This article is specifically for SparkWell Projects. Some information may apply to other organizations, but the processes described here are specific to the SparkWell program.
SparkWell project leads who have received an invoice and need to know how to get it paid with project funds. If you are a contractor submitting your own invoice, see Key Information for SparkWell Contractors instead.
How to Pay an Invoice
How you pay for an invoice depends on who sent it and how they accept payment. Most invoices or expenses follow one of three paths: pay it yourself by card, send it to the SparkWell bookkeeping team, or redirect it through the contractor process.
Before paying any invoice, confirm that the expense is allowed. Review the SparkWell Expense Policy if you have questions about what project funds can and cannot cover.
For a single purchase that exceeds 5,000 USD, please get approval from your Program Manager before making the purchase.
Choose the right payment path
| Invoice type | What to do |
|---|---|
| One-time invoice payable by card | Pay it with your project card |
| One-time expense or invoice payable by check or ACH | Email it to GrowthForce (growthforce@antientropy.org) and cc your Program Manager |
| Invoice from an existing contractor | Redirect the contractor to submit it themselves to GrowthForce (growthforce@antientropy.org) with their Project Lead cc'd |
| Invoice from someone you will keep working with | Ask your Program Manager to set up a contract first |
Paying by card
You can pay a one-time vendor or service invoice directly with your project card. These purchases do not need a contract. Follow the below steps:
- Check your weekly card limit. If the invoice is larger than your limit, ask for an increase before you pay.
- Pay the invoice using your project card.
- Attach the invoice to the transaction in Mercury.
Sending an invoice to GrowthForce
If the vendor only accepts check or ACH, GrowthForce, the fiscal sponsor's bookkeeping team, will pay it for you. Follow the steps below:
- Email growthforce@antientropy.org and cc your Program Manager.
- Attach the invoice.
- GrowthForce will take it from there.
Invoices from contractors
Contractors are expected to submit their invoices directly to GrowthForce and cc Project Leads for approval. If a contractor sends an invoice to you, reply with a link to Key Information for SparkWell Contractors and ask them to resubmit following those steps.
If you expect ongoing work with someone who is not yet under contract, contact your Program Manager to set them up as a contractor. See Setting Up A Contractor for what to prepare. Once the contract is signed, they submit invoices like any other contractor.
Illustrative scenarios
A vendor or service sends a 2,500 USD invoice and accepts Visa. If the expenditure is approved, no contract is needed. Confirm your weekly card limit covers 2,500 and request an increase if it does not, then pay with your project card and attach the invoice in Mercury.
A Project Lead receives a one-time law firm or consulting invoice payable by check or ACH. Email the invoice to growthforce@antientropy.org with your Program Manager cc'd. GrowthForce will process the payment.
A contractor sends a Project Lead their monthly invoice. Reply with a link to the contractor article and ask them to resubmit it to GrowthForce as described there.
You receive an invoice from a videographer you plan to keep working with. A videographer invoices a you for a deliverable, and you plan to make four or five more together. Because the work is ongoing, you should email your Program Manager to set the videographer up on a contract. Once the contract is in place, the videographer submits invoices following the standard contractor process.