Working with Council

Information for businesses including tendering for Council projects and how to invoice us for work completed.

How to tender for a Council project

We have open and transparent procurement policies and procedures. New supply contracts are sourced via competitive procurement processes.

All of our tender opportunities are advertised either on the tender website TenderLink or New Zealand Government Electronic Tenders Service (GETS).

You need to register to these site to get detailed tender information or respond to tenders. Once registered you can set up notification alerts in areas of interest to you.

LG Tenders New Zealand (TenderLink)

New Zealand Government Electronic Tenders Service (GETS)

For more information on winning Council tenders see the Business Capability videos below.

Video resources for businesses

We teamed up with the Northland Chamber of Commerce and Northland Inc to provide business capability workshops to local business people.

The videos from these sessions are available below and cover the following topics:

  • understanding Council processes
  • winning Council tenders
  • presenting and pitching ideas to get the best outcomes
  • joint tenders.

Video: Council processes

Video: winning Council tenders

Video: Presenting and pitching ideas

Video: Joint Ventures

Careers at Council

We are committed to the principles and practices of Equal Employment Opportunities (EEO) as a means of ensuring all applicants and employees have equal opportunity to achieve their potential.

We strive to create a safe and supportive working environment for our employees and customers.

We reject unfair discrimination on any grounds, including:

  • race
  • nationality
  • ethnic origin
  • sex
  • religious belief
  • age
  • marital status
  • family or parental status
  • sexual orientation or
  • disability.


Purchase orders and terms and conditions

In order to get paid our suppliers must have a purchase order number. We will let you know your purchase order number when we place our order. 

You must use the purchase order number for the goods or services you provide to us and Council Controlled Organisations (CCO’s) on your invoice. It should also be quoted on all correspondence regarding those goods or services.

This will help us process your invoice quickly.

Invoices which don't have purchase order number, or do not match the purchase order or agreed contract payment, value, quantity or detail may not be authorised for payment and may be returned to you for correction.

Purchase order terms and conditions

The following standard terms and conditions apply to all purchase orders created by Whangarei District Council and Council Controlled Organisations (CCOs) from 1 April 2015 unless otherwise agreed in the procurement contract. 

Purchase Order Terms and Conditions(PDF, 86KB)


We understand that getting paid on time is important to you. Here are some recommendations for speeding up the payment process. 

Review your invoice

Please check that all line items on the purchase order and invoice match exactly to what was delivered including unit of measure, quantity and unit price.

If there are any discrepancies or changes, contact our staff member before sending your invoice so that the purchase order can be corrected. Any inconsistencies between what was delivered, the purchase order, and the invoice could result in delayed or non-payment.

Invoice requirements

We follow Inland Revenue Department (IRD) best practice which states that a Goods and Services Tax (GST) invoice should contain a minimum of the following information:

  • the words ‘Tax Invoice’ in a prominent place
  • name and GST Number of the Supplier
  • date the invoice was issued
  • description of the goods and/or services supplied
  • total amount payable
  • a statement that GST is included.

Invoices over $1,000 must also contain:

  • name and address of the recipient
  • quantity of goods supplied (eg. litres, hours, kilograms, etc)
  • description of service(s) being rendered.

Your invoice must also:

  • include the approved purchase order number. Valid purchase order numbers are seven characters long and start with two letters, followed by five numbers.
  • be computer-generated (not hand-written – this includes the purchase order number)
  • include the bank account number that the payment is to be made to. This should also be included on all statements.
  • include your contact phone number and email address
  • be included as a separate attachment to your email. You may include more than one invoice, but each invoice must be a separate attachment.
  • be in a PDF format.

These requirements will help ensure your invoice moves through our system without delay.

A copy can be sent via email to your Council contact if requested by them. This should be clearly indicated as a ‘Copy’.

Please contact us if you wish to discuss this further or you have difficulty meeting any of the above invoice requirements.

Phone: +64 09 430 4200

Where to send your invoice?

Send your invoices to Whangarei District Council, Accounts Payable. Please only send a copy to your Council contact, if requested.

Please only send one copy to Accounts Payable. If you are unsure whether we have received your invoice please contact us.

Phone: +64 09 430 4200

When to send your invoice?

You can send invoices to us at any time during the month, however the invoices should reach us by the fifth working day of the month to ensure they can be processed for payment within our prescribed timeframes.

If the purchase order is authorised, we will make an electronic funds transfer directly into your bank account on the 20th of the month following the date on your invoice (or the first business day following the 20th if the 20th is a Saturday, a Sunday or a public holiday).

For example, monthly services provided in January with an invoice dated:

  • 31 January and delivered by 5 February will be paid on 20 February.
  • 1 February and delivered by 5 February will be paid on 20 March.

For ease of process we recommend you send invoices to us as soon as they are raised to ensure effective delivery of payment.

Maintaining your details

If you change your bank account information, address, company name or any other information previously provided, please email us so our Accounts Payable team can make the necessary changes.

Requested changes should be sent separately to any invoice.



The below information includes information about payment terms, our payment method and who to contact for further information.  

Payment terms

If you have a contract with us, it will state the payment terms.

If there is no contract in place, or no other payment terms are specified, our standard payment terms apply.

This means (providing we have received the invoice by the fifth working day of the month following the date of the invoice) payment is made:

  • by the 20th of the month following the date of the invoice
  • or the first business day following the 20th if the 20th is a Saturday, a Sunday or a public holiday.

Payment method

Our payment method is electronic funds transfer. This means payments can be electronically deposited directly into your designated bank account.

We will endeavour to email a remittance advice confirming the electronic funds transfer payment on the day the payment is made.

Please ensure we have an up-to-date email address for remittance advices.

Key contacts

Phone: 09 430 4200 (and ask for Accounts Payable)

Enquire online

Invoicing FAQs

Can I send more than one invoice?

You can attach more than one invoice in your email, but each invoice must be a separate file. You must send your invoice directly to Accounts Payable.

If requested, you may send a copy of the invoice to the person you have been dealing with at Council – however please clearly state that the Invoice is a ‘Copy’.

Who do I send my invoice to?

Please email your invoice to Council - Attention: Accounts Payable.

Please do not send a hard copy as well as emailing your invoice.

If requested, you may send a copy of the invoice to your contact at Council – however please clearly state that the invoice is a ‘Copy’.


Why have I not been paid?

Please email us or phone our Customer Call Centre on 09 430 4200 and ask for ‘Accounts Payable’ to discuss.

Please ensure that any invoices that have been resent are clearly marked 'Copy'.

How do I send a credit note?

Please send credit notes to the same addresses as invoices and clearly state 'Credit' on them.


How do I update my details?

Please email Council - Attention: Accounts Payable with your updated details.

Requested updates should be sent separately to any invoice. Changing the bank account details, or similar information on your invoice, without advising us separately is likely to delay payment while we investigate and contact you to verify that the change is valid.


What file formats do you accept for emailed invoices?

Council only accepts PDF file format. Word or Excel documents are not acceptable with the exception of consolidated invoices.