Payment and invoicing
One page holding everything a finance department needs to approve us as a supplier and to pay an invoice. No attachments, no images, nothing to ask us for first.
- Who you are paying
- Invoicing and payment terms
- Approving us as a supplier
- What we accept
- What we do not do
- When the invoice arrives
- What we give you
- What we need from you
- Who to write to
1. Who you are paying
- Registered name
- George Car for Vehicle Rental
- Commercial register
- 000000
- Tax card
- 000-000-000
- Tax number
- 000000000
- Transport licence
- 000000
- Registered address
- Cairo, Egypt
Every figure on this page is set as text, not as an image, so that it can be copied straight into your system without being typed again.
2. Invoicing and payment terms
- Invoice
- Accredited electronic tax invoice
- Payment terms
- Agreed in writing before the first journey
- Accounts contact
- accounts@georgecar.example
- Escalation line
- +20 100 000 0001
3. Approving us as a supplier
- The registered record. Registered name, commercial register, tax card, tax number and transport licence, set out above as text. They are the same numbers printed on every invoice we issue, so your supplier file and our invoice cannot disagree.
- Insurance on every car. Valid motor insurance on the cars we own and on the cars we bring in from suppliers, with the expiry date held in our system against the car rather than in a folder.
- A lapsed paper stops the car. A car whose insurance, licence or inspection has lapsed cannot be given a journey. The system refuses the assignment; it is not left to a member of staff to remember.
- A certificate for your file. A finance department that needs the insurance certificate or the transport licence on file receives it before the first journey, at the address you name.
What a procurement file asks for is all here. Nothing has to be requested from us first, and nothing has to be read off a photograph of a certificate.
The same record, with a line on what each number is for, is published openly: Official records.
4. What we accept
- Bank transfer to the account printed on the invoice, in the registered name shown above.
- A cheque drawn to that same registered name.
- Settlement against the monthly invoice on the terms signed before the first journey.
5. What we do not do
- We do not ask for card details by telephone, by message or by email.
- We do not accept payment into any account other than the one printed on the invoice. If you are asked to send money anywhere else, it is not us: call the escalation line above.
- We do not issue a handwritten or informal invoice in place of the electronic tax invoice.
- We do not raise a price after a quotation has been sent. Any additional item appears inside the quotation itself.
6. When the invoice arrives
- Issued in the first 5 working days. The electronic tax invoice for the previous month reaches your accounts address within the first 5 working days of the month that follows it.
- Line by line, in the order the journeys happened. Each line carries the date, the pickup and the destination, the class of car, the chauffeur, the person who requested the journey and the cost centre it was booked against.
- Additions are lines, never surprises. Waiting beyond the free period, an extension, a change of destination: each is its own line at the rate already agreed. Nothing appears that was not priced before it happened.
- The trip log travels with it. The same month again as an exportable record, so your own system can be reconciled against ours without anyone reading a PDF aloud.
One invoice a month, on a fixed date, covering every journey taken in the month before it.
7. What we give you
- The registered record above, as text you can paste straight into a supplier form.
- Written payment terms for signature before the first journey.
- The name and number of the person who answers about invoices, and the escalation line, which is separate from sales.
All of it before the first invoice, not with it.
8. What we need from you
- Your registered company name and tax number exactly as they appear on your own records, since the electronic invoice is issued against them.
- The address the invoice should reach, and the people authorised to receive it.
- The cost centres you want journeys booked against, if you use them.
- The people authorised to request journeys, so that nobody else can book against your account.
9. Who to write to
- Invoices, payment, supplier file
- accounts@georgecar.example
- Opening an account, terms, rates
- corporate@georgecar.example
- A journey already running
- +20 100 000 0001
Written replies between 09:00 and 23:00 Cairo time. An email about an invoice is answered the same working day.