Good Practice for Supplier Invoicing

IFMS Good Practice Guide for Supplier Invoicing

To help ensure your invoices are processed quickly and paid on time, please follow the guidance below.

Top 10 Tips for Submitting Invoices

Include all key information | Make sure your invoice or credit note includes the following:

• A unique invoice number
• Purchase Order (PO) number
• Invoice date
• Delivery or service address
• A clear description of goods/services
• Quantity, unit price and total amount

Clearly label the document
State clearly if the document is an Invoice or a Credit Note.  If this is missing, your document may be returned.

Include your company name
Your company name must be clearly shown so we can process your payment correctly.

Include your full company address
This should include your postcode/Eircode.  Also include up-to-date contact details (email and phone number) so we can contact you if needed.

Show who you are billing
Clearly state St. Michael’s House and the relevant service area/location.  If this information is missing, your invoice may be returned.

Always include the correct PO number

• Use the correct and valid PO number
• Incorrect or expired PO numbers will delay payment

If you do not have a PO number, include the name and email address of the person who placed the order.

Include delivery note numbers (if applicable)
If goods were delivered, include the delivery note number to help speed up processing.

Provide a clear cost breakdown

• Make sure totals are accurate
• Include any delivery or handling charges
• Provide a clear VAT breakdown

Invoices with errors may be returned.

Include payment details
Provide your bank and remittance details to ensure payment can be processed without delay.

Add helpful notes where needed
Include any extra information that will help us process your invoice faster.

For example:

• Credit notes should include the original invoice number

Important Things to Know

• Submit invoices as PDF attachments
• One invoice per PDF file
• Maximum file size: 5MB
• Email format should be HTML or plain text

If including supporting documents (e.g. proof of delivery), they must be:

• In the same PDF file as the invoice
• Placed after the invoice

Invoice email address
Invoices and credit notes should only be sent to the designated IFMS email address:
[Insert email address]

Please note:

• This inbox is for invoices only
• Queries, statements, or updates sent here will not be processed

Payment terms
Standard payment terms are 30 days from receipt of a valid invoice.

Supplier Statements

To help us reconcile your account, please email statements to: xx@hse.ie

Statements should:

• Be in PDF format
• Be generated directly from your system

Include the following:

1. Company name
2. Statement date
3. Account name or number
4. Closing balance
5. Relevant St. Michael’s House service area
6. Reference numbers (invoice, credit note, or payment numbers)
7. Transaction dates
8. Transaction amounts (clearly showing debit and credit)