Paying GSA rent through G-Invoicing

Ready to manage your rent through G-Invoicing? Walk through what you need to do: set up your agreement with us, receive your monthly rent orders, and handle any adjustments along the way.

Rent went live in G-Invoicing in May 2025, and we’re bringing customers on board in phases as trading partners are ready. Before you can start receiving your rent orders, there’s one thing you’ll need to do first: sign a General Terms and Conditions agreement, or GT&C, with us.

Questions at any point? Email us at: ginvoicing.rent@gsa.gov.

1. Find out when your agency transitions

   We transition rent one bureau at a time. All occupancy agreements for a bureau move together. We will not split a bureau’s transactions by occupancy agreement, geographic location, or any other method.

   Your entire agency does not need to move at once. If you have multiple bureaus under the same Agency Location Code, individual bureaus can transition while others wait until they’re ready. Until we activate a bureau in G-Invoicing, that bureau’s rent continues through the current Intra-Governmental Payment and Collection, or IPAC, process.

2. Set up your rent GT&C

   You must have a signed GT&C before you can receive rent orders in G-Invoicing. Here’s how to set one up.

   • Step 1: Turn on Constructive Order Acceptance in G-Invoicing. We cannot create your GT&C until this feature is on, so do this first.
   • Step 2: Email ginvoicing.rent@gsa.gov to begin. We will coordinate the process with you and let you know when it’s your turn to enter your information.
   • Step 3: Enter your customer information in G-Invoicing. When we notify you, provide your group name and ALC.
   • Step 4: Review and sign the GT&C. We cite its legal authority under 40 U.S.C. § 586(b) on all rent GT&Cs, which establishes the purpose and authority for the agreement.

   What to know about your GT&C

   How many you need: we prefers one GT&C per customer agency. You may need more than one if your agency has different signatory authorities across ALCs, or if you need different group names across orders. If so, give us a list of Agency Bureau Codes to associate with each GT&C.

   Multiple ALCs: A single GT&C can include multiple ALCs.

   Length: we prefer a 10-year GT&C. This term is separate from the term on any individual occupancy agreement.

3. Understand how rent orders connect to your GT&C

   Each occupancy agreement is tied to an Agency Bureau Code, and we maintain the ALC for each of those codes. In G-Invoicing, every rent order must be linked to a GT&C that includes the correct ALC and group name for that Agency Bureau Code.

   You do not need separate GT&Cs to break out different payment details. Every order already includes the occupancy agreement number, location and bureau, ALC, Treasury Account Symbols, or TAS, and line of accounting, or LOA.

   Using subordinate groups: Rent orders always cite only the parent group name. A subordinate group lets that group view all of the parent group’s orders. You can add subgroups to a GT&C with an administrative change—you do not need to sign it again.

4. Follow the monthly rent cycle

   Rent uses a seller-facilitated workflow, which means we—not you—upload the orders. Each order has one line and one schedule per occupancy agreement, per month. Rent orders are FOB sources.

   Here’s what happens each month:

   • Step 1: On the 16th, we upload your orders. We upload one order for each occupancy agreement. No action is needed from you yet.

   • Step 2: During the seven-day pause, the 16th through the 22nd, review each order. For each order, you can:

     • Accept it,
     • Reject it if something is wrong, or
     • Take no action, which lets it move forward automatically.

     This is also your window to change the TAS/TSYM or LOA on an individual order (see the next section).

   • Step 3: On the 25th, orders finalize. Any order you did not reject moves to “open for performance.” We submit performance, and settlement happens immediately.

   If you reject an order: we work with you to fix the issue and resubmit it. If it isn’t resolved by month end, we submit it the following month and the seven-day pause starts over. You may need to record expense accruals where applicable.

   Need help with an order? Email us at: ginvoicing.rent@gsa.gov.

5. Change your TAS/TSYM or line of accounting

   Pick the situation that matches your need.

   To change one order: During the seven-day pause, before performance, update the TAS/TSYM or LOA on that order. We apply your update to all future monthly orders for that occupancy agreement.

   To change your entire bureau, including fiscal-year updates: Send your request to us. We process bureau-wide changes before generating the monthly orders and maintain TAS information at the bureau level, including for new occupancy agreements.

   • Requested on or before the 15th → applies to that month’s orders.
   • Requested after the 15th → applies to the following month’s orders.

   To correct a TAS after performance has already happened: Email ginvoicing.rent@gsa.gov to ask whether we can help. You can’t make this change yourself once performance has occurred.

   Note: We currently allow only one TAS per order for a single occupancy agreement. Support for multiple TAS is planned for the future.

6. Adjust or correct an order

   How we handle your adjustment depends on the month it applies to:

   • Before May 2025 (or before your agency went live): we send the adjustment through IPAC. Make sure you can still use IPAC for these.
   • May 2025 or later, for a month that had a G-Invoicing order: we modify that month’s order and resend it. The seven-day Constructive Order Acceptance window applies, so review it as you would any order.
   • Current month: we include it in the current month’s order, netting it against your total monthly rent amount.

   You’ll find details for both prior- and current-month adjustments in the current month’s Rent on the Web bill.

   Fix an incorrect order amount

   Do not reject the order—a rejected order cannot be credited. Instead, open the OASIS Billing system and submit a Customer Request describing the issue. PBS will review and address it.

7. Rent billing during a continuing resolution

   Rent processing continues as normal. We upload orders on the 16th of the month and post performance and billing status notices on ROW.

8. Find your bill details

   The G-Invoicing order shows a single total amount, similar to IPAC. For itemized billing detail, use ROW.

   New to ROW? Request access with the ROW access form or by emailing COPBSApp@gsa.gov. Once you have access, log in to view your billing details, including prior- and current-month adjustments.

9. Reference: How rent data maps to the G-Invoicing order

   This table shows how we map rent information to each G-Invoicing field.

   G-Invoicing field	FIDs description	GSA mapping	Example
   Order tracking number	Servicing agency order number	Occupancy agreement number	ADC00020
   Address identifier	Ship to address 1	Building name from the occupancy agreement	GSA headquarters
   Address 1	Ship to address 2	Line address of the building location	1800 F St NW
   City	Ship to city	City of the building location	Washington
   Postal code	Ship to postal code	ZIP code of the building location	20405
   State	Ship to state	State code of the building location	District of Columbia
   Country	Ship to country code	Country code of the building location	US
   Unit of measure	Reimbursable line costs unit of measure	US Dollars	DO
   Unit cost	Order schedule unit price	Set to $1.00	$1.00
   Quantity	Order schedule quantity	Dollar amount of rent due	5382.75
   Additional accounting classification	Additional accounting info for internal tracking	Customer fund source (optional, such as LOA or MIPR number)	107000507669.254G.001 / 2039095.S.0047436.11