This article provides information on the following questions:
- Has an account been created to process invoices and issue payments?
- Where and how should invoices be submitted for payment?
- When will my invoice be paid?
- How will my invoices be paid?
- If I haven’t received payment, who should vendors contact?
- What information can I share with my new vendor?
Has an account been created to process invoices and issue payments?
Vendor Account Creation
All vendor account must be created before the invoice is issued to ensure no delays in payment. To ensure that we have all the correct information, all vendors must complete our New Vendor Form. This form collects the legal business name, GST/HST registration number, mailing address, A/R contact, terms of payment, payment method, EFT remittance email address and banking information for eft payment.
Feel free the share this link with your vendors so they can complete the vendor creation form.
Where and how should invoices be submitted for payment?
Submitting Invoices for Payment
Invoices are accepted by mail sent to our Home Office or by email. All invoices must contain/reference the clinic or department’s name that procured products or services.
Mail: Kindly address invoices as shown below. Invoices sent using this format are to be addressed as indicated below.
VetStrategy Canada Holding Inc.
<Clinic Name Inserted Here>
Attn: Accounts Payable Department
7000 Pine Valley Drive, Suite 201
Woodbridge ON L4L 4Y8
Email: If you prefer to send your invoices electronically, they must be submitted in the correct format to email@example.com.
- Each file must contain only one invoice/statement.
- Accepted file formats are PDF, JPG/GIF/PNG. The system will automatically reject Excel & Word documents or details within the email body.
- Backup for the invoices (e.g. work orders etc.)must be included in the same file as the invoice.
Kindly note that the email address provided above is not being monitored. The system will reject the invoice submitted in the incorrect format with no notification to the sender or the recipient.
When and how will my invoice be paid?
VetStrategy’s primary method of payment is EFT (Electronic Funds Transfer). It is a faster and more secure way of issuing payments. When completing our New Vendor Set Up form, kindly ensure that your EFT information is also completed and submitted to avoid payment delays.
EFT Payments are issued weekly on Fridays during our payment run process. All invoices processed and due on the date of the run or prior are paid during this process.
If you prefer to be paid by cheque, you will experience payment delays. Cheque payments are only issued once per month and sent by regular mail. VetStrategy has no way of tracking cheques once placed in the mail.
For vendors that are currently with us but would like to register for EFT they can do so my completing the EFT Registration Form.
If I haven’t received payment, who should vendors contact?
Inquiries regarding payments or invoices can be directed to firstname.lastname@example.org , only if the request is being submitted by the vendor. If the inquiry is being submitted by an employee, you are required to create a ticket on Zendesk.
When submitting payment inquires, ensure that the invoice number, dates and amounts are included in the request. If you have not received any responses to your inquiry within two business days, please feel free to escalate to email@example.com with the ticket number.
What information can I share with my new vendor?
Attached to this article is our "Vendor Information Sheet" please feel free to download this document and share with your vendor.