Invoicing & payments

We aim to make the process of submitting an invoice and receiving payment as easy as possible. The following information outlines our processes to suppliers so we can efficiently fulfil our payment obligations. Transactions are processed in compliance with the Procurement Policy & Contract Manual.

To ensure a quick and timely payment process, review our checklist:
Invoicing and payment checklist(PDF, 99KB)

Preparing your invoice

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.

We 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 your invoice

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)
Phone: 07 5581 6181

Post:

City of Gold Coast
PO Box 5042
GOLD COAST MC QLD 9726

We have 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 the goods and/or services 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.

For all GST enquiries, please contact the City's Corporate Finance Branch:

Email: taxation@goldcoast.qld.gov.au
Phone: 07 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 directed 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.

Do you need to update your supplier details?

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

Contact us

To contact us about an invoicing or payment matter:

Email: acctspayable@goldcoast.qld.gov.au
Phone: 07 5581 6340

Post:

City of Gold Coast
PO Box 5042
GOLD COAST MC QLD 9726

Frequently asked questions

I haven't received a copy of my purchase order

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?

Refer to our Buy Local page for information on how we support local businesses and industries.

What is Council's ABN?

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