Provide the correct billing entity
Confirm the organisation name, billing address and finance contact that should appear on the invoice. If the booking is made by an assistant for another group company, resolve that distinction before confirmation. Do not assume the traveller’s employer, host company and paying entity are necessarily the same organisation. Check the spelling and address against the client’s own approved billing instructions instead of copying an informal email signature.
Include internal references
Supply any purchase-order number, cost centre or project reference required by the client’s payment process. Ask whether those details must appear on the offer as well as the invoice. A late accounting correction can delay reconciliation even when the service was delivered correctly, so assign one finance contact for clarification. If a purchase order is not yet available, tell the provider and agree how confirmation will be handled before service.
Separate personnel and vehicle lines
Protection is priced at CHF65 per guard per hour with a minimum of eight hours per guard. Ask for guard count and agreed hours to be visible in the commercial record. Limousine transport should be identifiable separately, allowing the client to allocate costs without interpreting a single unexplained combined amount. For two guards booked for eight hours each, the personnel line should be recognisable as CHF1,040 before separate vehicle charges.
Reconcile approved changes
Retain the booking confirmation and acknowledged extensions with the invoice record. The person reviewing payment should be able to connect additional hours to an authorised change. Keep the supporting documents proportionate; finance teams generally need the commercial evidence, not private meeting content or unnecessary details about the principal’s personal activities. Where the company uses a travel-management platform, make sure its record reflects the final accepted service rather than the initial enquiry.