FAR 52.247-28—Contractor’s Invoices.
Plain-English Summary
FAR 52.247-28, Contractor’s Invoices, is a very short clause that governs how invoices must be prepared and identified for certain transportation contracts, specifically drayage or other term contracts for transportation or transportation-related services. It tells the contractor to submit itemized invoices in the format and manner instructed by the ordering agency, and it requires each invoice to include the contract number plus other ordering office document identification. The clause exists to make billing traceable to the correct contract and the specific order or service request, which is especially important when multiple offices, shipments, or transportation actions are being billed under the same contract. In practice, this clause helps the government match invoices to the right ordering activity, verify services were ordered and received, and process payment without delays caused by missing or unclear references. It also gives the agency flexibility to prescribe invoice content and submission instructions tailored to its own transportation billing procedures.
Key Rules
Itemized invoices required
The contractor must submit invoices that are itemized, not lump-sum or vague. The level of detail must be sufficient to support the billed transportation or drayage services as instructed by the ordering agency.
Follow agency instructions
The invoice format and submission method must comply with the instructions provided by the agency ordering services under the contract. This means the agency may specify what line items, supporting data, or billing structure must appear on the invoice.
Include contract number
Each invoice must be annotated with the contract number. This is a mandatory identification element that ties the invoice to the governing contract.
Include ordering office identification
Each invoice must also show the other ordering office document identification, such as a task, call, order, or shipment reference used by the ordering office. This ensures the invoice can be matched to the specific ordering action.
Applies to transportation-related term contracts
The clause is prescribed for drayage or other term contracts for transportation or transportation-related services. It is not a general invoicing clause for all FAR contracts, but a targeted requirement for this contract type.
Responsibilities
Contractor
Prepare and submit itemized invoices exactly as instructed by the ordering agency. Ensure every invoice includes the contract number and the applicable ordering office document identification so the government can validate and process the bill.
Ordering Agency
Provide the contractor with clear invoicing instructions for the contract and use the invoice identifiers to match charges to the correct order, shipment, or service request. Review invoices for compliance with the required format and references before payment.
Contracting Officer
Ensure the clause is included when required by the prescription and that the contract structure supports proper invoice identification and payment administration. Resolve or coordinate issues if invoicing instructions or identification requirements are unclear.
Practical Implications
Contractors should expect agency-specific invoice rules, so a standard company invoice may not be enough if it does not include the required references or itemization.
Missing the contract number or ordering office document ID can delay payment because the invoice may not be traceable to the correct order or shipment.
Because this clause applies to transportation and drayage-type term contracts, billing often depends on matching invoices to individual orders, making accurate documentation critical.
Agencies should give clear billing instructions up front; otherwise, contractors may submit invoices that are technically itemized but still unusable for payment processing.
The main compliance risk is not the amount billed but the invoice’s traceability and format, so administrative accuracy matters as much as the underlying service performance.
Official Regulatory Text
As prescribed in 47.207-9 (c) , insert the following clause in solicitations and contracts for drayage or other term con- tracts for transportation or for transportation-related services: Contractor’s Invoices (Apr 1984) The Contractor shall submit itemized invoices as instructed by the agency ordering services under this contract. The Contractor shall annotate each invoice with the contract number and other ordering office document identification. (End of clause)