About the Accounts Payable team
The Accounts Payable team provide a payment service in respect of the settlement of Supplier invoices.
If after looking at the information in this section, or you have any queries please contact the Accounts Payable team using the details below:
Accounts Payable
Redcar & Cleveland House
Redcar
TS10 1RT
01642 444245
Our phone lines are open 9am to 4:30pm Monday to Thursday, and 9am to 4.00pm on Friday.
redcaraccountspayable@redcar-cleveland.gov.uk
How to pay supplier or purchase invoices
Working with Redcar and Cleveland Borough Council
Redcar and Cleveland Borough Council’s standard payment terms are 30 days (28 days for Construction suppliers) from receipt of a valid undisputed invoice into Accounts Payable (redcaraccountspayable@redcar-cleveland.gov.uk).
NB: If you are supplying goods or services to a School, please send your invoice directly to the relevant School.
Standard Invoice Process for the Supply of Goods & Services - No PO, No Pay Policy
All Redcar & Cleveland Borough Council Purchase Orders will include a valid Purchase Order number. To ensure that your invoice is paid in a timely manner, you must include a valid Purchase Order number on your invoice prior to submission.
If you submit an invoice without a valid Purchase Order number on it, your invoice will be returned to you from the following email address: ‘noreply@proactis.com’, as per the Council’s ‘No PO, No Pay’ Policy and your payment will be delayed.
If you have not been issued with a Purchase Order number, you must contact the relevant Council Officer who the goods/services/works were delivered to and ask them to provide you with a valid Purchase Order number.
Once the Purchase Order number is obtained, please populate the Purchase Order number box within the email you have received from ‘noreply@proactis.com’, this will then update the Council’s financial system and retain the original invoice receipt date.
Returned invoices will activate a total of 5 reminders being sent to you, if the emails are not responded to, the link will expire, and you will need to resubmit your invoice.
All Council Officers are aware that a valid Purchase Order number must be provided to suppliers prior to receipt of goods/services.
Key Points to ensure Invoices you submit are compliant and paid in a timely manner
Always include on your Invoices the following information:
- Your organisation name, address and contact details
- A valid Purchase Order number
- The correct invoice date (we cannot accept invoices dated in the future)
- Your unique Invoice number (this will be recorded in our ERP system and will be included on your remittance advice or in relation to any other correspondence with you)
- Your VAT registration number (if you are VAT registered)
- A clear description of the goods/services/works provided
- Quantities, net amount, VAT amount (if applicable) and total amount
- If VAT is applicable, include the VAT rate, ie 20% or 5%
- All Invoice/Credits must be addressed to ‘Redcar and Cleveland Borough Council’
- All Invoices/Credits must be sent via email as a PDF document attachment to redcaraccountspayable@redcar-cleveland.gov.uk. Any supporting documents to the Invoice/Credit must be incorporated into the same PDF file as the Invoice/Credit you are submitting and not attached separately within the email as each attachment will be treated as a new separate document within our financial system.
- The PDF document provided must not have security applied and must be attached to the original email, not embedded as part of a forwarded email.
- The PDF document must not include invalid characters eg, \ / : * ? < > | in the filename as this will result in the document not being able to be imported into our ERP system for processing.
- Each attachment to your e-mail must be uniquely named.
- Your Invoice/Credit must be electronically typed and not handwritten.
- Where possible PDF images must be generated by your operating system and not be an image scanned on a multifunction device or copier. It is recommended that the PDF file sizes be kept as low as possible; ideally less than 150KB.
- If you are a Construction Industry Supplier (CIS), your invoice must include labour and materials separately.
We can only accept Invoices/Credits that are compliant with the above requirements, any documents that do not meet the above criteria will be returned to you resulting in delays to your payment.
Queries
If you have any queries regarding invoices for payment, payments, credits, statements or requests for remittance advice please email redcaraccountspayable@redcar-clevland.gov.uk or contact 01642 444245.
Our phone lines are open 9am to 4:30pm Monday to Thursday, and 9am to 4.00pm on Friday.
If you are signed up to Redcar and Cleveland Borough Council’s Supplier Incentive Programme (SIP) please follow the instructions provided with when signing up.
Supplier Incentive Programme (SIP)
In February 2025, the Council is implementing the Supplier Incentive Programme (SIP), an early payment programme in partnership with Oxygen Finance Limited.
The programme enables suppliers to be paid earlier than the standard term in exchange for a small pre-agreed rebate. The rebate is applied as the Invoice is paid and is proportionate to how many days payment have been accelerated.
Payment should be received by the supplier no later than day 10 and the sliding scale rebate is only applied if the Invoice is paid earlier than 30 days. The earlier the payment, the higher the rebate applied within a set sliding scale. Suppliers who are signed up to SIP, must send their invoices to a priority email address which will be provided to you when you sign up.
Click the link below for further information on the SIP Programme: