Vendor Resources
866-571-4609 ext. 2555
Become a Vendor
For more than 30 years, Ferrandino & Son has built partnerships with local companies who have become part of one of the largest strategic partnerships in the facilities industry.
Today, more than 8,000 companies call themselves Vendor Partners of Ferrandino & Son. We asked our Vendor Partners why they joined our network. We narrowed the list down to their top 6.
App Check-In
By downloading our free Mobile App, our Vendor Partners can quickly check-in and out for every service they deliver. This expedites their invoices being approved as well as reduces unnecessary calls between their crews and our office.
More Service Options
Many of our Vendor Partners deliver on more than just one service category. By partnering with Ferrandino & Son, the average partnership includes nearly 3 distinct service categories, expanding revenue options and keeping their crews working more often.
Dedicated Sales Person
When you become a Vendor Partner with Ferrandino & Son, you get the benefit of a dedicated sales person selling the services you offer to other clients in your service market.
Direct Deposit
The check is never in the mail if you opt-in at no cost for direct deposit of your money. It is your money and we want to get it to you faster.
Vendor Relations Group
We built an entire department that only works with our Vendor Partners. They are dedicated to working with you. From contract questions to invoice assistance, they are here for you.
Updated Payment Terms
Standard Pay: Invoices will be paid 75 days after approval with no discount taken.
Important Information:
- Payment terms begin once your invoice is approved. They do not start from date of service or the day you submit your invoice.
- Our payment terms are based on calendar days.
- Once you receive an approval, you can estimate payment 75 days later.
- If your due date is the weekend or a holiday, your check will be issued the next business day.
Get In Touch
If you want to learn more about being a Vendor Partner of Ferrandino & Son, please fill out contact form below
FAQs
Where do I send my invoices?
- You will send them by email to invoicing@ferrandinoandson.com, or by mail to 901 Jefferson Ave. Audubon PA 19403
- Email is the preferred method as it will get your invoices processed quicker and is trackable in our system.
- Keep emails under 10MB. If you send an invoice and it is over 10 MB, we will not get it as our filter program will not accept it.
What needs to be on my invoice?
- Company name
- An unique invoice #
- Account Details- Name and Site info
- Month of service for any routine maintenance
- Our Work Order # for any out of scope or special service
- Ferrandino & Son must be listed as the “bill to” on all invoices
- The more information the better
What type of format should my invoice be submitted?
All invoices are required to be in PDF format as our system does not read any Excel, Word, Plain Text, or Image files. Invoices can also not be placed into the body of the email. All invoices must be submitted as a PDF attachment in order to be reviewed.
Why did I not receive an approval or rejection email for my invoice?
If you did not get one after 7 business days, please contact us to let us know and we will look into this matter for you.
What do I need to include in my submission?
- Any supporting documents such as signoffs, service logs, photos, etc. Depending on your account, these may be required for invoice approval and payment.
- These must accompany your invoice if required
- If you are not able to send them at the same time, we recommend sending the supporting documents first then your invoice. This will make sure validation is on file when we receive your invoice.
Why did my account manager ask me to send them my photos for service?
We recommend copying your account manager on your invoice submission. This way they will get a copy of the photos too. This will also help reduce rejections.
Common Invoice Rejections
Below is a list of some of the more common invoice rejections along with further information on how to prevent them:
Why: Depending on the account, you may need to submit a signoff, photos, service log, etc. with your invoice. If we do not have them, your invoice will be rejected and you will need to resubmit your invoice with the documents. Always refer to your contract or dispatch paperwork to see what documents may be required with your invoice. If we do not have them, we will reject your invoice.
Why: We cannot process or approve an invoice if we do not have your approved W9 on file. It is a requirement by law. Once we receive your approved W9, our Compliance department will assign you an Accounting Reference # and you can submit (or resubmit) your invoice for approval.
Why: All routine/monthly landscaping and lot sweeping invoices cannot be submitted until the last day of the month that they are for. All seasonal snow removal invoices cannot be submitted until the 15th of the month that they are for. We cannot accept an invoice in advance.
Example: June landscaping services cannot be invoiced until 6/30. December’s installment for seasonal snow removal services cannot be invoiced until 12/15.
Why: We need the WO # (or Purchase Order #) to look up your service in our system. If we do not have it, we will not be able to match your invoice to a service in our system and we will reject your invoice. This only pertains to interior services and out of contract exterior services. The WO # can be located on your dispatch paperwork. If you do not have your dispatch paperwork, you can reach out to your Account Manager to obtain it. Reoccurring exterior services that you have signed a contract for does not require a WO or Purchase Order # on your invoice.
Why: Services are in our system according to your contracted/approved rates, therefore, if you are over-billing, we will be unable to process your invoice and it will be rejected. Price increases are only finalized if you received an updated contract or dispatch paperwork. Please make sure to reference your agreed upon pricing, NTEs, or DNE, which can be located on your latest contract or dispatch paperwork.