Invoices
When goods or services have been supplied, you must send us an invoice to be paid.
All invoices must:
- be addressed to Medway Council
- be sent in PDF format
- contain one invoice per PDF document (up to 3 PDFs can be attached to one email)
- use the same font throughout
- not use italics
- contain as much information as possible about what the payment is for
- not be submitted until goods or services have been supplied.
Your invoice must include:
- supplier name and address
- the words ‘invoice’ or ‘credit note’
- invoice number and date
- the word ‘Purchase Order (PO)’
- a PO number that’s valid for the period of the invoice
- a description of goods and services
- any unique reference number or information requested by our staff member
- net value
- total value and currency
- if the goods or services have VAT or not
- bank account details
- your company VAT registration number.
Agency invoices
Including the list above, agency related invoices must also include:
- the correct spelling of a candidate’s full name
- a timesheet in ‘table’ format
- number of hours/ days worked and who this has been authorised by
- a week ending date
- an hourly or daily charge rate.
Agency related invoices will upload into our invoice checking system. The system will make several automated checks to ensure the invoice is valid.
If your invoice does not comply it may delay processing and payment.
Where to send invoices
General supplier invoices
Supplier invoices must be sent to exchequerprocessing@medway.gov.uk.
Unless you’re eligible for an exception you must:
- include the PO number
- not send your invoice to another department as it will not count as being received and will delay payment.
Agency invoices
Invoices from agencies must be sent to exchequeragencies@medwaygov.uk
What happens once we receive an invoice
We'll check that your invoice contains all the information we need.
If we can validate an invoice, we will arrange payment. We usually make payment by BACS within 30 days of receiving a valid invoice.
We’ll let you know if your invoice is invalid because it failed our checks. We’ll explain what the problem is and what amendments you need to make or extra information you need to provide.
We do not count invalid invoices as received. The 30-day timer to make payment will not start until we have received a valid invoice from you.
We're looking to move to all invoices to an automated checking system in the future. This will speed up the payment process.