invoice to their personal email: a) forward it to email@example.com, and b) kindly ask the sender to send future invoices to firstname.lastname@example.org
All incoming invoices must be approved.
Invoices are approved using the 4-eyes principle.
First, the HoF does an initial check, and as part of this check ensures that:
a) legal requirements are satisfied
b) the invoice is factually correct: the correct 9Y company is invoiced, there is a relevant Activity, the hourly rate charged is correct, the underlying work is tracked in our time tracking system, and the work can be attributed to a particular person (developer, designer, etc.).
The HoF then immediately sends the invoice for approval, to the person responsible for the expense (see below). The HoF should act quickly. That 2nd person should give a go for payment.
Spenders are welcome to provide recurring-approvals towards the HoF. E.g. "Up to 100USD/mo on Bitbucket is approved by the HoP.". Such recurring-approvals should always limit the monetary amount. The HoF should seek a new approval if an incoming invoice exceeds the limit. So for example if 100USD/mo for Bitbucket was approved, but the bill jumps to 200USD/mo, the HoF must ask for a new approval.
Once an incoming invoice has been approved according to the 4-eyes principle, the HoF is responsible for paying the invoice.
Some invoices that we receive, will already have been paid, e.g. purchases with credit cards. These still need to be approved according to the 4-eyes principle. In such cases, the purchaser may want to proactively inform HoF of incoming expenses, and if they're recurring to what monetary amount these are expected.
Paying invoices late is a great way to sour relationships, so we always strive to move keep invoices moving through the process quickly. HoF aims to pay all invoices ahead of deadline. HoF should follow up with the relevant people regularly so that invoices can be paid swiftly.
HoF will accommodate all reasonable requests from the seller, e.g. for earlier payment. Very often we don't *have* to do something, but it may still the right thing to do it, so we should do it.
The HoF is responsible for not double-paying invoices.