Consultant Billing Procedures for INDOT Design Division
The Design Division does not require INDOT contract invoice vouchers be submitted with
company invoices. In order to process your invoices efficiently, however, we do request that
invoices incorporate the information shown in the attached examples.
It is very important that the first page of each invoice be clearly marked as an invoice and that
the following is shown: complete project description information, Design Agreement Number,
list of all associated purchase order numbers, and total invoice amount being claimed for the
billing period. Only one invoice is to be submitted per agreement per month.
Construction Change and Partnering Claims
All invoices including charges for construction changes or partnering must have these expenses
clearly identified as such. Invoices for construction changes must also include
explanation/justification of services performed and copies of any prior approval documents for
incurring the charges.
Example invoice for Lump Sum Contracts
ACME Engineering Invoice
SR 42 bridge replacement over Big Creek
P.O. No's. 96023749 & 99025522
Des No. 9834256
Project No. STP-5242(2)
Contract Fee % Complete
2 @ 4,000ea.
Note: All elements shown above must appear on your company's invoice, even if the suggested
format is not used. Status reporting forms must be attached to the invoice. For invoices that
include billing for construction changes a detail of the hourly cost breakdown must also be
shown and explanation/justification must be provided. See the example for cost plus invoices for
assistance in formatting the hourly cost breakdown.