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Your personal invoice is your primary billing document to MMI. A sample invoice is included, you may use your own as long as it contains the same basic information. As with the 7-Day Report, you do not submit this document to the client, it is only submitted directly to MMI. As stated earlier, the invoice is used in conjunction with the 7-Day Report to form the basis for our customer billing. While the office does coordinate these two items, when discrepancies arise between them it is generally impossible for the office to know which to use as the basis for billing and consequently for payroll.

Invoices and their accompanying 7-Day Reports are to be submitted to MMI on or immediately after the final day of the billing period, which is the 15th or the last day of the month. You may make an exception and continue your invoice past the regular billing period if the job will be concluding within one or two days (three days maximum) past the regular period. This would prevent you from having to submit paperwork for only a few days of work, as well as prevent MMI from having to bill the client again.

For your own privacy, upon job completion you may choose to delete the 7-Day Report worksheet and your invoice from any computer-generated files that may later be provided to the office. If you would prefer, we can help you set up a separate folder for your invoices and your 7-Day Reports.

To view an example click Invoice Example.

These are the guidelines for completing your invoice:

To: This invoice will always be sent to MMI.

From: This is the name and address the payment should be sent to.

Date: The final date for the billing period

Customer: The company name of the client

Invoice No.: This is your personally assigned number for your invoice. You may use any method of numbering that you prefer.

MMI Job No.: The MMI-assigned job number for the project or for any given phase of the project. Therefore, one client job number may have more than one MMI job number. The first two digits indicate the year that the job number was assigned. The second two digits indicate the month. The third two digits are assigned by MMI according to the number of jobs initiated for the month.

Project Description: Provide a brief description adequate to identify the job. Identify by name the pipeline operators, the pipeline size, vessel, and location. For example, you may enter comments such as: Garden Banks 30" riser completion, Manta Ray 24" pre-crossings, Newfield jacket setting, etc. If there are two inspectors on the job, it helps when both inspectors use the same description for their invoices.

The body of the invoice has sufficient space to cover a regular billing period. This invoice was created using Microsoft Excel and accordingly individual cells within the document were formatted with hidden codes which allow for automatic mathematical computations as you enter items. Be careful not to delete or change these codes. If for some reason your invoice does not compute properly, recover another invoice from a templates file or use an earlier invoice that did compute properly. If you are filling out the invoice without the aid of a computer, these codes are of no concern to you.

Date: There occasionally are times when one date is entered twice, such as when you are on two different jobs during the same day.

Hours: Your hours as they also appear on the 7-Day Report.

Client Job No.: The client's job number, not MMI's job number. When you receive your initial instructions to mobilize for a job, you should ask what this number is if it is not already provided. Either MMI or the client will supply the client's job number.

Miles: Your submitted mileage, which is also entered in the Notes section specifying the starting location and the ending location. Such as, beginning location being Venice and ending location being New Iberia. Your mileage should also appear on your 7-Day Report.

Equipment/Expenses: This space is generally used to enter the rental fees that you charge MMI for your computer equipment. Additionally, enter your billable expenses in this space and itemize these expenses in the Notes section.

Notes: Use this section to enter your mileage-related descriptions; itemized expenses, and any other brief information that would justify or explain invoice matters that might otherwise invite confusion.

Please remember that when there are two inspectors on the same job you both must send a copy of that report with your invoice. Any invoice not accompanied with a 7-Day Report may result in a delay of payment.