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Pending Invoice Reply Process

Things to remember when replying to the pending invoice emails that are sent on Monday Mornings

Please do not send any emails to providerpendings@ltmservices.net unless the invoice is currently in dispute. 

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Responding With Resolutions

In your reply to providerpendings@ltmservices.net, clearly list each original invoice number in dispute along with the specific resolution for that invoice.

 

Examples:

  • ABC123457 – Please short pay the invoice by $12.00.

  • ABC457898 – The missing work order is attached along with the invoice.

  • ABC874147 – This unit is a rental; please credit the invoice in full.

  • ABC978564 – This invoice was credited and rebilled under ABC978599.

 

📎 Required Backup Documentation

Once an invoice is in dispute, it is not retained. Please be sure to attach all necessary documentation in the same email to allow for resolution.

Documentation by invoice type:

  • Service & PM Invoices: Invoice, work order, and credit memo (if applicable)

  • Parts Invoices: Invoice, proof of delivery, and credit memo (if applicable)

  • Rental Invoices: Invoice and credit memo (if applicable)

 

📂 PDF File Organization

To keep files organized and easy to review:

  • Combine each invoice and its supporting documents into one PDF

  • Name the PDF using the original invoice number in dispute

  • Use separate PDFs for each pending invoice

 

🖨️ Scanning Guidelines

Please ensure all documents are scanned face up so they are readable and do not require rotation.

 

🏷️ Asset Listing Issues

If the invoice issue is related to an asset that is not listed on the customer’s asset listing:

  1. Complete an Add Asset Form (available online)

  2. Wait for confirmation that the asset has been added

  3. Then respond to the pending invoice email

 

💡 Short Pay Is Preferred

  • Short paying invoices that require adjustments is encouraged

  • Avoid unnecessary crediting and rebilling, as it can significantly delay resolution

 

⏰ Important Reminder

Pending invoices that remain unresolved for 90 days will be voided.

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Please feel free to reach out if you have any questions or need assistance—we’re happy to help!

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