Essentials
Our goal is to pay promptly. Help us expedite the process by ensuring we have a W-9 on file and a current copy of your certificate of insurance (COI).
- Bill To
- Timberline Builders of Virginia, LLC
- Send Invoices To
- [email protected]
- Payment Terms
- Net 30 from invoice receipt
- Preferred Payment Method
- ACH direct deposit
Four Steps to Getting Paid
We need these in place before we can release payment. Send everything 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.
Send a Complete Invoice
Bill Timberline Builders of Virginia, LLC, under your business name exactly as it appears on your W-9. Include an invoice number and date, the job name and site address, an itemized description, and the total due.
Email one invoice per PDF, with the job name and invoice number in the subject line — for example, Ladd Road — Invoice 1042.
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.
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.
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
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.