Company Vendor Payments

Invoice Submissions & Payments via Vendor Payment System

• Business-related payments should generally be processed through the partner Accounting Team (also see Corporate Credit Card for credit card Q&A). All invoices requiring payment should be submitted to the company’s accounting email alias.
• If the payment is a recurring expense for business activities (e.g. recurring vendor invoices), or above 1000 USD, have the expense processed with the partner accounting team.
• The company’s accounting team uses an e-payment system for vendor payments.
• If the payment is an ad hoc expense (e.g. paying for a promotional article) or for a specific individual’s business-related activity (e.g. work computer) and is below 1000 USD, pay through the corporate credit card.

• First-time vendors will need to onboard in the e-payment system, input profile and banking details, and upload a W-9, W-8BEN, or W-8BEN-E. New vendors should complete their e-payment system registration as soon as possible to avoid payment delays.
• How does e-payment work?
• To process e-payment, the accounting team will send an e-invite to the vendor’s email. The vendor accepts the invite and provides their bank information within the e-payment system.
• e-Payment will be scheduled according payment terms as well as the accounting team’s processing cycle.
• e-payment will typically arrive in the recipient's account within 2-4 business days from the scheduled payment date. Exception: For some non-US vendors who may have difficulties setting up the e-payment system, a wire payment will be processed.
• For US-based vendors, vendors are required to provide a completed W-9 Form prior to or at the time when they submit their 1st invoice and upload a copy in e-payment system under the Document section. This form can be downloaded from the IRS website. If the vendor is unable to upload their W-9, please email the form to our accounting email alias.
• For Non-US vendors, vendors are required to provide a completed W-8BEN-E Form prior to or at the time they submit their 1st invoice and upload a copy of in e-payment system under the Document section. This form can be downloaded from the IRS website. Here are the instructions for Form W-8BEN-E Form. If the vendor is unable to upload their W-8BEN-E, please email the form to your company’s accounting email alias.
• Important: Accounting cannot process a payment without these Tax Forms

• Please DO NOT submit invoices and/or payment instructions via other channels.

• We recommend vendors to submit their invoices within 7 days after the services are rendered or the goods are delivered. Timely submission of invoices will enable Accounting to record the expenses in the right financial period.

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