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Processing of invoices

When invoices are paid 

We process approximately 150 - 200 invoices per week from external suppliers. Our default payment terms are 30 days from receipt of a valid invoice. We aim to process and pay as many invoices as possible within this timeframe. Our target for 2018/19 is to pay 97% of all invoices within 30 days of receipt. 

How you will get the payment 

The payment methods we offer are Bank Automated Clearance System payments (BACS) straight into a bank account and cheques. All invoices fully approved by the relevant departments by 2pm on Tuesday will be included in the following day’s payment run. Any dispute or authorisation query may delay payment. Our weekly payment run is every Wednesday and payments made will reach suppliers’ bank accounts by the Friday (if the Friday is a bank holiday the payment will be in the bank account on the following working day after the bank holiday e.g. Monday). 

Please note that if the payment you are receiving is for a refund of a cheque payment paid, a copy of your account details may be held on record for 8 years to ensure that if a claim for refund is made the payment is made back to the account from which it was originally paid. The information will not be used for any other purpose. 

Where invoices should be sent to All invoices should be emailed to exchequer@swale.gov.uk or posted to the Exchequer Section, Swale House, East Street, Sittingbourne, Kent, ME10 3HT. 

Information that must be included on an invoice 

All invoices must be fully addressed to Swale Borough Council, quote an invoice number, quote a Purchase Order number where appropriate and/or state a contact name within Swale Borough Council. Where the total due is inclusive of VAT a valid VAT invoice should be provided. For advice on VAT invoices visit HM Revenue & Customs - The VAT Guide.

Enquiries about an invoice 

For any queries relating to the processing or payment of an invoice, the Exchequer Section can be contacted by email at exchequer@swale.gov.uk or by phone on 01795 417850.

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