How to Submit an Invoice in WAWF (PIEE): Contractor Guide

To submit an invoice in WAWF, sign in to the Procurement Integrated Enterprise Environment (PIEE), open Wide Area Workflow, create the document type specified in your contract, confirm the contract and routing details, enter the invoice lines, attach required supporting documents, and submit. Save the confirmation and track the document through the applicable government workflow. Uploading a PDF alone is not a substitute for completing the required electronic record.

This guide is for contractors billing the U.S. Department of Defense. Your contract, modifications, and contracting officer's instructions take precedence over a general checklist. WAWF requirements vary by document type and payment system; do not assume that every invoice follows the same screens or approval sequence.

What is WAWF, and how does it relate to PIEE?

Wide Area Workflow (WAWF) is the application used for electronic invoicing, receiving reports, and related payment documents. PIEE is the environment through which users access WAWF and other procurement applications. Older material may refer to iRAPT. For billing teams, the practical distinction is simple: use your authorized PIEE account to reach the WAWF workflow required by the contract.

Unlike a typical commercial procurement portal, WAWF uses contract identifiers, government routing locations, and document-specific rules. For context on the broader operating model, see our procurement portal invoice submission guide.

WAWF invoice submission checklist: what to gather first

• Authorized access: confirm that your PIEE account has the appropriate active WAWF vendor role for the company location you are billing from. A login alone does not establish permission to submit for every entity.
• Contract instructions: collect the current contract, applicable delivery or task order, modifications, and electronic invoicing instructions.
• Supplier identity: confirm the correct Commercial and Government Entity (CAGE) code and applicable supplier registration details.
• Document type: identify the required payment request and any receiving-report requirement before creating a document.
• Routing details: collect the Department of Defense Activity Address Codes (DoDAACs) and any extensions specified for your workflow, including the pay office and relevant administrative, receiving, acceptance, or processing locations.
• Invoice data: use the invoice number, date, contract line item numbers (CLINs), applicable subline items, quantities, units, prices, and billing period from approved source records.
• Supporting evidence: gather the contract-required invoice image, timesheets, delivery evidence, or other billing documentation. Provide only information authorized for the destination.

If the routing codes or required document type are unclear, ask the contracting officer or designated contract administrator before submitting. Do not copy another contract's codes just because the customer organization looks similar.

Choose the WAWF document type your contract requires

The official WAWF training library documents several distinct workflows, including a standalone Invoice, Invoice and Receiving Report (Combo), Invoice as 2-in-1 (Services Only), and Cost Voucher. These are not interchangeable options.

• Standalone Invoice: a payment-request document with its own routing and payment-system rules. Do not assume it creates a receiving report.
• Invoice and Receiving Report (Combo): combines invoice and receiving-report creation where the contract calls for that workflow.
• Invoice as 2-in-1 (Services Only): a services-specific option; use it only when appropriate under the contract's instructions.
• Cost Voucher or another payment request: follow the corresponding official training and contractual requirements rather than forcing the request into a standard invoice.

A document type being available in the application does not mean it is correct for your contract. Resolve uncertainty with the authorized government contact.

How to submit an invoice in WAWF: step by step

1. Open WAWF with the correct vendor access

Sign in through PIEE and open WAWF. Confirm the company location and vendor permissions before beginning document creation. If the application or required action is missing, have your access reviewed rather than creating a second account as a workaround.

2. Identify the contract and order

Begin the document creation workflow and enter the contract number and applicable order information. Select the correct CAGE code and pay office when prompted. Check identifiers against the current contract, preserving the required format rather than substituting an internal sales-order number.

3. Select the specified document type

Choose the type named in the invoicing instructions. When contract data is pre-populated from Electronic Document Access (EDA), review it against the current contract and modifications. Pre-populated data still needs checking. If you create from an earlier document template, verify every carried-forward field, not just the invoice number.

4. Review routing codes

Confirm the DoDAACs and extensions applicable to your document. Routing determines which government users receive the record. A valid code can still be the wrong destination for this contract. If the contract and pre-populated routing disagree, resolve the discrepancy with the designated government contact rather than guessing.

5. Complete the header and line items

Enter the invoice number and date, then complete the required header, address, and line-item information. Match the CLIN or applicable subline item, description, quantity, unit of measure, unit price, and amount to the authorized billing. Enter service periods, shipment references, accounting references, or other conditional fields when required by the selected workflow.

Reconcile the invoice total to the electronic lines and supporting records. Do not change contractual pricing or quantities simply to clear a validation message.

6. Attach required evidence and review

Add the supporting documents required by the contract and relevant document type. Check that attachments are readable and agree with the entered invoice. File restrictions can change, so follow the current application guidance rather than relying on an old limit. Review supplier identity, contract and order, routing, dates, lines, totals, and attachments together.

7. Submit and preserve the confirmation

Complete the submission action for your document. Confirm that WAWF reports success, and retain the document reference, invoice number, submission time, and relevant confirmation details with your accounting record. A saved draft is not a submitted invoice.

8. Monitor the document and reconcile payment

Check document history, status, and notifications for the next required action. Government review, receiving or acceptance activity, certification, and payment processing depend on the selected workflow. Keep the actual portal state aligned with your AR records and reconcile issued payment to remittance and bank activity.

Does submitted or processed mean the invoice is paid?

No. Submission, processing, acceptance, and payment are different events. The official standalone Invoice guide explains that a newly created invoice can show Submitted or Processed depending on the Local Processing Office and entitlement-system path. Neither label by itself confirms receipt of cash.

A standalone invoice does not follow the same inspection and acceptance process as a receiving report. Use the training for your document type, read the document history, and identify the office responsible for the next action. Do not promise a universal payment timeline based solely on a WAWF status.

Common WAWF invoice submission problems and next steps

Problem	What to check	Next action
Missing vendor access	Active role and correct company location	Ask the appropriate administrator to review permissions
Contract or order validation issue	Identifier format, current contract, and applicable order	Correct source-entry errors or resolve contract-data differences
Incorrect or inactive routing location	DoDAACs, extensions, and current contract instructions	Confirm the authorized destination with the government contact
Wrong document type	Contract billing instructions and payment-request requirements	Confirm the proper correction path before replacing the document
Line or amount discrepancy	CLINs, quantities, units, prices, periods, and prior billing	Resolve the underlying discrepancy without altering approved terms
Missing supporting evidence	Contract-required attachments and consistency with the invoice	Add or correct evidence using the permitted document action
Duplicate warning	Existing submissions, invoice references, and document history	Investigate the original; do not change the number just to bypass the warning

For a returned or rejected document, save the exact reason, identify who owns the correction, and use the action permitted for that document and status. Recall, resubmission, and voiding are not interchangeable. If the original is already in processing, confirm the appropriate route before creating a replacement.

Reducing the manual work around WAWF invoicing

The repetitive work is often outside the final submission: finding the current contract, gathering invoice data, checking required evidence, tracking document status, and keeping accounting records up to date. A useful automation discussion starts with those specific steps and the controls your team must retain.

LedgerUp's procurement portal automation addresses invoice preparation, portal submission workflows, status tracking, and exception handling across customer systems. For WAWF, review your exact document types, authorized access, data-handling requirements, and approval boundaries with our team before deciding what to automate. Government acceptance and payment remain subject to the contract and government processes.

Submitting invoices through WAWF? Book a LedgerUp demo to discuss your WAWF invoice workflow. Bring a description of your process with sensitive contract and invoice data removed, and we'll identify the repetitive steps and decisions that need to stay with your team.

Frequently asked questions

Is WAWF the same as PIEE?

No. PIEE is the environment that provides access to WAWF and other procurement applications. WAWF handles the relevant invoicing, receiving-report, and payment-document workflows.

Can I submit a PDF invoice instead of entering the WAWF fields?

A PDF attachment alone does not replace the electronic document required by your contract. Complete the applicable WAWF record and attach supporting files as instructed.

Which DoDAAC should I use?

Use the routing locations specified for your contract and document type. If the instructions are missing or conflict with pre-populated information, confirm them with the designated government contact.

Should I use a Combo or a 2-in-1 invoice?

Follow the contract's document-type instructions. Combo, standalone Invoice, and services-only 2-in-1 are different workflows; do not choose solely for convenience.

Can LedgerUp help with our WAWF invoice process?

Discuss your specific WAWF workflow with LedgerUp to confirm the supported scope, access requirements, and controls. This guide does not establish that every WAWF document type or submission method is supported.

Official WAWF resources

This guide draws on the official PIEE WAWF web-based training library and its standalone Invoice guide, including contract identification, routing, line data, submission, duplicate checks, and processing status. Use the current training for your specific document type together with your contract instructions. LedgerUp is not a government agency, and this general guide is not a substitute for contractual, accounting, or legal advice.