How to Issue Invoices for Elevator Advertising with Property Management

When placing elevator ads, invoicing often causes headaches for advertisers. Compliant and timely invoicing not only impacts accounting but also affects tax planning. This guide walks you through five key steps—contract setup, document preparation, invoice types, process flow, and best practices—so you can effortlessly handle invoicing for your elevator ad campaigns.

Clarify the Invoice Entity & Tax Requirements ✍️

• Match Contract Party with Billing Entity
  Ensure the contract lists the advertiser (Party A) and the property management company (Party B) with full details: legal name, tax ID, registered address, bank name, and account number.
• Specify Invoice Type & Amount
  State whether you need a VAT special invoice or a general invoice, the applicable tax rate (6% or 11%), and whether amounts are tax‑exclusive or tax‑inclusive.
• Agree on Invoicing Timeline
  Include a clause such as “Property will issue invoice within X business days after campaign completion” or “Invoices issued per phase of campaign,” to avoid billing delays.

Prepare Complete Documentation for Faster Processing 📑

1. Company Credentials
   • Copy of business license
   • Tax registration certificate (or unified business license for three‑in‑one)
   • Certificate of general VAT taxpayer status
2. Contract & Invoice Request Form
   • Submit the signed contract, the official invoice application form, and the campaign plan to the property’s finance team.
3. Payment Proof
   • Bank statements or payment receipts demonstrating that the ad fees have been paid—this accelerates the property’s willingness to invoice.
4. Supporting Attachments
   • Confirmation letter from property management, usage screenshots of the ad location, etc., to facilitate finance verification.

Choosing Between Special & General Invoices 🎯

• VAT Special Invoice
  • For general VAT taxpayers. Allows you to deduct input VAT on your end.
• VAT General Invoice
  • For small‑scale taxpayers or entities unable to deduct VAT. Simpler process but no input–VAT deduction.
• Ensure Complete Invoice Details
  • Invoice header, tax ID, address, phone number, bank name, and account number must exactly match the contract and your registered credentials to avoid rejections.

Step-by-Step Process for Efficient Invoicing 🔄

1. Submit Request
   Advertiser sends contract, invoice request form, and attachments (by mail or electronically) to the property’s finance department.
2. Property Review
   Finance team verifies amounts, contract, and payment proof, and gathers any missing documents.
3. System Entry
   Finance staff enter invoice details into the billing system and generate a draft invoice.
4. Print & Stamp
   After final review, the supervisor signs and the finance department applies the official seal.
5. Delivery or Pickup
   You can choose courier delivery or pick up the printed invoice at the property management office.
6. Confirm Receipt
   Advertiser’s finance team verifies the invoice against the contract and payment records, then completes the accounting entry.

7. 

Risk Mitigation & Best Practices ⚠️

• Follow Up Promptly
  If invoicing is delayed, contact the property team with payment proof to avoid further holdups.
• Verify Invoice Accuracy
  Upon receipt, check the header, tax ID, amounts, tax rate, and contract number for consistency.
• Keep Records
  Archive invoices and all application documentation for future audits.
• Detail Invoice Clauses
  Discuss invoicing terms in advance and, if needed, include a “late‑invoice penalty” clause in the contract.
• Compliant Reimbursement
  Submit invoices together with payment proof and bank statements to complete your internal reimbursement process.

In summary, issuing invoices for elevator ad placements requires careful coordination among advertisers, property managers, and finance teams. By clarifying responsibilities, preparing comprehensive documents, following a structured invoicing flow, and monitoring every step, you’ll ensure a smooth, compliant billing process every time.