Suppliers and contractors

Waikato Waters uses a supplier portal to manage supplier registration, purchase orders and invoice information.

Your contact at Waikato Waters will send you a link to our supplier portal when your supply of goods and services has been approved. You’ll also be sent instructions to help you register your company on the portal.

Registration on the supplier portal will be required before we can issue purchase orders or process invoices.

All goods and services provided to us must be supported by a valid purchase order.

Invoices that do not include a valid purchase order number may be returned or delayed for payment. Suppliers should not accept verbal approval or begin work without a purchase order.

Once your purchase order has been approved, we will email you a purchase order advice which provides the details of the order and quotes a purchase order number. This number needs to be included on your invoice.

You can use our supplier portal to check if a purchase order has been raised or an invoice has been paid.

Please see our purchase order terms and conditions here.

Please send your invoice promptly after the goods and/or services have been delivered.

We pay on the 20th of the month following receipt of the invoice. Payment may be delayed if your invoice is incomplete, does not include a valid purchase order number or if the goods or services have not been confirmed as received.

Your invoice should be addressed to Waikato Waters Ltd and include:

• your name or company name
• your GST number
• the date of invoice/issue
• an invoice number
• a description of the goods or services supplied
• the purchase order number.

Please email your invoice to invoices@waikatowaters.co.nz.

Please do not send invoices directly to individual staff members, as this may delay processing.

If you are unsure whether we have received your invoice, please check on the supplier portal.

We will pay you via electronic bank transfer into the bank account provided in your supplier portal.

We pay invoices on the 20th of the month after we receive the invoice unless we set other terms on your purchase order.

For example:

• An invoice dated 30 June and received on 30 June will be paid on 20 July.
• An invoice dated 30 June but received on 15 July will be paid on 20 August.
• An invoice dated 5 July and received on 5 July will be paid on 20 August.

Note: When the 20th of the month does not fall on a normal business day, payment will be made on the last business day before the 20th.

Please send credit notes to invoices@waikatowaters.co.nz and clearly state ‘credit note’ in the subject line.

Your credit note should include the relevant purchase order number and, where applicable, the invoice number the credit note relates to.

If requested, please send a copy to your Waikato Waters contact.

If you are unsure whether we have received your credit note, please check your supplier portal. If it doesn’t come up, please send it by email again.