Pending Invoice Reply Process

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

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​Replying with Resolutions:

In your response email to providerpendings@ltmservices.net, please list each invoice number along with the corresponding resolution for each pending invoice. Example:

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

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

• ABC874147 – Correct, the unit is a rental, so we will credit this invoice in full.

 

Backup Documentation:

We do not retain invoices once they are in dispute. Please attach another copy of the invoice, work order, or any backup documents (credit memos, re-bills, forms) necessary to resolve the dispute. This must all be within the same email.

• Service & PM Invoices: Include the invoice, work order, credit memo (if needed).

• Parts Invoices: Include the invoice and proof of delivery, along with a credit memo if needed.

• Rental Invoices: Include the invoice, credit memo (if needed).

 

PDF File Organization:

• Each invoice and its associated documents should be compiled into a single PDF file.

• Name each PDF file after the invoice number in dispute.

• Maintain separate files for each pending invoice.

 

Scanning Guidelines:

Ensure documents are scanned face up to maintain readability without rotation.

 

Asset Listing Resolution:

If an invoice issue pertains to an asset not listed in the customer’s asset listing, complete an add asset form (available online). Once you receive confirmation that the asset has been added, respond to the pending invoice.

 

Short Pay Preferred:

• Consider short paying invoices that require adjustments.

• Avoid unnecessary crediting and re-billing, as it is more time-consuming.

 

Note: Pending invoices unresolved within 90 days will be voided.

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Feel free to reach out if you have any further questions or need assistance!