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PMI Inspections invoice requirements

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In this article

How to submit an invoice

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

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.

Navarik

Navarik is the preferred channel for submitting nominations and invoices. Whenever you receive a nomination via Navarik platform, the invoice must also be submitted via Navarik.

Always indicate the MSA A#, trip number, nomination number/key on your invoice.

E-mail Invoices

Whenever nomination is received via e-mail (Navarik nomination was not possible) submit your invoice, including required support documentation, to one of the following email addresses depending on the area of operations:

Important:

  • Invoice must be in PDF machine readable format.
  • 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”).
  • Email subject line must also contain the word “invoice”, separate, without any other character immediately preceding or following it (i.e., Correct: “ABC invoice ver 2” – Incorrect: “ABCInvoice2”).
  • Supporting documentation (e.g. Nomination, Inspection report, Certificate of Analysis, etc.) can either be included in one PDF following the invoice, or as separate attachment files named accordingly.
  • 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.

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.

E-invoices (XML or Zugferd)

For instruction on how to submit your invoices in E-invoicing enabled countries, please reach out to your ExxonMobil contact (your Scheduler, Contract Owner, your regular invoicing contact).

Minimum Invoicing Requirements

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

  • Master Service Agreement A#
  • Bill To details (refer to ExxonMobil PMI 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
    • In case of email submission: email address to which invoice is being submitted
  • Invoice details:
    • Document type title (i.e. Invoice, Credit Note, Tax invoice)
    • Document number/reference
    • Document date (format DD-MM-YYYY or in words)
    • Name and e-mail address of the EM business contact/client who ordered the work
    • Net amount
    • Tax amount
    • Gross amount
    • Cost share
    • Tax break-down per Tax rate/type or exemption
    • Withholding Tax amount & Withholding Tax rate (if applicable)
    • Currency code
    • Exchange rate (if applicable)
    • Discount rate (if applicable) 
  • Services details:
    • Invoice amount broken down by service type provided (if applicable)
    • Description of services provided (incl. test method if applicable)
    • Quantity and Unit of Measure of services invoiced
    • Unit Price of each item or service
    • Service location
    • Service date/date of inspection
    • Inspection object details (vessel/pipeline/shore tank # - where applicable)
  • Supplier details:
    • Supplier name
    • Supplier address
    • Supplier tax registration number (if applicable)
    • Supplier remittance information (bank account details)

Supporting Documentation

Supplier must provide EM with the following documentation as applicable to the services provided:

  • Nomination (written request to provide inspection related services) along with acknowledgement
  • Inspection report
  • Certificate of Analysis
  • Sample report
  • Certificate of Quantity
  • Timesheet/Time logs
  • Third party invoice (if applicable)
  • Supporting documentation for travelling charges (if applicable)

Payment status tracking

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

Please note that when searching by invoice number, it may need to be entered without special (non-alphanumeric) characters for the search to be successful. If your invoice number exceeds 16 characters, try searching using either the first 16 or the last 16 characters.

Vendor frequently asked questions (FAQs)

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.

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 invoice not matching the agreement, items invoiced not matching nomination, a missing minimum invoice requirement or missing supporting documentation. 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.

Please note that when searching by invoice number, it may need to be entered without special (non-alphanumeric) characters for the search to be successful. If your invoice number exceeds 16 characters, try searching using either the first 16 or the last 16 characters.

Q: How do I update my contact details?
A: Please inform your ExxonMobil contact (your Scheduler, Contract Owner, your regular invoicing contact) if you need to make any updates to your vendor account such as address, name, tax ID or bank details. Alternatively, please register on the Supplier record update and request the update yourself.

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: What should I do if the Nomination is not clear, billing entity or submission channel is not mentioned in the nomination?
A: Please revert back to the scheduler to specify services requested and provide you with the correct billing entity details and correct invoicing channel.

Q: How is the due date of my invoice calculated?
A: Due date is calculated from the first correct invoice submission (including all required supporting documents, with correct invoice details, submitted to correct invoicing channel).

Q: I submitted my inspections related invoice to EAMEinvoice@exxonmobil.com, ASIAPACInvoice@exxonmobil.com, CANADAInvoice@exxonmobil.com, or USAInvoice@exxonmobil.com but it has not been paid. What shall I do?
A: The correct invoicing channel for inspections related invoices (under Inspection Master Service Agreement) is as follows:

 Please note that the due date will be calculated from the submission to the correct invoicing channel.

 Kindly note that we can only accept invoices submitted through the correct invoicing channel. 

Supplier-related questions or updates?

Return to: ExxonMobil for Suppliers