State of Wisconsin – Submitting a Properly-Completed Invoice
(Section 16.528, Wisconsin Statutes - https://docs.legis.wisconsin.gov/statutes/statutes/16/III/528)
State Statutes require agencies to make payments within 30-days from the date that they receive a properly-completed invoice. The following elements must be clearly stated on a Supplier invoice in order for it to be considered “properly-completed":
- Supplier Name
- Supplier Address
- Remit to Name/Address
- Unique Invoice Number
- Invoice Date
- Unique Account Number (if applicable)
- Amount Due
- Payment Terms and Discounts
- Description of goods and/or services provided
- Date goods received and/or services were provided
- Delivery Location or Ship To address
- Purchase Order or Contract Number (if applicable)
- Agency Name or Business Unit
- Unit of Measure (must match the PO exactly)
If the invoice does not include one or more of these items, the state agency will return the invoice and a form to the Supplier that indicates the items that must be corrected before the invoice can be considered “properly completed" and processed for payment.
In addition, as described on the Prompt Payment website: State of WI Prompt Payment Law
Suppliers may not add late fees, penalties or other charges if the State has met the 30-day payment requirement (which is based on the receipt of a properly-completed invoice). Invoices that include these unallowable fees will be returned to the Suppler and must be corrected before the invoice can be considered “properly completed" and processed for payment.
To submit an invoice electronically, please email your respective Agency AP Contact Agency AP Contact List
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