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URL: https://support.google.com/corporate-suppliers/answer/13722922

⇱ Create and Submit a Billing Sheet to Google - Alphabet/Google Suppliers Help

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Create and Submit a Billing Sheet to Google

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As part of Enterprise Validation Engine (EVE), Google will be enforcing a policy requiring suppliers to:

  • Submit EVE standardized billing sheets for all contracts between any and all Google/Alphabet entities, all supplier entities and all regions and currencies.
  • Complete standardized billing sheets using the dedicated resources. 
  • All standardized billing sheets must be submitted alongside their invoice (1 billing sheet-to-1 invoice) in a timely manner, otherwise the invoices may be rejected for lack of accurate supporting documentation.

This policy aims to reduce errors and iterations needed for suppliers when submitting Billing Sheets while expediting payments, standardize invoice processing, and decrease turnaround time. Suppliers will be notified if this policy applies to them, as we are in the process of expanding the program.

Below is a high-level overview of the Billing and Invoicing process:

  1. Provide most up-to-date executed amendments and related POs to itvhelp@google.com.
  2. Complete a Billing Sheet using the Supplier Core.
  3. Google validates the billing sheet against the contract, Purchase Order, and invoice. If there is an issue, Google will follow an Exception Handling process.
  4. Google creates and shares a summary of computed gross amount (SGA) for each BS & invoice through an automated email (noreply-invoice-validation@google.com). This summary of computed gross amount is shared with you for informational purposes only; no action required.
  5. Google approves and pays the invoice.
  1. Click Create billing sheet button.👁 Image
  2. To create a new billing sheet, you’ll need to go through the main 3 steps
    STEP 1: Select Contract - Use the search options to find the contract by its ID or Title
    STEP 2: Contract and invoice details - Verify the contract, then enter the invoice number, PO number, and service dates
    STEP 3: Billing sheet lines - Use the filters to find the contract role, then create the billing sheet lines👁 Image
 

STEP 1: SELECT CONTRACT

  1. Search by contract ID or title to select the contract you want to create a billing sheet for.👁 Image
  2. Select the one you want to create the billing sheet for. If your search returns multiple contracts, select the correct contract card.
    Tip: If you’re unable to find your contract on the list, send an email to ivthelp@google.com.
  3. Validate if the following contract details are correct:
    1. Service period associated with the contract
    2. Company name
    3. Google entity name
    4. Currency
    5. Pricing type: Time and Material👁 Image
  4. Ensure you have selected the latest contract or amendment with an active service period.
  5. If all details are correct, click Next. This action will take you to the next step.
 

STEP 2: CONTRACT AND INVOICE DETAILS

  1. Enter PO number for which you want to submit an invoice against
    1. Should have 10 digits
    2. Should start with 41
  2. Enter invoice number
    1. It should exactly match the invoice number you provided to Google
  3. Select the service period for which the services were provided
    1. It should be the service period you’re invoicing Google for
    2. It should be within the contract period of time
      Important: When creating a billing sheet, the dates you select must fall within the active period of your contract. The Supplier Core will not allow you to choose a date range outside of this timeframe.
      Note: If you cannot select the dates you need, or if you believe the contract period is incorrect, please email the Contract ID and a copy of the contract PDF to ivthelp@google.com. The EVE Team will then ensure your contract information is updated correctly.
      👁 Image
  4. Click Create.
    Tip: This action will create a new billing sheet and take you to the next step where you’ll be able to create tabular line items based on billing sheet column information for the selected contract.

STEP 3: BILLING SHEET LINES

  1. Related family contract is a required field. However, it is autopopulated based on the contract chosen in STEP 1. Use this dropdown only if your billing sheet requires roles and services from the family contract (linked amendments).👁 Image
  2. You may use all other filters to get more granular search. Remember this is optional.
    1. Contract term description
    2. Site (Location)
    3. Language
    4. Currency - FX rate input will be enabled if PO currency is different from the contract line currency👁 Image
  3. Click on View results
  4. Review the generated rows.👁 Image
    Note: By changing your filter criteria, you can easily retrieve a new set of results, ensuring you find the exact roles you need for your billing sheet.
  5. Change Service Period, if needed. The dates you select must fall within the active period of the selected Related Family Contract.👁 Image
    Note: The service period from your invoice is automatically copied to every line on the billing sheet.

    Option: If you need to change the dates for an individual line, you can use the calendar function to update the service period manually.

  6. Choose the Line Type based on your billing needs:
    1. Fee: Used for billing services, reimbursements, or travel expenses.
    2. Credit Line: Apply this to a specific contract line to reverse or adjust a negative balance.
    3. Credit - Others: Used for credits that apply to the entire contract, such as a rebate or discount.
    4. Non-billable: Used for a zero-value line for tracking and reference purposes only.👁 Image
      Tip: Since this is a billing sheet against invoice, you should choose Fee.
  7. Fx Conversion Rate update. The Foreign Exchange (Fx) rate input depends on the role line's currency.👁 Image
  8. Change the Rate type. The Rate type is the multiplier applied to the contract term role (agent) based on the working hour terms defined in your contract. Common multiplier types for your reference include:
    1. Regular Time
    2. Over Time
    3. Public Holiday…etc👁 Image
  9. No. of billing sheet lines update. Enter the number of times you need to bill this role. The quantity you enter will directly determine how many lines are generated on the Google Sheet.👁 Image

    Tip: If you need to add more than 1,000 lines of the same role, you must complete the action in two separate steps.

    • First, add up to 1,000 lines to the Google Sheet.
    • Then, change the number to the remaining quantity and click Add to Google Sheet again to add the additional lines.
  10. After updating the details for all the roles you need (like service period, line type, FX rate, rate type, and number of lines), select the checkbox next to each line. Finally, click the Add to Google Sheet button to finalize your selections.👁 Image
    Important: Click the Add to Google Sheet button . Clicking it multiple times will result in duplicate lines being added to the Google Sheet.
  11. After adding the lines, the Google Sheet will display a preview of your completed billing sheet with all the role details. The sheet uses three color-coded categories to guide you:
    1. Green colored fields are pre-populated based on your filter selections and must be reviewed.
    2. Orange colored fields are mandatory and must be filled out manually.
    3. Blue colored fields are optional attributes.👁 Image
      Note: You cannot edit the fields highlighted in green because their values are automatically populated from the contract.
  12. Add additional required information to the newly created billing sheet
    1. Billable quantity/hours/amount
      1. For Hourly UOM contracts lines, please enter the actual number of hours worked by the agent.
      2. For Monthly UOM contracts lines, please enter the proportion of the month worked. For example, enter 0.8 for 80% of the month worked or 1 for 100%
      3. For Each UOM contracts lines, please enter the number of items or the quantity delivered
      4. For Activity Unit UOM contract lines, please enter the total charge as it appears on the invoice or billing expense for that service (Other reimbursement or Travel charges)
    2. Agent ldap - This field should be updated with the Google LDAP of the user associated with the role on the billing sheet. Values should always be in lowercase letters, without domain details
  13. Add optional information that is not found in the contract (workflow, project ID, etc.). Each billing sheet includes seven optional, free-text attribute columns.👁 Image
  14. You may also remove unused lines from the Billing Sheet. To do so, leave the required (orange) fields on that specific line empty, and after all other lines are updated, click the Remove Unused Lines button. The system will automatically remove empty lines for you.👁 Image
  15. Once provided, click Validate to check if there are no errors within your billing sheet. Supplier Core will begin the validation process.
    1. If any errors are found, a notification will appear showing the count of errors, the affected row number, the field name, and the reason for each error.👁 Image
      Note: You cannot submit the billing sheet until all validation errors are resolved. If you try to submit with errors, the system will prevent it and prompt you to fix them in the Google Sheet first.
    2. If no errors are found, click Submit.👁 Image
  16. When you click the Submit button, the system performs a final backend validation to ensure all values in the Google Sheet are correct.
    1. If it fails, the system will prompt you to fix any errors in the billing sheet before you can submit it.
    2. If the validation is successful, the billing sheet will be submitted to the EVE Team for further review. You’ll see a pop up message that you Billing sheet has been successfully submitted.👁 Image
Note: After a successful submission, the system will redirect you to the Billing Sheet tab. There, you can check its details and status.
Note: Payment processing by Google will only begin when both documents (billing sheet and invoice) are received.
Tip: If you accidentally leave the billing sheet, do not worry as it is auto saved. Go back to your dashboard by clicking on Billing Sheets and Drafts, and you’ll see a list of all your not completed billing sheets.👁 Image
  1. In the filter search options, you will find a dropdown related to travel and other reimbursement. This option can be used to expense a variety of costs, including:
    1. Travel and any reimbursement
    2. Variable costs
    3. Performance bonuses…etc.👁 Image
    Note: If you believe a required expense is agreed in the contract but missing from the dropdown, email your issue and contract ID to ivthelp@google.com. The EVE Team will ensure the correct contract data is loaded.
  2. To create a travel expense line, select it from the Contract Service Description filter and then click on View Results. After that you can select the checkbox for the line and add it to the billing sheet.👁 Image
    Tip: To add another reimbursement expenses line, repeat the process and then click the Add to Google Sheet button.👁 Image
  3. Since the Unit of measure for both and line is Activity Unit (AU), follow these steps to update the Google Sheet:
    1. Billable Amount: Update this column with the actual amount incurred, as per the invoice or your agreed-upon contract terms.
    2. Agent LDAP: If the expense is shared among multiple users or projects, set the Agent LDAP value to na.
    3. Optional Attributes: Use the optional free-text columns to provide additional details about the billed expense, if required for a PA or GVM's visibility.
    👁 Image
    Note: To clarify your billing, please create a separate Other Reimbursement line item for each type of expense. Once finished, click Validate and then Submit the billing sheet for the EVE Team's review.

: A Credit Line is used when you need to apply a credit to a contract term, such as a refund for a service or a negative adjustment to a previously billed contract term.👁 Image

In the Google Sheet, since the credit line is applied to a specific contract term, the Unit of Measure (UOM) and the Billable values you enter will be determined by the role or service you select from the contract.👁 Image

Note: All credit billable values must be entered as a negative number, starting with a minus sign (-) symbol.

: Use the Credit - Others option when a credit needs to be applied to the entire contract, rather than to a single line (e.g. Rebates or Non-contract expenses that do not have a specific line item).

 

When you select Credit - Others as the line type, a pop-up will appear. Use this field to add a description of the credit, such as Rebate or Volume discount..etc.👁 Image

Note: For the Credit - Others line type, the unit of measure will consistently be Activity Unit (AU). Consequently, the billable value will represent the amount incurred, and the Agent LDAP should always be designated as na.

A Non-billable scenario involves providing Google with a specified number of free resources or hours, as outlined in your contract (e.g., after reaching a specific billing threshold).

These roles are typically utilized for:

  • Tracking time and expenses for internal projects.
  • Managing volunteers or interns.
  • Supporting billable employees.👁 Image

In the Google Sheet, even for a " line type, you must still enter values in the mandatory fields as per the Unit of Measure, just like any other line.👁 Image

There are 3 different contract pricing types:

  • Price Per Unit: These contracts are defined by a specific unit of work, the location of the work, and a predetermined rate for each unit, regardless of the time or materials spent to produce it.
  • Fixed Fee: This type of contract requires a clearly defined scope of work and a total lump-sum or monthly amount that is agreed upon before the project begins.
  • Milestone & Deliverable: These contracts are defined by a specific scope of work, a set of measurable deliverables, and a fixed payment schedule tied to the achievement of each milestone.
  1. To create a new billing sheet, you’ll need to go through the main 3 steps
    STEP 1: Select Contract - Use the search options to find the contract by its ID or Title
    STEP 2: Contract and invoice details - Verify the contract, then enter the invoice number, PO number, and service dates
    STEP 3: Billing sheet lines - Use the filters to find the contract role, then create the billing sheet lines

    👁 Image

  2. To start the process, click Create billing sheet button.👁 Image

STEP 1: SELECT CONTRACT

  1. Search by contract ID or title to select the contract you want to create a billing sheet for.👁 Image
  2. Select the one you want to create the billing sheet for. If your search returns multiple contracts, select the correct contract card.
    Tip: If you’re unable to find your contract on the list, send an email to ivthelp@google.com.
  3. Validate if the following contract details are correct:
    1. Service period associated with the contract
    2. Company name
    3. Google entity name
    4. Currency
    5. Pricing type: Price per Unit, Milestone or Deliverables, or Fixed Fee👁 Image
  4. Ensure you have selected the latest contract or amendment with an active service period.
  5. If all details are correct, click Next. This action will take you to the next step.

STEP 2: CONTRACT AND INVOICE DETAILS

  1. Enter PO number for which you want to submit an invoice against
    1. Should have 10 digits
    2. Should start with 41
  2. Enter invoice number
    1. It should exactly match the invoice number you provided to Google
  3. Select the service period for which the services were provided
    1. It should be the service period you’re invoicing Google for
    2. It should be within the contract period of time
    When creating a billing sheet, the dates you select must fall within the active period of your contract.The Supplier Core will not allow you to choose a date range outside of this timeframe.

    If you cannot select the dates you need, or if you believe the contract period is incorrect, please email the Contract ID and a copy of the contract PDF to ivthelp@google.com. The EVE Team will then ensure your contract information is updated correctly.

    👁 Image
  4. Click Create.
Tip: This action will create a new billing sheet and take you to the next step where you’ll be able to create tabular line items based on billing sheet column information for the selected contract header.

STEP 3: BILLING SHEET LINES

  1. Related family contract is a required field. However, it is autopopulated based on the contract chosen in STEP 1. if your billing sheet requires roles and services from the family contract (linked amendments).👁 Image
  2. You may use all other filters to get more granular search. Remember this is optional.👁 Image
    1. Contract term description: Choose the Contract Term for which you want to create a billing sheet line. You can select the specific Roles from the dropdown list.👁 Image
      Note: If you can't find the roles you need, they may be located in other related family contract. Try selecting a different one and searching again. If the roles are still missing, email the contract ID and a copy of the contract PDF to ivthelp@google.com. The EVE team will investigate and add the missing roles as needed.
    2. Site (Location)  - This will help you find roles for a specific location or language as defined in the contract.
    3. Language
    4. Currency - FX rate is required if the line currency is different from the contract header currency👁 Image
  3. Click on View results.
  4. Review the generated rows.👁 Image
    By changing your filter criteria, you can easily retrieve a new set of results, ensuring you find the exact roles you need for your billing sheet.
  5. Change Service Period, if needed. The dates you select must fall within the active period of the selected Related Family Contract. 👁 Image

    The service period from your invoice is automatically copied to every line on the billing sheet.

    If you need to change the dates for an individual line, you can use the calendar function to update the service period manually.

  6. Choose the Line Type based on your billing needs:
    1. Fee: Used for billing services, reimbursements, or travel expenses.
    2. Credit Line: Apply this to a specific contract line to reverse or adjust a negative balance.
    3. Credit - Others: Used for credits that apply to the entire contract, such as a rebate or discount.
    4. Non-billable: Used for a zero-value line for tracking and reference purposes only.
    👁 Image
  7. Fx Conversion Rate update. The Foreign Exchange (Fx) rate input depends on the role line's currency👁 Image
  8. Change the Rate type. The Rate type is the multiplier applied to the contract term role (agent) based on the working hour terms defined in your contract. Common multiplier types for your reference include:
    1. Regular Time
    2. Over Time
    3. Public Holiday…etc
    👁 Image
  9. No. of billing sheet lines update. Enter the number of times you need to bill this role. The quantity you enter will directly determine how many lines are generated on the Google Sheet.👁 Image

    If you need to add more than 1,000 lines of the same role, you must complete the action in two separate steps.

    • First, add up to 1,000 lines to the Google Sheet.
    • Then, change the number to the remaining quantity and click Add to Google Sheet again to add the additional lines.
  10. After updating the details for all the roles you need (like service period, line type, FX rate, rate type, and number of lines), select the checkbox next to each line. Finally, click the Add to Google Sheet button to finalize your selections.👁 Image
    Click the Add to Google Sheet button only once. Clicking it multiple times will result in duplicate lines being added to the Google Sheet.
  11. After adding the lines, the Google Sheet will display a preview of your completed billing sheet with all the role details. The sheet uses three color-coded categories to guide you:
    1. Green colored fields are pre-populated based on your filter selections and must be reviewed.
    2. Orange colored fields are mandatory and must be filled out manually.
    3. Blue colored fields are optional attributes.
    👁 Image
    Note: You cannot edit the fields highlighted in green because their values are automatically populated from the contract.
  12. Update the mandatory Billable quantity/hours/amount field (orange) as follows:
    1. For Price Per Unit (PPU) contract, update the mandatory column with a count of items or equipment. This is because the Unit of Measure (UOM) for these contracts is always Each.

      👁 Image

      Note: The billable quantity column supports decimal values. Please enter the exact quantity as billed in the invoice, as per your contract.
    2. For Fixed Fee (FF) contract, the value must align with the Unit of Measure (UOM)
      1. For contract lines with a Monthly UOM, please enter the total monthly amount that was agreed upon in the contract.👁 Image
      2. For contract lines with a Weeks UOM, please enter the weekly amount that was agreed upon in the contract.👁 Image
      3. For contract lines with a Year UOM, please enter the total amount as agreed upon and billed per the contract.👁 Image
    3. For Milestone & Deliverable (MD) contract, enter the total charge for the role or service as it appears on the invoice. This is because the Unit of Measure (UOM) for these contracts is always the Activity Unit.👁 Image
      Note: For all contract pricing types, the billable quantity column must contain a negative symbol (-) before the value if the Line Type is Credit.
  13. Add optional information that is not found in the contract (workflow, project ID, etc.). Each billing sheet includes seven optional, free-text attribute columns.👁 Image
  14. You may also remove unused lines from the Billing Sheet. To do so, leave the required (orange) fields on that specific line empty, and after all other lines are updated, click the Remove Unused Lines button. The system will automatically remove empty lines for you.👁 Image
  15. Once provided, click Validate to check if there are no errors within your billing sheet. Supplier Core will begin the validation process.
    1. If any errors are found, a notification will appear showing the count of errors, the affected row number, the field name, and the reason for each error.👁 Image
      Note: You cannot submit the billing sheet until all validation errors are resolved. If you try to submit with errors, the system will prevent it and prompt you to fix them in the Google Sheet first.
    2. If no errors are found, click Submit.👁 Image
  16. When you click the Submit button, the system performs a final backend validation to ensure all values in the Google Sheet are correct.
    1. If it fails, the system will prompt you to fix any errors in the billing sheet before you can submit it.
    2. If the validation is successful, the billing sheet will be submitted to the EVE Team for further review. You’ll see a pop up message that you Billing sheet has been successfully submitted.👁 Image
Note: After a successful submission, the system will redirect you to the Billing Sheet tab. There, you can check its details and status.
Note: Payment processing by Google will only begin when both documents (billing sheet and invoice) are received.
Tip: If you accidentally leave the billing sheet, do not worry as it is auto saved. Go back to your dashboard by clicking on Billing Sheets and Drafts, and you’ll see a list of all your not completed billing sheets.👁 Image
  1. In the filter search options, you will find a dropdown related to travel and other reimbursement. This option can be used to expense a variety of costs, including:
    1. Travel and any reimbursement
    2. Variable costs
    3. Performance bonuses…etc.👁 Image
    Note: If you believe a required expense is agreed in the contract but missing from the dropdown, email your issue and contract ID to ivthelp@google.com. The EVE Team will ensure the correct contract data is loaded.
  2. To create a travel expense line, select it from the Contract Service Description filter and then click on View Results. After that you can select the checkbox for the line and add it to the billing sheet.👁 Image
    Tip: To add another reimbursement expenses line, repeat the process and then click the Add to Google Sheet button.👁 Image
  3. Since the Unit of measure for both and line is Activity Unit (AU), follow these steps to update the Google Sheet:
    1. Billable Amount: Update this column with the actual amount incurred, as per the invoice or your agreed-upon contract terms.
    2. Agent LDAP: If the expense is shared among multiple users or projects, set the Agent LDAP value to na.
    3. Optional Attributes: Use the optional free-text columns to provide additional details about the billed expense, if required for a PA or GVM's visibility.
    👁 Image
    Note: To clarify your billing, please create a separate Other Reimbursement line item for each type of expense. Once finished, click Validate and then Submit the billing sheet for the EVE Team's review.

: A Credit Line is used when you need to apply a credit to a contract term, such as a refund for a service or a negative adjustment to a previously billed contract term.👁 Image

In the Google Sheet, since the credit line is applied to a specific contract term, the Unit of Measure (UOM) and the Billable values you enter will be determined by the role or service you select from the contract.👁 Image

Note: All credit billable values must be entered as a negative number, starting with a minus sign (-) symbol.

: Use the Credit - Others option when a credit needs to be applied to the entire contract, rather than to a single line (e.g. Rebates or Non-contract expenses that do not have a specific line item).

 

When you select Credit - Others as the line type, a pop-up will appear. Use this field to add a description of the credit, such as Rebate or Volume discount..etc.👁 Image

Note: For the Credit - Others line type, the unit of measure will consistently be Activity Unit (AU). Consequently, the billable value will represent the amount incurred, and the Agent LDAP should always be designated as na.

A Non-billable scenario involves providing Google with a specified number of free resources or hours, as outlined in your contract (e.g., after reaching a specific billing threshold).

These roles are typically utilized for:

  • Tracking time and expenses for internal projects.
  • Managing volunteers or interns.
  • Supporting billable employees.👁 Image

In the Google Sheet, even for a " line type, you must still enter values in the mandatory fields as per the Unit of Measure, just like any other line.👁 Image

Please ensure the following best practices are enforced while populating the Billing Sheet through Supplier Core:

  • Only one billing sheet should be submitted for each invoice (1-to1); this billing sheet must only contain one PO and one SOW.
    Note: In case a previous submission was incorrect, you must first email  ivthelp@google.com to have the earlier billing sheet rejected. This will allow you to submit a new billing sheet.
  • Only valid and active POs should be selected.
  • Invoice currency must be in the currency in which the contract is signed.
  • Inputting FX conversion rate is mandatory if invoice currency is different from the currency for which role is selected.
  • Always assume that the EVE standardized billing sheet (generated using the Billing Document Generator) is needed to support your invoice (unless we have explicitly confirmed the contrary on a case by case basis) otherwise your invoice will be placed on hold and/or may be rejected.
  • If you cannot find the contract or amendment needed for your billing sheet, please notify ivthelp@google.com and provide the contract number. Failure to do so may delay your invoice payment.

If there is a discrepancy found in your billing documents, Google’s Invoice Validation Team (IVT) will reach out to you via email (invoice-validation-help@google.com) and work to resolve the issue. Your timely cooperation is kindly requested in resolving any discrepancies.

  • Billing sheets with formatting errors will fail upon ingestion and therefore be considered missing billing sheets leading to an automatic rejection of your invoices. To reduce ingestion errors always generate and verify your billing sheet using the Supplier Core
  • Billing sheets with validation issues against the contract will require timely clarifications with appropriate supporting evidence (e.g. latest amendment for new roles/service periods, clarification from Google PO owners etc.) to prevent invoice rejections. To reduce validation issues ensure that Amendments are executed and shared with ivthelp@google.com before previous contracts expire (or as soon as possible).

What is the purpose and benefits of the Supplier Core?

Supplier Core is an external hub allowing suppliers to engage with Google throughout the Procure to Pay process. After you log in to Supplier Core, your default view is your status dashboard, with the option to manage user access and to create a new billing sheet. It takes only 3 main steps to create a new billing sheet which is a mandatory supporting document for your invoice. This will save time in generating billing sheets for all contract pricing types (e.g. Time and Material, Price Per Unit, Deliverable, Milestone, Fixed Fee Interval).

Key benefits of the Supplier Core are:

  1. Corporate account sign-in - you can use your existing corporate email address to log in. No need for Google intervention.
  2. Direct integrated process - Validate and submit billing sheet directly to the EVE team with a single click. It eliminates the need to download files or worry about format changes.
  3. Draft management - Save time by duplicating previously submitted billing sheets to create new drafts. You can make edits, save your progress, and submit whenever you are ready.
  4. Transparent tracking - Provides a centralized view to monitor all submitted billing sheets and their current processing stage.
  5. Role-based access control - Self-manage your team's access and assign specific privileges based on their role (Admin or User).

What Google/Vendor entities, countries, currencies are in scope for the EVE process and policy mandate?

The EVE standardized billing sheet and policy mandate requires using the Billing Sheet Creation module for all contracts between any/all Google/Alphabet entities, all supplier entities, and all Contract currencies.

How do I know whether or not a contract is in scope for the EVE process and it requires a Billing Sheet generated using the Billing Sheet Creation module?

The EVE standardized billing sheet and policy mandate requires using the Billing Sheet Creation module for all contracts between any/all Google/Alphabet entities, all supplier entities, all contract currencies and all invoicing regions. If you do not see a certain contract/amendment number in the Supplier Core then please let us know via ivthelp@google.com.

If in doubt, you must assume that an EVE billing sheet is required, otherwise your invoice may be unnecessarily delayed or rejected. Please reach out to ivthelp@google.com for additional concerns.

Is the EVE scope and policy mandate applicable for all contracts irrespective of currency?

Yes, this is correct. The Billing Sheet Creation module also provides the ability to input FX Conversion rates if the contract is signed/captured in local currency. This feature will only be visible if it is applicable to the contract and not otherwise.

Will all in-scope contracts require Google Vendor Manager approval?

All contracts between any/all Google/Alphabet entities and all supplier entities and currencies will require billing sheets generated using the Supplier Core, regardless of any other Google Vendor Manager approvals.

How can I access the Supplier Core?

Look for an email from supplier-core-noreply@google.com with a link to login. To login, you’ll need to use your Google account. The system will guide you to sign in with an existing account, or create a new one if you need to.

What do I do if I am experiencing errors upon trying to sign in to my Google Account?

Follow the step by step instruction described here.

How do I choose the type of contract (e.g. T&M, PPU, Fixed Fee) in the Billing Sheet Creation module?

Suppliers are not required to input the contract type during billing sheet generation. During the billing sheet creation process, simply select the contract you wish to create a billing sheet for. The type of the contract is automatically identified based on the contract selection, and fields to be filled are accordingly displayed.

What should I do if I have successfully accessed the Supplier Core but cannot find a contract or role in the provided dropdown list?

Please email your missing contract or latest amendment (as a pdf) stating the missing role/rate to ivthelp@google.com.

How can I generate a billing sheet if the contract is in the process of signing (i.e. not yet signed)?

An up to date signed contract/amendment is needed at all times. To reduce validation issues ensure that new Amendments are renegotiated and executed and then shared with ivthelp@google.com before previous contracts expire (or as soon as possible).

Can the old format of billing sheets still be used or is it mandatory that the new format is used?

Within Supplier Core, you have an option to Copy Billing Sheet - this will replicate the old billing sheet to a certain extent and then you need to enter the values.

Is there a bulk entry option for T&M contracts when multiple agents are assigned to a single role?

Once you have selected the contract term, you can input the number of lines required for that particular role/term selected. For T&M contract terms, you must input the agent LDAP/name for each role.

Do I add one line item per resource or one line per role?

You must create a line per resource/LDAP, as applicable.

Can I save the “template” of the billing sheet offline and just re-use it every month?

There is a Draft section available within the Supplier Core, where you can keep the billing sheet and make a copy of it and update it in the next billing cycle, once the invoice is submitted.

Can I copy and paste the LDAPs and billable quantity from an excel sheet?

You can paste entries from excel sheets to Google Sheets. However, do not forget to validate the entries before generating to ensure there are no formatting errors.

Why can I not locate a contract term/role?

If you cannot locate a contract term/role, please return to the previous steps and click the linked contract to select an amendment. Once the amendment is selected you will be able to see additional contract terms.

How do I select a date for a contract term beyond the calendar range displayed?

If you are unable to select a date for a contract term beyond the calendar range displayed, and have an amendment to support the term extension, please email ivthelp@google.com with the amendment.

Can the Supplier Core Billing Sheet Creation module handle Regular, Overtime, Weekend/Holiday, and Night shift rates?

In the Billing Sheet Creation module, Rate Type will be available via a dropdown if applicable for the contract term you have selected.

How can we share the incremental rate change due to ECA on a yearly basis?

Please email the required information to ivthelp@google.com along with the contract ID where the latest ECA% rates are captured.

How do I know that the rate that I used in the billing sheet creation module matches the contract if I have COLA applied?

The Supplier Core will not indicate the COLA rates for any role/deliverable. Please email the required information to ivthelp@google.com along with the contract ID where the latest COLA rates are captured. You must provide appropriate evidence of the agreed cola rate (pdf copy of an agreement or offline approval) otherwise your invoice will not be processed.

How do I handle tax charges (such as VAT)?

Tax lines are not required on your billing sheet.

How do I get the invoice number?

Please coordinate with your Account team to obtain the invoice number.

What if there is a line item that has a different service date range?

In the Billing Sheet Creation module, you can change the date range and you can select the role for that date range. Once you click Add Lines, you will see the line generated with the date range and role selected.

How do I add expenses like seat cost, infra, device, SLA rewards, and one-time charges in the billing sheet apart from Resource amounts?

These items generally fall under the Other Reimbursement category. In the Supplier Core, set the contract term to Other Reimbursement. For T&M (Time & Materials) contracts, enter the total sum in the Billable Quantity field; for PPU or other contract types, use the "Amount" field.
Note: If an SLA reward is specifically classified as a "Performance Bonus" role, select Performance Bonus as the contract term. Otherwise, categorize it as a reimbursement and use the Attribute column to provide a breakdown of the expenses.

What is the process for invoices for future periods when the amounts are not based on calculated amounts but equal to PO leftover?

Pre-billing future service periods to consume leftover PO funds are not possible. Please work with your Google Vendor Manager to ensure a new PO is issued for the future service period.

How do I input penalties?

If your contract allows for penalties, navigate to Step 3 and select Other Reimbursement as the contract term. Enter the total penalty amount in the Billable Quantity field (for T&M contracts) or the Amount field (for PPU/Other contracts). Ensure you use the Attribute column to clearly label the entry as a "Penalty" to distinguish it from other expenses like travel or seat costs.

Below is a list of additional materials, including demos and presentations, which will help guide you through the process:

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