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Subcontractor here... Payment of invoices

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Anonymous

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Subcontractor here... Payment of invoices

The person who approves our Professional services invoices at this client is demonstrating his desire to make himself more visible with leadership at his firm. He has started to question some of our entries on our timesheets (we provide details of our accomplishments). He questioned our 'internal meetings'. It is necessary to have weekly internal meetings to bring the owner up to date. Do you have suggestions for timesheet entry language as a subcontractor for Internal meetings or any other tasks? Thank you!

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  1. Susan McGill

    Company Internal Meeting - PER [Owner Name] be sure you are documenting who requested the meeting and therefore your time on your invoice

  2. Anonymous

    Thank you!

  3. Anonymous

    Start documenting your discussions in writing after each incident. Then have action items at the end. Once you see a pattern, take your concerns to his boss and call for a sit down.

  4. Anonymous

    Thank you!

  5. Anonymous

    Invite him to the meeting to provide (justify) for the group his own accomplishments.

  6. Anonymous

    He is in the Financial department at our client and approves our Professional services invoice. He is questioning some our tasks detailed on the invoice...One entry is "Internal meetings to discuss......". This is our own internal meeting to bring the owner of our firm up to date He does not think we should bill the company for these internal meetings. My question does not relate to his accomplishments.... hope that is clearer.

  7. SPQ

    Before you do anything, review the service contract for explicit clauses or language against billing for "internal" company affairs.

    In my previous company "Internal meetings" were company wide announcements.

    - At times, they are *absolutely* in line with billing (ex. A company policy, regulations, or legislation changes that affects your client deliverables.)

    - Other times, they were financial and HR updates, and company-wide celebrations of success.

    Some other types of "internal meetings" that you can use your discretion on billing :

    - internal team building

    - training and development

    - process improvement workshops

    If you continue to add detailed descriptions, you, your firm (and its owner), and the invoice approver can have deeper discussions about what is considered relevant and billable.

    People just want to know what they're paying for, and we have an obligation to be as transparent as possible and build trust that this time spent will benefit them, not so the firm can nickle-and-dime their clients.

  8. Anonymous

    Thank you for your input! Makes sense...

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