Procurement

How to be paid by the council as a business

How to be set up as a supplier

To set up as a new supplier quickly and securely, we need some information. This is to help prevent fraud. You'll need to provide the documents listed below:

Documents required

Latest company bank/building society statement, dated within the last 3 months:

  • We need confirmation of the supplier’s bank details. This is to make sure we pay into the correct bank account. Suppliers can redact financial figures on the statement, or they can provide a letter from their bank confirming their account details (account name, account number, sort code). This must be on the bank’s headed paper and dated within the last 3 months

Company information provided on headed paper of the company in PDF format. It must confirm the following supplier details: 

  • Company name 
  • Registered address 
  • Trading address (if different to Registered Address) 
  • Bank details 
  • Contact person 
  • Contact email and telephone 
  • VAT Number

How to invoice the council

Invoices and credit notes for payment must be sent to harrow.invoices@proactiscapture.com. Please do not send invoices directly to council officers.

They must meet the following criteria to ensure prompt payment. (We will not process or pay against Pro forma Invoices, Account Statements or Remittance Advice Notes).

All payments will be made as per our agreed Payment Terms and Conditions.

It is essential that your invoice/credit note is in PDF format and:

  • Is addressed to London Borough of Harrow or Harrow Council
  • Contains a valid Purchase Order Number - these are 10 numbers starting with either 6500 and 6600
  • Has a unique Invoice Number
  • Must have an invoice date
  • Must show the Net, VAT and Gross amounts
  • VAT Registration number (where applicable)
  • Each invoice or credit note needs to be sent in as a single PDF, not as multiple invoices or credit notes on 1 PDF
  • Each PDF must not contain password protection

If you do not have a valid Purchase Order Number contact the department or person who ordered the goods/services.

For supplier payment queries, email accountspayable@harrow.gov.uk

Purchase order terms and conditions

Download the Terms and conditions of contract for purchase orders.