How To - Submit an Invoice

Guide Overview

Submitting invoices correctly is essential for ensuring timely payment and maintaining accurate financial records. This guide brings together all invoicing requirements, milestone‑linked submission rules, and payment timelines so you know exactly what to do at each step.

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How to Submit Your Invoices

Even though payments are executed through smart contracts, many organisations, including the Cardano Delegated Holding (CDH) still require invoices for legal and traditional financial bookkeeping.

For this reason:

• You must submit an invoice for every milestone, and

• All invoices must be submitted through the smart contract dashboard

General Submission Requirements

• All invoices and credit notes will be submitted via the Smart Contract Treasury dashboard.

• Invoices and Milestone Acceptance Forms must be submitted within 5 working days of completing the milestone.

• Invoices will only be processed if the Milestone Acceptance Form has been signed by all relevant parties including third party assurance.

• Invoices must be submitted in the currency stated in the agreement.

• A specific naming convention must be applied to attached invoice file name:

  • Document type - Supplier Name - Project Number - Document date (YYYYMMDD)

  • Invoice - ABC Ltd - CN-0000-25 - 20250331

Subject to the Administrator’s reasonable satisfaction that the Milestone has been completed, the Supplier may withdraw the corresponding payment under the vendor contract, in accordance with the Milestone payment schedule set out in Appendix A (payments scheduled on either the 15th or 30th of the month).

If the Administrator, acting reasonably and in good faith, determines that the Milestone has not been satisfactorily completed, payment may be withheld. Once the Milestone is deemed complete and the relevant invoice and MAF have been provided, the associated payment will be unlocked and available for withdrawal.

Invoice Content Requirements

Each invoice must contain the following information:

Supplier Details:

1. Company Name or Full Name

2. Full Address (street name and number, city, postal code, country)

3. Customer Name & Billing Address: Please check your service agreement to confirm the location:

   1. Intersect

   2. 1920 Thomes Ave Ste 610

   3. Cheyenne

   4. WY 82001

4. Invoice Core Details

   1. Invoice Number (e.g., “Invoice123”)

   2. Invoice Date (e.g., “2025-03-31”)

   3. Project Number (e.g., CN-0000-25)

Suppliers must invoice based on pre-defined Milestones stated in the Statement of Work (SoW):

• Milestone Name (as per SoW)

• Milestone Number (as per SoW)

• Agreed Fixed Price for the Milestone

• For payments in ADA currency, please provide the wallet address.

Example below:

If your wallet details change, please notify [email protected] with official documentation prior to submitting your next invoice. Additional verification (KYC/KYB) may be required.

Failure to follow these guidelines may result in payment delays.

For any questions or assistance, contact [email protected].

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Need Templates or Supporting Documents?

Find proposal templates, guidance documents, and downloadable resources to support your submission.

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