A Quick Word
Our goal is simple: you do great work, and you get paid promptly without having to chase anyone. Almost every late payment we have ever seen traces back to one of a few small things — a missing W-9, an invoice billed to the wrong entity, or a certificate of insurance that quietly expired.
None of that is anyone’s fault, and all of it is easy to prevent. The steps below take about fifteen minutes once, and then payments move on schedule. If anything here is unclear or does not fit how your business operates, call us — we would rather sort it out up front than have an invoice sit.
- Bill To
- Timberline Builders of Virginia, LLC
- Send Invoices To
- [email protected]
- Payment Terms
- Net 30 from invoice receipt
- Payment Method
- ACH direct deposit
Three Things to Do Before Your First Invoice
We need these on file before we can release payment. Send them all to [email protected] and you are set.
Send Us a W-9
A current IRS Form W-9 tells us exactly who we are paying and how to report it at year end. Without one on file we cannot issue payment, and we cannot issue your 1099 in January.
Use the legal name and TIN that match your tax filings — if the name on the W-9 does not match the name on the invoice, the payment stalls.
Send Us a Certificate of Insurance
We need a current Certificate of Insurance (COI) listing Timberline Builders of Virginia, LLC as certificate holder, and as additional insured where your scope of work calls for it.
Ask your agent to send it directly to us — they do this every day and it saves you a step. If your policy has specific limit requirements for your trade, we will confirm those with you before work starts.
Enroll in ACH Direct Deposit
To provide timely payment, we pay by ACH through QuickBooks. You will receive an email invitation from Intuit asking you to securely enter your banking details — we never see or store your account numbers.
ACH means your money lands in your account on the payment date, with no check in the mail, no trip to the bank, and no wondering whether it got lost.
What Every Invoice Needs
An invoice with all of this on it goes straight into the payment run. One missing piece and it comes back to you, which costs us both time.
Minimum requirement for every invoice
- Billed to Timberline Builders of Virginia, LLC — not to a job site, not to an individual, not to a previous entity name
- Your business name exactly as it appears on your W-9
- A unique invoice number and invoice date
- The job or project name, and the site address
- An itemized description of the work or materials
- The total amount due
- Your remittance contact, in case we have a question
Please also attach
- Where the contract calls for them, include supporting documentation — material tickets, delivery receipts, or signed time sheets
- A signed change order for any work beyond the original scope
- Lien waivers where the project requires them, in the form provided for that job
How to send it
Email one invoice per PDF attachment to [email protected]. Please use a subject line with the job name and your invoice number — for example, Ladd Road — Invoice 1042. That one habit makes everything downstream faster.
Payment Terms
Standard terms are Net 30 — payment is issued within thirty days of our receipt of a complete, correct invoice. The clock starts when the invoice arrives with everything above in order, not when the work was performed, so sending promptly works in your favor.
If your business needs different terms, talk to us before the work begins. We are genuinely open to it on the right project, and a short conversation up front is far better than a surprise at invoice time. Any arrangement other than Net 30 needs to be agreed in writing so that everyone, including our bookkeeper, is working from the same understanding.
A few things worth knowing:
- Paper checks travel at the postal service’s mercy. Mail delivery has proven unreliable, and we cannot be responsible for postal delays or for checks lost in transit after they leave our payment system. ACH avoids the problem entirely, which is the best reason we can give you to enroll.
- Change orders must be approved in writing before the work is done. We are not trying to be bureaucratic — we simply cannot pay for scope we did not authorize, and we do not want you absorbing that cost.
- Partial billing is fine on longer projects. Bill progress as you go rather than carrying the whole project to the end.
- If an invoice is disputed, we will tell you promptly and in specifics, and we will pay the undisputed portion on schedule rather than holding the whole invoice.
Keeping Your File Current
- Every Year
- A current Certificate of Insurance
- If Your Business Changes
- A new W-9 — legal name, entity type, address, or TIN
- If Your Bank Changes
- Updated deposit details, through QuickBooks
We will send a friendly reminder when we see something approaching expiration, but the renewal is ultimately yours to track. An expired COI is the single most common reason an otherwise perfect invoice gets held, and it is the easiest one to avoid — just have your agent add us to their annual distribution list.
Questions? Just ask.
Send invoices, W-9s, certificates of insurance, and any billing question at all to [email protected] — it reaches the right person directly and nothing gets lost in someone’s personal inbox.
Prefer to talk it through? Call us. We would rather spend five minutes on the phone than have your invoice sit another week.