Sending invoices to the council

Receiving a purchase order

  • We send you a purchase order whenever we purchase goods or services from you.
  • We prefer to send it by email or fax.
  • If you don't have an email address or fax machine we will send it to you in the post.
  • We will return an invoice to you unpaid if it does not quote the correct purchase order number.

Example of a purchase order

What your invoice must include (VAT registered companies)

  • The purchase order number
  • A unique invoice number which follows on from the previous invoice number
  • Your name or trading name and your full address (please remember to include your post code)
  • Your VAT registration number
  • The date of the invoice
  • The date/time of supply (tax point) if different from the invoice date
  • Our name (Kirklees Council) and address (usually where you supplied the goods or services or the invoice address)
  • A description of the goods or services
  • For each different type of item listed on the invoice:
    • The unit price excluding VAT
    • The quantity, or extent of the service
    • The rate of VAT that applies
    • The total amount payable excluding VAT
    • The rate of any discount
    • The total amount of VAT

If the invoice includes zero-rated goods or services

  • Show clearly there is no VAT payable on these goods or services
  • Show the total of those values separately

More information

VAT invoices: what they must show

If your invoice is for £250 or less, and is a retail sale, you can issue a simplified VAT invoice

Where simplified or modified VAT invoices can be issued

Template

Template for VAT registered companies and individuals to use when sending invoices to Kirklees Council

What your invoice must include (Non-VAT registered companies)

  • The purchase order number
  • A unique invoice number which follows on from the previous invoice number (if you don't have a numbering system for invoices, you need to create one - this can be as simple as 1, 2, 3, etc).
  • Your name/trading name and your full address (please remember to include your post code)
  • The date of the invoice
  • Our name (Kirklees Council) and address (usually where you supplied the goods/services or the invoice address)
  • A description of the goods or services
  • For each different type of item listed on the invoice:
    • The unit price
    • The quantity, or extent of the service
    • The total amount payable
    • The rate of any discount

Template and example

Sending your invoice

By email

By post

  • We will tell you the address to send your invoice to when we send your official purchase order.

XML invoicing

  • XML invoicing is a method of sending invoices directly from your billing system straight in to our SAP system.
  • It is quite complex and only recommended for medium to large organisations.
  • Contact us if you would like to know more about it: