Billing an Eleven VMS Project - Supplier
In this article
- General Overview
- Billing Process
- Managing Projects
- Procedure for Disputes
- Frequently Asked Questions
01. General Overview
Learn how the VMS platform helps you manage your projects and billing efficiently.
What is the VMS Platform?
The VMS platform is a tool to centralize, contract, and manage all your approved suppliers in a secure and efficient environment.
The platform allows you to:
- Manage your projects efficiently
- Automate billing
- Track your data in real time
Who Pays Whom?
Clients pay their suppliers (you) directly. The VMS platform does not handle payments for services provided.
This means:
- You maintain a direct relationship with your client
- The billing process stays the same
- Only platform usage is billed
VMS Platform Billing
Platform usage is billed for active projects. Navigation remains free, including registration, viewing requests for proposals, and submitting applications.
Billing starts only when a project begins.
How the billing is calculated:
- Based on the number of projects completed per month, per consultant
- Rates vary depending on the client’s specific requirements
VMS Platform billing = Project management billed per usage
02. Billing Process
Learn the 5 steps for automatic invoice generation.
How Is Your Invoice Generated?
Each quarter, your platform invoice is automatically generated using the information recorded on the platform.
Step 1: Projects Recorded
- Data for your projects is collected from the information you enter
Step 2: Automatic Calculation
- Usage costs are calculated per client, per consultant, per project
Step 3: Invoice Issued
- The invoice is automatically created and available in your account
Step 4: Sending / Availability
- You receive the invoice by email
Step 5: Finalization
- All payment details are included
Billing Calendar
Quarterly billing periods and deadlines:
| Period | Deadline | Frequency |
|---|---|---|
| January → March | April 10 | Quarterly |
| April → June | July 10 | Quarterly |
| July → September | October 10 | Quarterly |
| October → December | January 10 | Quarterly |
Important: No prorated billing is applied. If a project is active for at least 1 day in a month, the full monthly cost is charged.
03. Managing Projects
Manage your projects, early terminations, and billing information.
Each Project Generates a Cost
Every active project on the platform generates a usage cost until it is closed.
It is essential to:
- Regularly review your projects
- Close completed projects
- Update project dates if necessary
- Communicate with your client
Request for Early Termination
Clients can request early termination of a project.
Consequences:
- If you accept: The end date is updated and the project closes on the new date
- If you refuse: The project continues until the original end date
- If you do not respond: The request cannot be validated, and billing continues
Verify Your Information
Go to: Profile → Company Settings → Billing Settings
Check that the following fields are up to date:
- Billing contact details
- Tax-related information
- Bank account details
- Recipient email addresses
Up-to-date information ensures smooth and accurate invoice generation.
04. Procedure for Disputes
How to handle discrepancies and contest an invoice.
Step 1: Contact the Operational Team / Your Client
- Since you are in direct contact with the client, reach out to the relevant operational managers to clarify the project details.
Step 2: Obtain Written Proof
- Request written confirmation from the operational managers regarding the disputed projects and their exact details.
Step 3: Submit Documentation
- Once you have this information, send it to the platform, including all relevant details.
Step 4: Invoice Correction
- The invoice will be corrected upon receipt of written confirmation.
05. Frequently Asked Questions
How do I make a payment?
Payments are made via bank transfer. Use the bank details provided on the invoice and ensure the amount, invoice reference, and recipient are correct.
Where can I find my invoices?
- By email: Sent to the address in your profile
- In your account: Profile → My Invoices to view or download
What is a PO number?
If your company requires a Purchase Order (PO) number on invoices, inform the platform in advance so it can be added before sending.
About the Purchase Order (PO)
The PO relates only to the client-supplier relationship and does not affect platform billing. Platform billing = your quarterly invoice for platform usage only.
How is my usage cost calculated?
The cost is calculated per project and per client, according to client-specific rates.
Example: If the cost is €30/month and a project is active at least 1 day in December, the billed cost is €30.
Additional Information
For more information, see:
For any questions, contact support via your platform account.