This page contains GitLab's Accounts Payable department policies, procedures and guidelines. Our goal is to enable payments in a timely manner to both our team members and our external partners. We also provide useful links to other areas of the handbook that are relevant to the Accounts Payable procedures.
Welcome to Accounts Payable, commonly referred to as AP. You should be able to find answers to most of your questions in the sections below. If you cannot find what you are looking for, then please connect with us:
Payment Runs are completed on Thursdays. Invoices that are selected for payment on Thursday must be fully approved and vendors successfully onboarded by end of day Tuesday of that week to be included in Thursday's payment run. The payments go out in the following days and may take 3-5 business days to reach the vendor's bank. This depends on the country, currency and the method of payment chosen.
Invoices are paid strictly by the invoice due dates. Any "Urgent Payment" requests will be paid in the next available payment run as long as they have been fully approved and the vendor has been successfully onboarded. AP cannot accommodate same day payment requests.
Suppliers are to be paid via ACH and Wire only. AP does not issue check payments.
The cutoff for customer refund payments are the 25th of each month. Any customer refund requests received after the 25th will be paid the following month.
The AP team will only create issues that are AP related in nature. Any item forwarded to AP that is outside of our regular scope will be forwarded back to the requestor to handle or create the issue.
Contractors and consultants who invoice bi-weekly or monthly will be set to the industry standard of 30 day payment terms.
We’re excited to announce that GitLab has launched Coupa, effective June 1, 2021.
Coupa is a procure-to-pay system that will help us streamline the purchase request process, initiate workflow with approvals, and enable Purchase Orders. We will be rolling out in a phased approach, starting with the US and Netherlands entities - GitLab Inc, Federal, IT BV and BV.
All other entities will also switch over to Coupa in subsequent phases during the remainder of 2021.
You can learn more about Coupa in our FAQ Page
Tipalti is an invoice processing and payment system that GitLab has been using since 2019. We will continue to use Tipalti for invoice processing and payments for all remaining entities until phase 2 of Coupa is implemented.
Invoices for Ireland, GK, GmbH, Korea, UK, Canada Corp, Singapore entities can be sent to firstname.lastname@example.org and/or email@example.com. Vendors can also upload their invoices directly to Tipalti through their supplier portal.
Please visit the Procure to Pay page for a detailed outline of vendor onboarding and invoice processing in each system.
Invoices should be emailed to firstname.lastname@example.org. The AP team will then process the invoice in the respective system.
Further details on this process can be found at the Procure to Pay page
GitLab employs a external company called Montgomery Pacific - commonly known as Montpac. They help us to audit expenses according to the Expense Policy. You may see that they have commented on or sent a report back to you for clarifications or updates. If your report has been rejected by Montpac or Accounts Payable, and you wish to discuss this, please reach out to your manager to discuss further. They can escalate to the AP team, if required.