The purpose of this webpage is to set out Arcwide’s preferences around billing and invoicing so as to encourage smoother and quicker payment of our vendor and subcontractor invoices.
The details below are Arcwide’s preferences for our vendors and subcontractors. They are not intended to be legally binding, nor are they intended to remove, replace, override or modify any terms and conditions in any contract we have agreed with you. If any details below are inconsistent or conflict with the terms and conditions in our contract with you, then the terms and conditions in our contract shall take precedence and control
Where and how to send invoices
VAT-compliant invoices should be sent via email to the mailbox US.supplierinvoice@arcwide.com. Please don’t send invoices to personal Arcwide email addresses. Each invoice should be sent in its own separate email, in one file. It should be in machine-readable PDF-format with maximum size of 10 MB and not encrypted. Please note that the processing of the email will be mostly automatic, so the text contained in the email message will not be read as part of invoice.
We are also building readiness to receive e-invoices. If you are interested in this option, please let us know what the format of your e-invoices are, and we will contact you when we have this availability ready.
Arcwide strongly prefers invoices to be submitted electronically via email. However, and only if specifically required under your contract with us, we will continue to accept invoices physically via mail at the billing address below.
Arcwide US Ltd
11th Floor Suite 1150
227 W Monroe St Chicago
IL 60606
Cedar Bay North America Inc.
19225 Document No.: IS 2024-790 02
8th Avenue NE STE 201-7 Our reference:
98370 - Poulsbo, Washington
What information to include on your invoice
In addition to any information specifically required under our contract with you, the following are some details to be displayed on your invoices, depending on whether you are our subcontractor or vendor:
Billing details for Vendors
- Reference name: Name of Arcwide contact person or employee who ordered the services/goods
- Supporting details, if available: Order number and/or a Arcwide reference (i.e., CCxxxxxxxx or NCOxxxxxx), provided by Arcwide requestor/contact
- If you are charging VAT, your VAT-number
Billing details for Subcontractors
- Project ID: SAP Project code and client name (included in the contractor timesheet)
- Name of the Engagement Partner
- Name of the Engagement Manager
- Contractor Timesheet: Each invoice must be accompanied by a timesheet which has been approved by the Engagement Manager
- Supporting details: for each day on which Services were performed:
- Name of the Consultants who performed the services,
- the dates of services, hours worked at the negotiated rate on each day,
- receipts or other suitable detail concerning related expenses (if applicable), and
- Arcwide reference (i.e., COxxxxxxx), provided by Arcwide requestor/contact
- Your VAT-number, if you are charging VAT
We would like to thank you for your cooperation. If you have any questions or other communication, please send them to US.accounts.payable@arcwide.com.