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Invoices for payment need to be submitted by the 10th of the month following the month in which services were performed. Invoices received by the 10th will be paid during the current processing cycle. Our goal is to provide payment for those invoices on the 15th or 16th of the processing month, barring any technical or other unforeseen difficulties.
Payment will be made by Interac e-transfer. The e-transfer will be sent to the email address from which the invoice was received, unless another email address is specified. WE STRONGLY RECOMMEND THAT YOU TURN ON AUTO-DEPOSIT IN YOUR ONLINE BANKING INTERAC TRANSFER SETTINGS. This will prevent common errors such as incorrect password entry, payment transfer timeout, and others. If you do not have Auto-Deposit turned on, you will need to enter password wwpay2324 in order to deposit your funds.
Invoices need to be in PDF format, be less than 2.5 MB in size, and be attached to the email that is sent. This format is required as we are using automation software to process the information into our cloud-based accounting software. Invoices shared from other systems cannot be processed - they must be attached to the email.
Additionally, each invoice requires the following:
All text needs to be typed, and not hand-written.
Your personal or business name, address, phone number and email should be clearly indicated, and the invoice must be clearly made out to Westwinds Music Society, with our complete address:
Westwinds Music Society
38, 2526 Battleford Avenue SW
Calgary AB T3E 7J4
All invoices must have a unique invoice number that you have not submitted to Westwinds previously.
All invoices need to be dated correctly:
The invoice date should not be past the end of the month in which services are performed. (ie. Services performed in March should have an invoice date no later than March 31st).
Also, invoices should not be pre-dated (ie. If a service is performed on the 25th of the month, the invoice should be for the 25th or later), and should not be submitted prior to the date that services are being performed.
The invoice date must clearly show the year, month and date. The format YYYY-MM-DD is preferred. In any case, the 4-digit year is required.
The invoice should clearly indicate the date(s) on which the service(s) was performed. All services within a calendar month should appear on the same invoice.
When you submit your invoice you will receive an Automated Confirmation Email. If you do not, please check your spam/junk folder.
Please do NOT send any other emails to the invoices mailbox except for invoice emails.
Invoices need to be submitted to firstname.lastname@example.org. Sending the invoice to a different address may cause you to miss the processing window and will delay your payment. You can use the above link to start a new email from most mail programs/services.
The current rate for clinicians is $70/hr (as of October 16, 2020).
Westwinds follows the Canada Revenue Agency guidelines for business records information (https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/sole-proprietorships-partnerships/business-records.html#Expsrcds).
If you have any questions regarding this process, please email email@example.com