Invoicing Guidelines

Requirements and procedures for submitting invoices and credit notes

General Requirements

Invoices submitted to Rivian must meet the following requirements:

To ensure timely payment and prevent rejection, please adhere to these core principles.

1
All invoices are required to be associated with a valid PO number to be accepted for review.
2
All Rivian's indirect POs will be issued through Coupa. Vendors can view and invoice the purchase orders through their CSP account unless otherwise instructed.
3
Tax, Shipping, Handling, and Miscellaneous should be added to the invoice in a separate section and will not be reflected as a PO line item.
4
Invoices will be paid per the terms on the PO. Please make sure all information on the PO is correct before submitting an invoice.
  • Standard terms are Net 60 unless explicitly agreed otherwise in writing.
  • Payment schedule is based on the Invoice Date listed in Coupa. Ensure this matches your invoice copy.

Create and Edit Invoices

Unless otherwise instructed, all invoices need to be submitted through the Coupa Supplier Portal (CSP)

There are two ways to access the "Create Invoice" Page:

  • Option 1: Navigate to the Orders tab and click the yellow "Create Invoice" icon in the action column.
  • Option 2: From the Invoice tab, click "Create Invoice from PO" and select the relevant PO.
Create Invoice Interface

Fill in the mandatory fields:

  • Invoice#: Your unique invoice number.
  • Invoice Date: Update to match the date services/goods were delivered.
  • Currency: Auto-matched to the PO.
  • Attachments: Required. Invoices without attachments will be rejected.
  • Addresses: From, Remit-To, and Ship-From will auto-populate.
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Ensure "Invoice Date" matches delivery date to avoid scheduling errors.
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Contact purchasingsupport@rivian.com if the PO currency is incorrect.
Invoice Details Interface

Invoice Line Creation: QTY Based Lines

  • Lines with Description, QTY, UOM, and Price.
  • QTY can be modified for partial invoicing (decimals allowed).
  • If multiple invoices are submitted for one line, modify QTY for each.
  • Use the red delete icon to remove lines not intended for current payment.
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Input correct QTY for partial invoices. Unused lines MUST be deleted. DO NOT invoice 0.
QTY Based Lines Interface

Invoice Line Creation: AMT Based Lines

  • Lines with Description and Price.
  • Price can be modified to create a partial invoice.
  • Recommended: Use AMT format for all partial invoices.
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Example: For a 12-month PO, if billing only January, you must delete the other 11 lines. Contact accountspayable@rivian.com with questions.
AMT Based Lines Interface

Total & Taxes

  • Enter shipping, handling, and miscellaneous costs.
  • Select applicable tax codes (VAT, GST, etc.) from the dropdown.
  • Import Brokers: No tax code required for VAT on import goods; input total VAT amount only.
  • Click Calculate to confirm the total, then Submit.
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Tax should ONLY be entered in the Tax Header box. Invoices will not integrate if entered on the line level.
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Once an invoice is submitted, you must contact AP to make changes.
Totals and Taxes Interface

Disputed Invoices

Status: Disputed

Invoices with information that Rivian does not agree to, needs clarification on, or finds incorrect.

You will receive an email notification with the dispute reason. Use the Resolve button on the Invoice page to action it.

  • Void: Use if the invoice is a duplicate or already paid.
  • Correct Invoice: Edit details and resubmit using the same invoice#.
  • Cancel/Adjust: If Void/Correct aren't options, use a Credit Note (see below).
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Contact accountspayable@rivian.com for assistance. Resubmitting without correction will cause delays.

Create Credit Notes

Credit notes resolve disputes, correct errors, or record miscellaneous credits like returns

Go to the Orders page and click the red "Create Credit Note" icon in the actions column of the relevant PO.

The process is similar to creating an invoice. Fill in:

  • Credit Note# (Unique)
  • Original Invoice# & Date
  • Attachments for support
Credit Note Interface

Lines & Adjustment Types:

  • QTY Based: Choose Quantity (QTY negative), Price (Price positive), or Other (both editable).
  • AMT Based: Price can be modified directly.
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Credit notes MUST be negative. For QTY lines, the QTY must be negative.
Credit Note Lines

Total & Taxes:

  • Enter values for shipping, handling, and miscellaneous.
  • Select applicable tax codes/VAT logic (same as Invoice).
  • Click Calculate then Submit.
Credit Note Totals

AP Mailbox Requirements

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Unless otherwise instructed, all invoices must be entered via CSP. Only use the mailbox if specifically requested.

Invoicing via Mailbox

Send to accountspayable@rivian.com with:

  • PO# visible on document
  • Unique Invoice# & Date
  • Currency (if not USD)
  • Line descriptions matching PO
  • Taxes/Shipping separated

Crediting via Mailbox

Send to accountspayable@rivian.com with:

  • Original Invoice# & PO# listed
  • Copy of the credit memo attached
  • Currency listed
  • Note: Process a credit memo, not a refund request, for ongoing business.

Payment Schedule & Support

Processing Schedule

Payment Due Date: Calculated from Invoice Date + Net Terms (e.g., 4/11 + Net 60 = 6/11).

Payment Cycle: Tuesdays and Thursdays.

Additional Support