From 27 January 2025 we are implementing a No PO No Pay policy. This means invoices received without a purchase order (PO) number will be returned to the sender to be resubmitted with a PO.

Our PO numbers are six numerical digits prefixed with PO. If you are a supplier of City Services or Fleet and Garage Services, your order numbers will look different. If you have any questions about how this might affect you, contact your customer directly.

This policy reflects our commitment to future-proofing our procurement and payment practices for efficiency, transparency, and effective budget management.

The key benefits to suppliers are:

• Formalising Agreement: A PO serves as a formal agreement between the buyer and the supplier. It outlines the details of the transaction, including the quantity, description, price, and terms of goods/services being purchased. By documenting the transaction in a PO both parties are legally protected as it helps prevent misunderstandings or disputes about the terms of the agreement.
• Efficiency in Invoice Payment: Invoices backed by a PO are paid faster as it eliminates the need for coding and approving in the Financial Management System.

Our PO versus non-PO flowchart [PDF, 0.1MB] shows the typical differences of paying invoices with POs versus without.

Invoicing Information

All invoices must comply with the Government guidance on invoicing.

Please address invoices and statements to: Cambridge City Council, Accounts Payable, PO Box 1299, The Guildhall, Cambridge, CB1 0XQ.

The quickest way to submit invoices and statements is by emailing them to apinvoices@cambridge.gov.uk.

Payment Dates

If we hold bank details for you, we will make payment electronically by BACS. These take three working days to clear, and our regular BACS runs each week are on:

• Mondays – payment will credit the suppliers’ bank account on the Wednesday
• Wednesdays – payment will credit the suppliers’ bank account on the Friday

Please note, Bank Holidays affect these timescales.

If you submit an invoice with a valid PO, that has been goods receipted on our Financial Management System, your invoice will be processed in that week, and we aim to have it included in one of the BACS runs the following week.