Getting paid

Find out how to submit invoices to us and what you need to include.

Before an invoice is submitted

You should receive a valid, unique purchase order (PO) from us before providing us with goods and services. This must be clearly referenced on your invoice - we cannot process an invoice without it. Discrepancies between a PO and an invoice will delay payments.

We issue POs from the SAP (formerly Airba) Business Network, Electronic Data Interchange (EDI) or by email. We strongly encourage suppliers to register, for free, on the SAP Business Network to receive POs and submit invoices.

The TfL standard purchase order terms and conditions are on the Procurement information page.

Invoice requirements

Avoid delays in payment by making sure your invoice is legally compliant and meets our invoice processing standards.

1. Invoice details must match the details on the PO

  • The PO number quoted on the invoice
  • The itemised descriptions of goods/services should match the PO descriptions
  • The quantity and unit price must match the PO
  • The values of item and total amounts must match on both the PO and invoice (do not include freight charges if not included in the PO)
  • The supplier details (speak to the contact on the PO if not)
  • Our company name on your invoice must match the name listed in the 'bill to' section on the PO (do not abbreviate)
  • Our billed company address

2. Additional mandatory details required on the invoice

  • Supplier name and address (including postcode)
  • Supplier TfL/GLA vendor number/supplier number (this will be listed on the PO)
  • Supporting documents (if applicable) such as timesheets and itemised billing
  • Accurate invoice value and currency, including accurate invoice totals: gross, net, and VAT (where applicable)
  • Correct bank details - must match the details we hold (manage your supplier details for free on the SAP Business Network)
  • Invoice date/tax point
  • Invoice title (invoice/credit note)
  • Invoice reference number (unique identifier) - maximum 16 alphanumeric characters
  • Relevant contact details

3. VAT requirements (if applicable)

  • Valid VAT registration number
  • Split invoices with VAT with:
    - Net value of goods/services
    - Rate and amount of VAT
    - Total value of the invoice

If the invoice currency is not GBP, include the GBP equivalent of your VAT amount or the exchange rate used.

4. Industry-specific requirements (if applicable)

  • Construction Industry Scheme (CIS) - breakdown of amounts i.e. materials and non-materials

5. Invoice format

Invoices must:

  • Meet all the requirements above
  • Be in PDF format if emailed
  • Be a separate PDF for each invoice
  • Backup documents should be included in the same PDF as the invoice

Submitting your invoice

Recommended option - the SAP Business Network (free and secure to use)

We want to communicate and trade with suppliers on the SAP Business Network as much as possible. We send and receive thousands of POs and invoices through the platform daily and strongly recommend you join us there.

Registering and using the platform is free and is best suited for most suppliers. If you need more advanced solutions, a premium Business-to-Business fully integrated option is available - for more details email: ariba_supplier_enablement@tfl.gov.uk. (SAP charges for this service.)

Switching to electronic invoicing with SAP means more convenient invoicing processes, faster payments, reduced manual errors, ability to see the invoice status and potentially improved cash flow management.

Using SAP has significant benefits for both suppliers and us:

  • Reduced printing and postage costs - a more sustainable, environmentally-friendly approach
  • Elimination of misplaced or lost invoices - all orders and invoices are securely stored in one central location
  • Increased efficiency and faster processing - invoices are sent directly to our SAP system for seamless payment processing (fewer manual errors)
  • Flexible invoicing options - suitable for businesses of all sizes, with mobile-friendly tools for invoice submission (reduces duplication of work when creating invoices)
  • Full account management - suppliers can update their account details directly through the secure platform
  • Improved communication - seamless interaction between suppliers and our team on the SAP platform
  • Access to new opportunities - suppliers can connect with other buying organisations also using SAP

If you need support, email ariba_supplier_enablement@tfl.gov.uk.

Alternative - email PDF invoices

  • Email invoices in PDF format to: invoices@tfl.gov.uk
  • Each invoice must be a separate PDF with backing/supporting documentation included in the same PDF file
  • Each file must have a unique file reference

What happens next

Invoice processing

We aim to promptly pay invoices received from:

  • The SAP Business Network (free to use and recommended option)
  • PDF invoices emailed to invoices@tfl.gov.uk

We no longer accept paper invoices.

Invoices that do not fully meet our requirements will be returned. Common reasons why invoices are returned:

  • Incorrectly billed company name (abbreviations are not accepted) or address
  • Incorrect/missing/duplicate purchase order number
  • Missing/duplicate supplier invoice reference number
  • Incorrect items, prices, or totals
  • Poor quality/damaged/illegible invoice
  • Not in an acceptable format if emailed (that is, PDF)

See more in the invoice requirements section.

Our commitment to suppliers

Payment terms

It's our standard policy to pay undisputed invoices 30 days from the invoice date - within 10 working days for Small and Medium Enterprises (SMEs). If alternative payment terms have been agreed, we will honour those terms as specified.

We also expect our suppliers to ensure timely payment of any amounts owed to their subcontractors, adhering to the same timeframes outlined above.

Procurement Act 2023

We are obliged to pay our suppliers on time and in line with the agreed terms for undisputed invoices. Suppliers are notified in writing of any reason why their invoice cannot be paid.

We reserve the right to withhold payment where the goods or services have not been provided in accordance with the contract. Find out more about the Procurement Act 2023.

Duty to Report: payment practices and performance

We report on our payment practices and performance every 6 months. Download our results from the Gov.uk website.

Help and guidance

Contacts

  • PO amendments/queries - contact the named person on the PO
  • Disputed invoices - contact the named person on the PO
  • Change of supplier details - register and manage your account for free on the SAP Business Network
  • Payment queries - email accountspayable@tfl.gov.uk (we aim to respond within 48 hours)
  • For anything else - search our Help & contacts page