Invoice channels and requirements

How to submit an invoice

Invoices to ExxonMobil are accepted in different forms and should be submitted using only one invoicing method. Please do not send your invoices through multiple channels.

GEP Service Confirmation and Self-Billing / Evaluated Receipt Settlement (ERS)

• If you are registered, invoices should be processed using only these methods.

E-mail invoices

Invoices should be submitted to the e-mail address provided in the ExxonMobil invoicing address list (note: use Affiliate on Purchase Order OR Affiliate paying for services / goods). Invoices submitted to old addresses will be rejected effective July 1, 2024. Click HERE for more details. 

• Note that e-mail addresses may differ depending on the affiliate/country where you are sending the invoice.
• These e-mail addresses are used only to receive invoices; other inquiries sent to these mailboxes will not be monitored. Inquiries should be submitted via ServiceNow Supplier Portal.
• Important:
• Invoice must be in PDF machine readable document or TIFF file.
• Invoice must not be encrypted or require a password to access (.zip files cannot be accepted). 
• Send only one invoice per e-mail. Invoice file must contain the word “invoice” in the name, separate, without any other character immediately preceding or following it (i.e., Correct: “ABC invoice ver 2” – Incorrect: “ABCInvoice2”).
• Proof of Delivery (e.g. Timesheet, Bill Of Lading, Service Receipt Confirmation by ExxonMobil representative) should be included as a separate file named “Attachment”.  See Frequently asked questions for list of examples of Proof of Delivery.
• Any additional supporting documentation (e.g. Certifications, Specs Sheets, etc.) you want to send with the invoice and Proof of Delivery should be a separate file named “Attachment”. 
• Special instructions submitted in an e-mail will not be monitored.
• PDF or TIFF file resolution needs to be 300 dpi or higher.
• E-mail size cannot exceed 10MB.
• Invoices must comply with the minimum invoice content described below. Invoices with missing or incorrect information may be returned to the supplier unpaid.
• When submitting invoices from purchase orders, it is recommended to submit a separate invoice for each purchase order to support fast and accurate payment processing.
• Before submitting invoices to ExxonMobil, you must have a vendor account set up in our systems. Please ask your ExxonMobil contact to ensure your account is created and up to date prior to submitting invoices. For any updates to your company information (i.e. address, bank account, etc.), please register on the Supplier record update.

Minimum invoice requirements 

The following information is mandatory to process vendor invoices. If incorrect or missing, invoices may be returned to vendor unpaid.

• Purchase reference - Purchase Order (PO), Service Entry Sheet (SES) or Freight Summary List (FSL). If there is no Purchase reference, you must add the e-mail address of the ExxonMobil representative to the invoice.
• Bill To details (refer to ExxonMobil invoicing address list):
  • ExxonMobil affiliate name
  • ExxonMobil affiliate company code (Co Code)
  • ExxonMobil affiliate address
  • ExxonMobil affiliate tax registration number (if applicable) - Please choose the correct tax registration number according to the delivery location/country

Example:

• Invoice details:
  • Document type title (i.e. Invoice, Credit Note, Tax invoice)
  • Document number/reference
  • Document date (format DD-MM-YYYY or in words)
  • Net amount
  • Tax amount
  • Gross amount
  • Tax break-down per Tax rate/type or exemption
  • Withholding Tax amount & Withholding Tax rate (if applicable)
  • Currency code
  • Exchange rate or amounts equivalent in local currency shall be provided for invoices issued in foreign currency

• Goods/Services details:
  • Invoice amount broken down by Purchase Order line item # (if applicable)
  • Description of goods or services provided
  • Quantity and Unit of Measure of goods and services invoiced
  • Unit Price of each item or service
  • Ship-to location if different from Bill To entity
  • Delivery date

• Supplier details:
  • Supplier name
  • Supplier address
  • Supplier tax registration number (if applicable)
  • Supplier remittance information (bank account details)

Paper invoices

• Invoices should not be submitted in paper form unless it is mandatory as per local regulations. Please find the mailing address for each affiliate accepting paper invoices in the ExxonMobil invoicing address list

Additional country-specific invoice requirements for Angola, Nigeria, Mexico, Mozambique

Payment status tracking

You can check payment status or submit payment-related questions via the ServiceNow Supplier Portal.

Vendor frequently asked questions (FAQs)

Q: What documentation serves as proof of delivery?

A: Examples can include any of the following:

• Signed timesheet (signature and printed name of ExxonMobil representative)
• Signed invoice (signature and printed name of ExxonMobil representative)
• Signed Bill of Lading (BOL) (signature and printed name of ExxonMobil representative)
• Signed Packing slip (signature and printed name of ExxonMobil representative)
• Signed Ticket (signature and printed name of ExxonMobil representative)
• Signed Delivery Order (signature and printed name of ExxonMobil representative)
• Signed supplier report such as Service Completion report (signature and printed name of ExxonMobil representative)
• Signed Form of acceptance (FOA) (signature and printed name of ExxonMobil representative)
• Signed Proforma Invoice (PFI) (signature and printed name of ExxonMobil representative)
• Prefacture
• Digital / Electronic signature of ExxonMobil representative
• E-mail confirmation from ExxonMobil representative (email includes Invoice Number, invoice amount, purchase order number, hours of work provided and period in which the services provided OR quantity and date of goods delivered)

Q: What is ERS?

A: ERS (Evaluated Receipt Settlement), is often referred to as Self-Billing and is an automated invoicing process where invoices are issued by ExxonMobil on behalf of the Supplier. An invoice is created automatically in SAP as soon as the Goods Receipt / Service Acceptance is booked.  A copy is sent to the Supplier (if required) with payment done per agreed payment terms.

ERS invoices are valid tax document which comply with all local tax requirements and contain all data necessary for efficient allocation on Vendor's side.

ERS is solely related to invoicing and does not affect any preceding part of the PtP process (e.g. SES creation) and is not associated with 3rd party access.

Q: How do I submit a credit invoice (credit note)? 

A: You can submit credit invoices the same way you submit other invoices. Please ensure the credit includes a negative balance and references the original debit and purchase order number.

Q: What should I do if my electronic invoice file size is larger than 10MB?

A: You may submit the invoice to the proper submission channel and separately send supporting documentation to an ExxonMobil representative. 

Q: Why is my invoice not yet paid?

A: Delayed payments can be caused by various factors, such as a vendor account not being created or up to date, prices on the purchase order not matching the invoice, a missing minimum invoice requirement or no SES/GR indicated on invoice. You may submit a ticket via the ServiceNow Supplier Portal for specific questions regarding invoices submitted.

Q: How can I check my invoice status?

A: You can check invoice status in the ServiceNow Supplier Portal.

Q: How do I update my contact details? 

A: Please inform your ExxonMobil contact if you need to make any updates to your vendor account such as address, name, tax ID or bank details.

Q: My invoice was rejected or is not in the system. Whom should I contact? 

A: If the invoice is not found in the ServiceNow Supplier Portal, please submit a ticket via the tool, and we will look into the matter. 

Q: How can I participate in the ExxonMobil Early Payment Discount Program? 

A: To learn more about the ExxonMobil Early Payment Discount Program and to create an account, go to ExxonMobil Early Payment Program - C2FO. (Not available for all countries)

Q: Why was my invoice rejected with message “resubmit to ASIAPACInvoice@exxonmobil.com mailto:ASIAPACInvoice@exxonmobil.com”; “resubmit to CANADAInvoice@exxonmobil.com mailto:CANADAInvoice@exxonmobil.com “; OR “resubmit to USAInvoice@exxonmobil.com mailto:USAInvoice@exxonmobil.com”?

A: Previously used Shared Mailboxes are being phased out in line with communications previously sent. Invoices should be submitted to ASIAPACInvoice@exxonmobil.com, CANADAInvoice@exxonmobil.com or USAInvoice@exxonmobil.com accordingly. Invoices submitted to phased out Shared Mailboxes will be rejected and will not be processed. For additional information, please see communication on changes (a link to be added to Recommended changes to letters sent to suppliers info).