WHAT TO INCLUDE ON YOUR INVOICE - EXAMPLE
A. Your company name and address. H. Invoice No.
Address discrepancies between the PO Vendor Name A unique identifier, such as the initials of
and invoice are a common cause of Example Street, Example Town, EG1 4EG your company as part of the invoice
payment delay. Tel. 01223 444567 reference, will speed processing by reducing
the likelihood of your invoice needing a
INVOICE ‘possible duplicate’ check against another
B. The word ‘Invoice’ (or Credit Note).
supplier’s invoice.
Lloyds Banking Group Invoice no: ABC 123
C. Addressed to Lloyds Banking Group or
Accounts Payable Invoice date: DD/MM/YYYY I. The invoice date must not be:
subsidiary.
BX1 1LT Our Ref: LTSBINV0023 • future-dated, or
Your Ref: ATM2009 • back-dated more than five days.
D. The LBG business contact name and
[email protected] PO No: 8000016396
email/phone no. (useful in case of query). J. Purchase Order (PO) no. clearly visible. It
Description GBP £
is important to ensure the PO you quote
Line 1 – ATM Machines here has sufficient value to cover your
E. Description of goods and/or services invoice. If in doubt, refer to your business
Partner Code RRPB 10 @£150.00 £1,500.00
supplied contact. If you do not have a PO no. please
Line 2 – Delivery Charge 1 @ £25.00 £25.00 add the email address of your LBG business
For Purchase Order invoices, include the contact.
relevant PO line item number against This is essential to avoid delays.
Line 3 – Installation 10 @ £18.00 £180.00
each line on the invoice, reflecting the
quantities/unit price/units from the PO.
In the event of queries please If you need to send us a copy invoice, it must
Add any unique reference number or
contact A.N. Other, ext 12345 be a “True and Certified” copy:
information requested by your LBG
• By having the word ‘copy’ actually printed
business contact.
Net Total £1,705.00 in the body of the invoice
• Or by you, the supplier, having written “I
F. The VAT breakdown and VAT rate Vat @ 20% £341.00 certify that this is a true and certified copy
VAT calculation/totalling errors are of the original invoice” on it and signed it.
common causes of payment delays. Invoice Total GBP £2,046.00
K. The value and currency.
VAT REG No: GB 123 4567 89 Important: Ensure there is sufficient value
G. The VAT Registration No. Vendor (An ABC Inc. company) remaining on the PO to cover the amount
Missing VAT registration no. is a Company Registered in England & Wales No: 12345678 being invoiced. Currency is particularly
common reason for payment delays. Registered Office : 1 The Street, London W1A 2DD important for Foreign Currency invoices.
Email requirements:
Send PDF invoices/ credit notes to: [email protected]
You may also need to send supporting information to your LBG business contact • Must be in a PDF or TIF format (no ZIP files or emails within emails)
(if this has been agreed with them) so they can approve the invoice for payment . • Purchase Order number or email address of your LBG business contact must be quoted on
the actual invoice (instructions within the body of the email aren’t scanned)
Please bear in mind that invoices are scanned before processing and key • Additional forms and documents must be included in the same PDF/TIF file as the related
information is automatically transferred to our payment systems. invoice (otherwise they can’t be scanned)
• Only one invoice per PDF/TIF attachment, with a maximum of 8 attachments per email
(please do not password protect attachments)
WHAT TO INCLUDE ON YOUR INVOICE
Requirements Further Explanation Common issues
A Your company name and This should be prominent and ideally at the top of the page. Please advise us Address discrepancies between the PO and
address (by separate communication) if this changes, as we need to match the details invoice are a common cause of payment delay.
to vendor records in our system.
Please note that Proforma invoices should not be submitted to Accounts
B The word Invoice (or Credit
Payable.
Note, as applicable)
C Our company name e.g. Lloyds Bank, HBOS plc. You can identify this from the company logo on TSB invoices should not be submitted with
the purchase order. Lloyds/Halifax/Bank of Scotland invoices as
TSB is no longer part of our business.
D The LBG business contact Please provide the name of the person in LBG who placed the order in case
we need to check anything with them. Their contact details (email address,
phone no.) would be useful if available.
E Description of goods and/or For Purchase Order invoices, include the relevant PO line item number against
services supplied each line on the invoice, reflecting the quantities/unit price/units from the PO.
Add any unique reference number or information requested by your LBG
business contact.
F The VAT breakdown and VAT To comply with HMRC guidelines, the invoice should show the VAT VAT calculation/totalling errors are common
rate breakdown, i.e. the net value of goods and services, the rate and amount of causes of payment delays.
VAT, and the gross (total) value of the invoice.
G VAT Registration Number The VAT Registration Number on all invoices where VAT is charged, prefixed Missing VAT registration no. is a common
with country code (example GB165339104). reason for payment delays.
A unique identifier, such as the initials of your company as part of the invoice Please avoid sending multiple copies or PDF
H A unique invoice number
reference, will speed processing by reducing the likelihood of your invoice and paper invoices. Duplicates delay
needing a ‘possible duplicate’ check against another supplier’s invoice. processing of invoices already submitted.
I The invoice date This must not be in the future, or back-dated more than 5 days.
J The Purchase Order (PO) no. Usually 10-digits, e.g. 8000123456. We cannot process an invoice without this
clearly printed on the invoice Each invoice should only reference one PO no. essential payment information so it will have to
be returned to you if it is missing.
If you are providing a continuing service and have more than one PO number
relating to specific dates of supply, please ensure that the PO number quoted Incorrect PO no / line item / revision numbers
on the invoice relates to the correct time period. are common reasons for payment delays.
If your PO has multiple lines, please state clearly what amount is payable Invoices that exceed the value of the PO
against each line item number. cannot be paid. You will need to refer to
your business contact so they can provide
Alternatively, the email address In exceptional cases, where a PO was unavailable, you should enter the email a new PO or amend the existing one.
of your LBG business contact address of your LBG business contact.
clearly printed on the invoice
Each invoice should only reference one PO no.
K The Value and Currency Stating the currency is particularly important for foreign currency invoices.
