Workrise makes it easy to submit, revise, and track the payment status of your invoices. To begin invoicing, you must be fully onboarded with Workrise and all of your Work Requirement documents must be up-to-date. To check the status or update your documents, go to the Work Requirements section of your account.
For a seamless billing process and timely payments, please ensure the below requirements are met.
Bill To Section of Vendor Invoice
All invoices must indicate RUSCO Operating as the “Bill To” entity. RUSCO Operating is a wholly owned subsidiary of Workrise and the entity with whom your company is contracted to.
RUSCO Operating, LLC
111 Congress Ave, Ste 1300
Austin, Texas 78701
Please ensure the Operator’s name (or end client) is listed on the invoice as well under “Location”, “Ship To”, or another similar field.
Operator-specific Invoice Requirements
All invoices must include Operator-specific invoice requirements such as AFE, Cost Center, Approver Name, etc. This must be obtained directly by the Client Field Representative or Requestor. If the list of what’s required on an invoice is needed, please reach out to your Workrise representative or email firstname.lastname@example.org.
As part of the Price Verification Process, all invoices are cross checked against the Work Order Agreement (WOA) to ensure prices and rates agreed upon in the contract are reflected on invoices. All line items on each invoice must be broken down by items outlined in the Prices and Rates section of the WOA.
Submitting an Invoice
Before submitting an invoice, make sure you have the PDF of the original invoice document with Field Tickets, as applicable. All invoices must be submitted through your Workrise account. We do not accept invoices via mail or email.
To submit an invoice, navigate to the Clients section of your account, then select Submit an Invoice, for the necessary client.
You can also begin an invoice submission from the Invoices section of your account. To do so, navigate to Invoices, then select Submit an Invoice on the upper right corner of the page. Then, select a client to submit an invoice for.
Upload up to 20 invoices and click Next.
Add the details requested for each of your invoices. Make sure you have the following details for each invoice ready:
- Well Name
- Service Provided
- (Note: please be as specific as possible)
- Cost Code
- (Note: It’s easy to mix up the cost code and the AFE. Please double-check that you’re inputting these codes into the correct places)
- AFE #
- Approver’s Full Name
Please ensure the above requirements are notated on the physical copy of the invoice prior to submission.
Once you’ve added the details for each of your invoices, select Submit to send them to the Workrise Supply Chain team for review. They’ll check the invoice and begin processing or send it back for revisions if they notice an error.
You can also select Save & Close if you’re not ready to submit them yet and need to work on them later.
Once invoices have been processed and approved, payment will be made per the agreed upon payment schedule. If an ACH form was completed at the time of onboarding, an electronic payment will be sent. If not, the payment will be sent by check via mail.
Tracking Your Invoice Status
You can track the payment status of your invoices through the Invoices section of your account. The status is in the last column of the table.
The statuses include:
- Submitted: Your invoice has been successfully submitted. It’s in the process of being reviewed and processed by the Workrise Supply Chain team.
- Approved: Your payment has been approved by the Workrise Supply Chain team and payment will be processed aligned with your payment terms.
- Paid: Your invoice has been paid.
- Draft: You saved your invoice as a draft. You must finish submitting it in order to get paid.
- Revisions Requested: The Supply Chain team reviewed the invoice and noticed an error. To get paid, you’ll need to make the requested edits and re-submit your invoice.
- Void: The invoice has been canceled and will not be processed for payment. Records will be preserved.
Revising an Invoice
If you need to revise an invoice due to errors, navigate to the Invoices section of your account. Then, find the invoice you need to update, select the 3 dots to the right, and click Edit.
If your invoice needs revisions, you’ll see a note at the top of the next page outlining the updates you need to make. Make the necessary corrections, and then click Submit.
Deleting or Completing a Draft
If you need to delete or finish an invoice you previously saved as a draft, navigate to the Invoices section of your account. Then, find the invoice you need to update, select the 3 dots to the right, and select Edit or Delete.
Select Edit if you’d like to continue submitting the invoice. Simply pick up where you left off and click Submit when you’re finished.
Still need help? Contact your Workrise representative or email@example.com for further support.