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Invoicing and payments

The following information is aimed at assisting current and potential suppliers of the processes undertaken by the City to fulfil its payment obligations. Transactions are processed in compliance with the Procurement Policy and Contract Manual.

To ensure a seamless and timely payment process, suppliers are encouraged to download a copy of the invoicing and payment checklist.

The following sections provide further information:

Invoicing

The purchase order document and a correctly rendered invoice are required to ensure timely payment.

All invoices submitted to the City should comply with the City’s conditions of order, by:

  • clearly stating the purchase order number
  • including the entity name and corresponding Australian Business Number (ABN)
  • ensuring the invoice relates to a single purchase order - this City will only accept multiple invoices, which relate to one purchase order, where the supply of goods and/or services occurs over a period of time.

The City has an obligation to ensure all invoices are also compliant with the Australian Taxation Office requirements of tax invoices. Invoices submitted to the City that do not comply with these requirements will be rejected.

Submitting invoices

It is the responsibility of suppliers to ensure invoices are submitted in accordance with the following requirements to ensure timely payment.

All invoices must be submitted using one of the following methods:

Email: acctspayable@goldcoast.qld.gov.au (preferred method)
Fax: +61 7 5581 6181

Or mail us at:
City of Gold Coast
PO Box 5042
GOLD COAST MC QLD 9726

The City has arrangements in place to ensure all invoices received through the mail are stamped with the date received and delivered immediately to the Accounts Payable department.

In the event invoices are supplied using any method other than those stated above, the invoice will be rejected.

Payment terms

The City’s standard payment terms are 30 days from the receipt of a correctly presented invoice by Accounts Payable.

Please check that the value (GST exclusive) contained on the purchase order is the value for which the goods and/or services are to be supplied. If the value shown is not correct, you must resolve the matter with the Purchasing Officer representative prior to supplying the goods and/or services.

Any discount arrangements or early payment arrangements must be negotiated with Accounts Payable. Where a purchase order has been raised as part of a contract arrangement, the payment conditions of the contract will need to be negotiated.

Where settlement discounts are offered, the City is prepared to discuss earlier payment.

For all GST enquiries, please contact the City's Corporate Finance Branch:
Email: taxation@goldcoast.qld.gov.au

Phone: +61 7 5581 6438

Payment methods

Our preferred method of payment is by electronic funds transfer. To enable this, and to ensure payment of funds is securely direct to the nominated bank account, new suppliers will be provided an application form to complete. These details will be used to set-up your account. Any changes required to be made after the account is set-up, will need to be supplied to the City in writing.

Where items are purchased using a credit card, the invoice relating to the purchase must be endorsed as paid by corporate credit card and must be provided to the City the next business day.

In addition, the name of the City officer shown on the credit card must be displayed against each item purchased, with the last four digits of the card number.

Do you need to update your supplier details?

The City endeavours to maintain and update supplier details on a regular basis. If any of your details change, please email us the revised details, with any supporting documentation, at acctspayable@goldcoast.qld.gov.au

Contact Accounts Payable

If you would like to speak to a City representative regarding an invoicing or payment matter, please contact us:

Email: acctspayable@goldcoast.qld.gov.au
Fax: +61 7 5581 6340

Or mail us at:
City of Gold Coast
PO Box 5042
GOLD COAST MC QLD 9726

Related information

Jump to key information
  • I haven’t received a copy of my purchase order

    • Your contact details with City of Gold Coast may not be current. To check your details please contact Accounts Payable on 07 5581 6340, or email acctspayable@goldcoast.qld.gov.au.
    • For all other enquiries regarding receipt of purchase orders please contact Purchasing on 07 5581 6275, or email purchasing@goldcoast.qld.gov.au.
  • Why haven’t I been paid or why was my invoice returned to me?

    There are a number of reasons your invoice has not been paid:

    • You do not have a Council purchase order number.
    • You haven’t quoted the purchase order on your invoice, or
    • You haven’t quoted a contract reference number on your invoice.
    • Your purchase order has been completed and you haven’t received your new order number.
    • Your invoice is not compliant with the requirements of the Australian Tax Office.
    • Your company name does not match the ABN number on the invoice.
    • You have listed more than one purchase order number on your invoice.
  • I am a new supplier to Council. What do I need to do?

    If you are offered work for the first time with Council we will need to obtain some information from you to set you up in the system and enable Council to pay for your goods and/or services.

    You will be sent a New Supplier Information Form to complete. This needs to be completed and returned with:

    • Pre-printed bank deposit slip or similar from your bank to verify ownership of the account and clear linkage to your business.
    • A tax invoice with ABN number.
    • If your trading name is not registered with your ABN as shown on the Australian Business Register, and is different from your company name, a copy of your Business Name Registration Certificate from the Office of Fair Trading is required. You are able to check your details by visiting  www.abr.business.gov.au.
  • Does Council prefer to use local suppliers?

    Please refer to the Competitive local business and industry section on the previous Procurement page.

  • What is Council's ABN?

    Council of the City of Gold Coast's Australian Business Number is 84 858 548 460

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