Purchase Orders, invoicing and payments

Our goal is to make working with us easy. If you have any questions regarding our purchase order and invoicing procedures, please contact us.

Do I need a purchase order number?

A Purchase Order (PN) number is mandatory and this needs to be raised by us before you send us an invoice.  All goods and services provided to us must be supported by a valid purchase order or contract. 

If you have not received a PN number, please request one from the Council staff member responsible for purchasing the goods or service. The purchase order number and/or contract number must be included on your invoice prior to sending to us. This will help us process your invoice quickly.

You can find our standard purchase order terms and conditions here. These T&Cs apply to all  purchase orders created by Hawke's Bay Regional Council after Monday 1 July 2021.

What does my invoice need to include?

We have listed below what your invoice needs to include. this will help us to process your payment promptly.

• Your purchase order number (PN) and/or contract number (issued by the Council employee responsible for the purchase)
• Your Council contact (the name of the issuer of the PN number)
• Your company’s legal name
• Your company’s GST number
• Your company’s invoice number for the service/supply of goods
• A description of the goods or service being supplied
• The date of delivery of the service or goods
• The NZ dollar amount to be paid plus GST (if any)
• Your company’s bank account details.

How do I send you an invoice?

You can email or post your invoice directly to our accounts team.

Email, as a PDF attachment:  
accounts@hbrc.govt.nz

Post to:
Hawke's Bay Regional Council (Accounts Payable)
Private Bag 6006
Napier 4142

When will I be paid?

Payments are made on the 20th of the month following the lodgement of the invoice (providing that all required information is included).

If payment to you has not been made, please phone us and ask for the accounts payable team. Please do not re-send your invoice until after you have spoken with an accounts payable team member.