Vendor Invoicing and Payment Issuance

Invoicing Guidelines

All ProMedica invoices are to be submitted electronically either via GHX or email PHSInvoices@promedica.org.

Vendor Invoicing Requirements

ProMedica has an email-to-scan process. Therefore, vendors must submit invoices via email if they do not utilize EDI/GHX invoice submission.

Do not submit invoices more than once. This will cause significant payment delays.

Invoices submitted via email must be in PDF format only. Other formats, including encrypted, forwarded emails and Microsoft Word and Excel files, are not readable and cannot be utilized by ProMedica. Each invoice must be saved as one PDF file that includes all pages for that invoice. You may submit multiple invoices in one email, as long as each invoice is attached as a separate PDF. Invoices should be black and white only. Invoices with colored font and logos are not readable by our automated invoice ingestion software.

Beginning Dec. 1, 2024, ProMedica will no longer process invoices received through U.S. Mail. Please email invoices ONLY to  PHSInvoices@promedica.org.

Your invoice(s) may be rejected, or payments delayed, if any of these invoice standards are missing:

  • Unique invoice number.
  • Invoice date.
  • ProMedica facility name.
  • ProMedica facility address.
  • Vendor company name.
  • Remit address.
  • Vendor Federal Tax ID (TIN/EIN).

  • Valid accounting general ledger (G/L) string or Purchase Order #.

    Accounting coding must be in a XXXX-XXXXX-XXXX-XXXXXX numerical format.

    Please contact your ProMedica requestor for the G/L string or Purchase Order number.

  • Description of service/product provided.
  • Invoice amount.

Payment Issuance

Payment terms are 90 days for all products and services. Each vendor may select a 45-day payment term if the vendor agrees to accept a prompt pay discount of 2% of the total invoice amount.

The "Payment Term" will start on the later of the "invoice date" or "the date an accurate invoice is electronically received in our invoice processing system." No invoices can be submitted until products or services are received. MasterCard and discount terms are processed daily. Automated clearing house (ACH) and check payments are processed weekly.

Payment inquiries and vendor statements should be sent via email to the corresponding contact below.

Accounts Payable Vendor Alpha Assignments

Vendors Beginning with Letter AP Contact Email
A, B (excluding Abbvie, Arthrex, Amazon and Beckman Coulter) Robin Rahm robin.rahm@promedica.org
Abbvie US LLC, Arthrex Inc., Amazon Capital Raeann Karcher raeann.karcher@promedica.org
Beckman Coulter Amy Kauffman amy.kauffman2@promedica.org
C, D (excluding Cintas Corporation Lejla Hadzovic lejla.hadzovic@promedica.org
Cintas Corporation Marcia Gardner marcia.gardner@promedica.org
E, F Raeann Karcher raeann.karcher@promedica.org
G, H, I Marcia Gardner marcia.gardner@promedica.org
J, K, L, M (excluding Medline) Eva Greenman eva.greenman@promedica.org
Medline Amy Kauffman amy.kauffman2@promedica.org
N, O, P, Q, R Jeff Jankowski jeff.jankowski@promedica.org
S Angela McCoy angela.mccoy@promedica.org
T, U, V, W, X, Y, Z (excluding Yellowstone Landscape Inc.) Mathew Gillig mathew.gillig@promedica.org
Yellowstone Landscape Inc. Jeff Jankowski jeff.jankowski@promedica.org

Reminders:

  • Continue to submit vendor invoices to PHSInvoices@ProMedica.org.
  • Send inquiries and vendor statements directly to the assigned AP team member.
  • Please discontinue using PHSAccountsPayable@ProMedica.org for inquiries.
  • For vendors with both a corporate (main) name and a "doing business as" (DBA) or remit-to name, use the corporate (main) name for the AP staff alpha assignment.
  • If a vendor's name starts with a number, spell out the number and reach out to the Accounts Payable team member responsible for that corresponding letter.
  • If there is a need to escalate your inquiry due to a delayed response or another issue, please get in touch with Kay Schloemp or Stephany Hineland.