Submitting an invoice to Hereford & Worcester Fire Authority
Correct as of 08/01/26 V2
All invoices need to be emailed to our Accounts Payments Team only to ensure your invoice is processed within the payment terms of 30 days. The relevant email address is: FinanceInvoices@hwfire.org.uk
Note: If you wish you could send a separate email into the appropriate staff member/department in which you originally dealt with, informing them this is for information only purpose as it has already been sent to the Account Payable Team and there is no need for them to forward it on.
All queries, reminders and statements should be sent to the following email address: Finance-Enquiries@hwfire.org.uk
No Purchase Order, no Pay Policy
Hereford & Worcester Fire Authority operates a no purchase order, no payment policy. All invoices must contain a valid Purchase Order (PO) number, (unless this has been agreed otherwise by the Finance Department) invoices not containing a Purchase Order number will be returned with no action being taken on it.
If you have supplied goods /services without having a valid Purchase Order number, you will need to contact the relevant service area to obtain a purchase order number. Once this has been confirmed, please include the order number on your invoice and re-submit it for payment to FinanceInvoices@hwfire.org.uk
If Hereford & Worcester Fire Authority are ordering against a call off order, please ensure you request a new PO when the order has expired.
Hereford & Worcester Fire Authority Purchase Order number formats are 6 digits starting with 04XXXX or prefixed with two alpha characters (FL, FU, and SP) and six numerical. Example: FL04XXXX, FU00XXXX and SP07XXXX.
Payment Terms
Please note that our processing terms are 30 days from the invoice received date. If your payment still hasn’t been received after 30 days, please contact the Accounts Payable Team on the above email.
Management of Disputed Invoices and Payment Terms
This organisation is committed to complying with UK public sector payment requirements and ensuring fair, transparent, and timely payment practices. In accordance with the UK Government’s Prompt Payment Policy, public sector bodies must pay 100% of undisputed and valid invoices within 30 days of receipt. Therefore, where an invoice is disputed, the statutory 30‑day payment term does not apply until the dispute is resolved, as the obligation relates specifically to undisputed invoices. https://www.gov.uk.
Under the Procurement Act 2023, contracting authorities are required to accept and process electronic invoices only where such invoices are undisputed and meet the required standards. Implied payment terms within public contracts apply on the basis that the invoice is valid and not subject to dispute. https://www.gov.uk.
Accordingly, when an invoice is identified as disputed, the payment clock is paused. The organisation will investigate and resolve disputes promptly and professionally, ensuring suppliers are informed throughout the process. Once an invoice is confirmed as valid and the dispute is resolved, the 30‑day statutory payment period will commence (or resume), and payment will be made in accordance with public sector obligations.
Invoices – what to include
What they MUST include
All Invoices should contain the following in accordance with https://www.gov.uk:
- a unique identification number (“INVOICE” / “CREDIT NOTE”)
- Suppliers company name, address and contact information (email and Phone #)
- Our name and address:
Hereford & Worcester Fire Authority,
Hindlip Lane,
Worcester,
WR3 8SP - A clear description of what you’re charging for
- the date the goods or service were provided (supply date)
- the tax date of the Invoice
- the amount(s) being charged
- VAT amount if applicable, if you display VAT, a VAT number must be displayed
- the total amount owed
What to ALSO include:
- A valid Hereford & Worcester Fire Authority Purchase Order number
- Bank details: Account Name, Sort Code, Account Number (recommended)
- Remittance advice email
- Ensure all amounts are in GBP unless agreed otherwise
- Email invoices to FinanceInvoices@hwfire.org.uk
- PDF format preferred
- Contains any relative supporting information, i.e. timesheet, itemised data
- Ensure Invoice/Credit Notes are not handwritten
Sole Trader Invoices
If you’re a sole trader, the invoice must also include:
- your name and any business name being used
- an address where any legal documents can be delivered to you if you are using a business name
Limited Company Invoices
If your company is a limited company, you must include the full company name as it appears on the certificate of incorporation.
If you decide to put names of your directors on your invoices, you must include the names of all directors.
Terms and Conditions
Hereford & Worcester Fire and Rescue Service’s s standard terms and Conditions of supply. These can be found at https://www.hwfire.org.uk/app/uploads/2024/02/03-short-form-standard-terms-current.pdf
Please note: You may have a separate contract which contains its own specific T&Cs supplied from our legal department. In this event, the contract will override any other terms and conditions including the ones found on the link above.