When do Sonovate reject invoices?

Sonovate will reject an invoice(s) for the following reasons:

  • The available funding does not cover the candidate payments and Sonovate fee
  • If evidence uploaded is incorrect
  • if the invoice is incorrectly addressed
  • If a purchase order number is missing
  • If calculations on the invoice are incorrect
  • If the debtor has rejected or refused to pay Sonovate
  • If payment details do not match those of the agreed trust account details 

How do Sonovate communicate invoice rejection?


If Sonovate rejects any of the invoices included in your request, we will notify you with the reason for the invoice(s) exclusion and the action needed to be taken.

and the course of action to correct the issue. once have done this the invoice will be set to ready to be funded and will be included in your next request.

Examples of rejected invoices

Scenario one

In this scenario, one of the ten invoices has been rejected.

“Invoice Run One” shows the original funding request, with “Invoice Run Two” showing the corrected funding request and changes to payments to candidates and your business

Invoice Run One

  • Business: 100k client invoices
  • Total invoices: ten
  • Candidate payments: 70k
  • Sonovate fee: 2k
  • Gross profit: 28k

If one of the ten invoices is rejected, either by Sonovate or end client, Sonovate will exclude the invoice from the run:

In this example an invoice to the value of £5,000 has been rejected. Sonovate will recalculate the 'Invoice Run' and update as shown in "Invoice Run Two".

Invoice Run Two

  • Business: 95k client invoices
  • Total invoices: nine
  • Candidate payments: 70k
  • Sonovate fee: 1.8k
  • Gross profit: 23.2k

Scenario Two:

Candidate payment file is equal to or exceeds invoices, meaning that the business has negative gross profit.

  • Business: 100k client invoices
  • Total invoices: ten
  • Candidate payments: 70k
  • Sonovate fee: 2k
  • Gross profit: 28k

If one of the ten invoices is rejected, either by Sonovate or end client, Sonovate will exclude the invoice from the run. In this example - an invoice worth 30k has been excluded.

  • Business: 70k client invoices
  • Total invoices: nine
  • Candidate payments: 70k
  • Sonovate fee: 1.4k
  • Gross profit: -1.4k

What happens if the invoice is rejected by the client?

If your client rejects an invoice for a legitimate reasons, you will be required to raise a credit note to correct the issue.

Process:

  1. Sonovate contact you with evidence of invoice rejection
  2. Your business creates credit note to the value of rejected invoice in your account system
  3. Export accounts data through Validis as standard
  4. Your business uploads credit note in next funding request
  5. Sonovate will automatically identify the credit note and deduct funds.

Sonovate reserves the right to force a recovery of the amount funded against the rejected invoice if the credit note is not raised on the next funding request. This will show as a negative on the next funding request submitted.

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