Invoicing Guidelines

Submission Deadline

Invoices are due on the Monday of each pay period before noon. If your invoice is received after this deadline, it will not be processed until the next pay period. There is no flexibility on this since we need to submit our payment information to our bank before the end of the day in order to meet the Friday deposit schedule.

Only complete invoices will be accepted, if your invoice is missing any of the required information and is sent back to you, you must revise and send it back to us before the deadline.

 

Where to Submit

Please note that this email address has changed, submit your invoices to dean@freshstone.com you no longer need to CC Kaelo.

Payment Method

We can only guarantee payment on the Friday of each pay period if you submit your banking information to set up direct deposit.
If we have to send your payment via e-transfer this will delay payment by up to a month since there are daily and monthly limits on how much we can send during a 24 hour period. 

 

Invoices must include the following information

  • Your legal name or your registered business name, not your dj name (unless your dj name is a registered business), . Not only do our accountants need to know who we are paying, but the government will want to know who paid you at the end of the year. If you are ever audited this will raise a red flag.
  • Your address, phone number and email address for the same reason as above.
  • Invoice number, this must be different each week.
  • Invoice date & due date, for our records we need to know when the invoice was received.
  • Please make sure Invoices are in Canadian dollars.
  • If you are charging HST or QST, you must include your registration number.
  • You must include the name of the venue and location, date that you worked, the times that you were there and if there was a band there or not. For example: July 20th,Bier Markt Square 1, 5pm-9pm, no band. Please keep in mind that we often have dj’s at multiple locations on any given night so please don’t abbreviate the venue name or location.
  • Please invoice to Freshstone only, and do not include any other name.