Supplying goods and services
Hartlepool Borough Council has a commitment to working efficiently with our suppliers.
The preferred method of payment is electronic automated clearing (BACS) and notification of payment by emailed remittance(s).
Purchase Order and Invoice Arrangements
Purchase Order Process
- When supplying the Council with goods / services you are required to secure a valid Purchase Order (PO) prior to any goods / services being provided.
- If a PO number is not provided, your invoice will be automatically returned and you will need to speak with your HBC contact to receive a PO number and your invoice will need to be resubmitted.
- To enable payment to be processed as quickly as possible, the PO number must be clearly printed on the invoice.
- There are a few specific exceptions to this, which are agreed with relevant Council businesses. Your Council contact will be able to advise you if these apply.
Invoice Process
The Council’s Standard Payment Terms are 30 calendar days from receipt of a compliant invoice and received to the following designated payment address:
Hartlepool Borough Council
Accounts Payable Section
PO Box 281
Hartlepool
TS24 4BB
A compliant invoice must clearly display the word “invoice” and include:
- a valid purchase order number
- a unique identification number
- your company name, address and contact information
- the company name and address of the Council
- a clear description of the charge
- the date that the goods or service were provided (supply date)
- the date of the invoice
- the amount(s) being charged
- VAT amount if applicable
- the total amount owed
Invoices that include VAT must also include additional information:
- VAT Registration number
- Tax point date
- Rate of VAT charged per item
If you would like any further information regarding compliant invoices please refer to the link below:
https://www.gov.uk/invoicing-and-taking-payment-from-customers
For suppliers with a local payee postcode we endeavour to pay within 10 working days.
Disputed Invoices
- Any invalid invoices will be placed in dispute and you should be notified within 7 working days with the reason for the dispute.
- Invalid invoices are ones that are either not compliant, not submitted to the correct payment address, do not quote a PO number, incorrect amount or VAT, or there is an issue with the quantity or quality of goods / services delivered.
If you would like extra information regarding becoming a Hartlepool Bororugh Council Supplier please refer to the link below:
