Submit an Invoice
Information for vendors and service providers billing the Relief Association.
Where to Send Invoices
All invoices should be submitted by email to:
AccountsPayable@bbfra.org
Invoice Requirements
To ensure timely processing, all invoices must be detailed invoices, not generic statements. Each invoice should include:
- Vendor name and contact information — Company name, address, phone, and email
- Invoice number and date
- Itemized list of products or services — Each line item must describe the specific product purchased or service performed, with individual pricing
- Quantities and unit prices for all products
- Service dates — When the service was performed or products delivered
- Total amount due
Generic statements or summary invoices will not be accepted. The association is required to maintain detailed documentation of all expenditures for Pennsylvania Auditor General review. Invoices that lack sufficient detail will be returned for revision.
Payment Terms
The Baldwin Borough Firefighters Relief Association is a net-60 organization. Payment is issued within 60 days of receipt of a complete, properly documented invoice.
All expenditures must be authorized by a membership vote at a regular meeting and recorded in the meeting minutes before payment can be processed. This is a legal requirement under Pennsylvania law governing relief association funds.
Accepted Invoice Formats
Invoices may be submitted as:
- PDF attachments (preferred)
- Scanned documents (clear, legible copies)
- Invoices generated by accounting or billing software
Please do not send invoices as images embedded in the email body.
Questions?
For questions about invoice status or payment, contact us at AccountsPayable@bbfra.org or attend the next monthly meeting.