Purchase order & invoicing processes Purchase order & invoicing processes
On this page
- Purchase orders (PO)
- Standard terms of purchase
- Invoices
- How to send your invoice
- Payment
- How to update your contact or vendor details
- Credit notes
Purchase orders (PO)
All goods and services provided to Auckland Transport (AT) must be supported by a valid purchase order. Once a PO has been approved, you will be notified with the correct PO number.
Work must not start until you get authorisation through a valid purchase order number.
Purchase order types
There are 2 types of purchase orders. The purchase order you use depends on the work’s value and risk.
Contract purchase order
A purchase order resulting from a contractual agreement signed by both parties. Valid contract purchase order numbers are 10 digits long with a ’43’ prefix.
Non-contract (or ‘standard’) purchase order
A purchase order used for low-value, low-risk goods and services. It is presented with our standard terms of purchase. Valid standard purchase order numbers are 10 digits long with a ‘42’ prefix.
Purchase order number
On your invoice, you must include the purchase order number which relates to the goods and services you provide AT.
If you have not received your purchase order number, contact the person you work with at AT.
Standard terms of purchase
AT's purchase order standard terms and conditions contain the default terms and conditions. They apply to all standard purchase orders created by AT, unless otherwise agreed on a contract or within the purchase order.
Read the purchase order standard terms and conditions (PDF, 458KB)
Invoices
Invoices should be raised and submitted punctually.
Invoices for the previous month should be received by the 5th of the following month to allow enough time for processing.
To help your invoice move through our system without delay, you should:
- include an approved purchase order number on your invoice, as invoices cannot be paid without one
- note the relating purchase order line number for those purchase orders and invoices with multiple line items.
If you need to send a copy of the invoice to your AT contact, make sure it is clearly stamped with the word ‘copy’.
Your invoice should also contain:
- the words ‘Tax Invoice’ in a prominent place (if GST registered)
- name and GST number of supplier (if applicable)
- date of issue
- the name and address of the recipient (for example Joe Bloggs, Principal Project Manager, Construction Delivery, Auckland Transport)
- description of the goods and services provided
- quantity or volume of the goods and services provided.
We will not pay incomplete invoices
In July 2025, AT began scanning all supplier invoices sent to invoices@at.govt.nz. This is to check if they meet our document requirements. If our requirements are not met, then the invoice will be automatically returned to the sender with an explanation of why and suggested action to take. This is to help us quickly pay suppliers now and in future.
Parked invoices
Parked invoices are those that cannot be paid due to non-compliance. These can add up to millions of dollars not being paid on time to suppliers every year. The time taken to fix parked invoices by suppliers and our teams also adds up and is wasted effort.
In fairness to our supplier partners, we will reject incomplete invoices. Our teams are keen to work with you to get the process right so that we reduce payment delays and support your cashflow. Ensure you include complete invoice details when you submit.
How to send your invoice
Invoices can be sent to Auckland Transport Accounts Payable by either email (preferred method) or post.
Email: invoices@at.govt.nz
Post:
Accounts Payable
Auckland Transport
Private Bag 92255
Auckland 1142
If you need to send a copy of the invoice to your AT contact, make sure it is clearly stamped with the word ‘copy’.
When emailing invoices:
- include only one invoice per attachment (multiple attachments within one email are allowed)
- attachments must be in pdf format
- the subject line should contain your company name along with the words ‘Tax Invoice’ and your tax invoice number.
If you are unsure whether we have received your invoice, email us at: apqueries@at.govt.nz.
Payment
Payment will be made via an electronic bank transfer into your nominated bank account.
Invoices will be paid on the 20th of the month following the date of the invoice unless alternative payment terms have been prescribed on your purchase order number. For example, monthly services provided in January with an invoice dated:
- 31 January and received by 5 February will be paid on 20 February
- 1 February and received by 5 February will be paid on 20 March.
How to update your contact or vendor details
If any of your details have changed, email: procurement@at.govt.nz.
Credit notes
Credit notes should be sent to the same address as invoices and clearly state ‘Credit’.
Email: invoices@at.govt.nz
Post:
Accounts Payable
Auckland Transport
Private Bag 92255
Auckland 1142
If you need to send a copy of the credit note to your AT contact, make sure it is clearly stamped with the word ‘copy’.
If you are unsure whether we have received your credit note, contact us.