Invoice Information

Guides and Service Information

A new invoice format will has been in use since November 2014. The new design will make your invoice easier to read and pay. This section is designed to help you understand the information that appears on your invoice. 

Get PDF Version

Introducing Invoice Gateway, an online portal with features that will make payment processing, access to invoices, and invoice reports easier and more flexible. Here are some of the features of Invoice Gateway:

  • Archive Portal - Provides access to invoices to view or download PDF copies of your invoices, as well as access to preformatted invoice data files to download.
  • Payment portal - Provides the ability to view your outstanding balance per invoice, process payments online, and set up payment scheduling capabilities.

This section is designed to help you enroll your organization's Administrator in Invoice Gateway. PLEASE NOTE THAT ACCESS TO INVOICE GATEWAY REQUIRES RECEIPT OF THE NEW INVOICE FORMAT.

HOW TO SIGN UP FOR INVOICE GATEWAY

  • Proceed to ironmountainbillingservices.billtrust.com
  • Select the Enroll Now tab and fill in the appropriate information in the form.
  • Once you’ve completed the form, be sure to select the Enroll button to complete your enrollment.
  • An activation email will be sent automatically to the email address you registered on the enrollment form.
  • Once activated, you will be able to sign in to Invoice Gateway from the homepage by clicking the Sign In tab.

At Iron Mountain, we're focused on providing excellent service every day. We've listened to customers and are excited to announce a new invoice format and new invoicing services. This section contains reference documents, "how to's" and online demos to help you get started. Here you will find step-by-step instructions on how to sign up and use Invoice Gateway, an online portal with features that will make payment processing, access to invoices, and invoice reports easier and more flexible. Invoice Gateway also provides you with access to invoice procedural and reference documents.

Click here for access to training documents and online demos
Learn which invoice package option is right for you. View the package options summery here & a more detailed view here.

Your new Iron Mountain Data Protection and Recovery Invoice is designed to be concise and easy-to-read. The numbered key and sample invoice shown below explain various entries and sections of a typical invoice.

Please note that the first page of your invoice clearly indicates the Invoice Number, Payment Terms, and Due Date (number 4 in the sample invoice) as well as Iron Mountain Contact Information (number 3). When paying your Iron Mountain Invoice, please include the detachable Remittance Advice (number 6) with your payment. If you do not include the Remittance Advice, it is important that you include the invoice number on your check. For more information about how to read your invoice, please contact your Iron Mountain Account Manager.

1. Customer Information. Includes:
  • Customer Site ID - a unique identifier assigned to an account. An invoice may include more than one customer account.
  • Company Name - as it appears in our records.
  • Iron Mountain Price Schedule determining your fees.
  • Your Purchase Order (PO) number(s), if applicable
2. Item Description.

Fully itemizes services and media for which you are being charged in this billing period. For more detailed information about specific slotted media or container items, click here.

3. Iron Mountain Contact Information.

The phone number of an Iron Mountain Billing Representative who can answer your questions quickly and accurately.

4. Payment Information.

Includes:

  • Invoice Number - put on your check if not enclosing the Remittance Advice with your payment
  • Due Date - the date your payment is due to Iron Mountain.
  • Your Payment Terms
  • Iron Mountain's Tax ID for your vendor systems, if applicable
  • If you would prefer to make your payment by credit card please visit our payment site at https://payments.ironmountain.com/.
5. Invoice Totals.

The sum of all invoice charges, including taxes. For a more detailed explanation of weighted average price related to Vaulting charges, click here.

6. Remittance Advice.

Detachable form summarizing key billing terms, dates, and identifiers and providing Iron Mountain mailing address for payment. Return Remittance Advice with your check.

Invoice Levels

Should you need to have each division or department within your organization submit payment separately, we can provide separate invoices by division or department. These can be mailed to different billing addresses or contacts. Combining multiple accounts into one invoice is an option for customers that have multiple accounts for operational purposes but who would like to centralize and simplify their accounts payable function.

records storage invoice example

Iron Mountain has standardized vaulting service pricing for containers based upon container size categories.  In order to fairly account for the current differences between items, pricing for each container size category will be calibrated on a weighted average basis according to actual inventory; once the weighted average is determined, it will not vary if the mix of container types within a category changes.  As a result, some of your individual invoice items will be increased or decreased.  For a detailed example of a weighted average calculation, see below.

For example, if a customer has the following containers within the Medium Container Category:

3 CONTAINER - 5 1/4 FLOPPY (CAP = 12), with a price of $30
4 CONTAINER - DLT (CAPACITY = 32), with a price of $32
10 CONTAINER - TUB (MEDIUM), with a price of $28

With weighted average, the new monthly price per item would be $29.29.  

Weighted average says to actually take account of all the items you have, so that calculation would be:

CONTAINER - 5 1/4 FLOPPY (CAP = 12) 

$30

CONTAINER - 5 1/4 FLOPPY (CAP = 12)

$30

CONTAINER - 5 1/4 FLOPPY (CAP = 12)

$30

CONTAINER - DLT (CAPACITY = 32) 

$32

CONTAINER - DLT (CAPACITY = 32) 

$32

CONTAINER - DLT (CAPACITY = 32)  

$32

CONTAINER - DLT (CAPACITY = 32)

$32

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (MEDIUM)

$28

CONTAINER - TUB (Medium)

$28

Total 

$498

Quantity

17

Weighted Average Price  

$29.29

Weighted Average is determined by dividing the sum of all Monthly prices and dividing by the total number of items.  For the above example, the calculation would be as follows:

Sum of all total Monthly Prices: $498
Divided by Total Number of Items: 17
Equals Weighted Average Price: $29.29

A similar calculation will be executed for each container size category.