Existing vendors

If your company already has a contract with Metro, the information on this page will help you manage your relationship with Metro, submit invoices, and get paid.

Preparing and submitting invoices for payment

You can submit your invoices in three ways:

• Email your invoice and supporting documentation in PDF format to apinvoice@wmata.com. (You can include more than one PDF attachment in your email.)
• Fax your invoice and supporting documentation to 1-866-534-9063.
• Mail your invoice and supporting documentation to:
  WMATA - Accounts Payable
  P.O. Box 1910
  Beltsville, MD 20704-1910
  Please do not send any other correspondence to this address.

What to include on your invoice

Your invoice should contain all the information below. If anything is missing, your payment might be delayed, or your invoice might be returned to you. 

• Company name, written clearly in the body of your invoice (not just as part of your logo). This should exactly match the company name on your Metro contract or purchase order.
• A unique invoice number for each shipment or service. Your invoice can’t number can contain numbers and letters, but not punctuation or special characters, and you shouldn’t reuse invoice numbers from the previous 24 months.
• Invoice date
• Payment terms
• Invoice amount (the total payment you are requesting)
• Payment address and other information for sending or making payment, written clearly in the body of the invoice
• Freight terms, including the "ship to" address
• Purchase order number
• Contact information, including name and email address

Your invoice must clearly itemize and list costs for products, materials, supplies, parts, equipment, and labor installation or services. Technical descriptions, model numbers, and part numbers alone are not sufficient descriptions. Include all the information below for each line item:

• Description
• Quantity
• Unit item cost
• Extended cost

Also include total freight and handling costs if previously approved on your purchase order.

If your purchase order or contract requires supporting documentation, or if there is documentation that Metro would reasonably expect to review before payment, include it with your invoice; don’t send it separately. If Metro’s procurement department or your contact at Metro has specified a particular format for your documentation, make sure you use it.

Tracking your invoices in process

Once your invoice is in process, you can track its progress in the Supplier Portal. You’ll also get email notifications, including:

1. When your invoice has been received
2. When your invoice is being processed (reviewed)
3. When your invoice has been approved for payment
4. If your invoice is rejected

If you get a rejection email, it will tell you why, and what to do to resolve the issue.

Questions about invoices

If you’ve received an email about your invoice with contact information, email or call that person first.

If you have other questions about how to submit invoices, email wmata_invproc@databankimx.com.

If you have questions about an invoice you’ve already submitted, you can email APinquiries@wmata.com.

Updating your company information

If you’ve had any changes to your company’s business name, ownership, structure, or registration, you must fill out and return the appropriate novation agreement to Metro’s Office of Vendor Relations. Please do this promptly; if you don’t, you’ll be in violation of your contract, and your payments may be delayed or suspended.

• Novation Agreement (Revenue-Generating)
• Novation Agreement (Non-Revenue Generating)

If your company address or phone number has changed (for example, if you’ve moved), but nothing else, you can update the information in the Supplier Portal.