Get paid

Always quote the exact order number provided at the point of order. Our purchase and subcontractor orders are alpha-numeric and 10 digits long:

• The purchase order prefix is PORxxxxxxx
• The subcontractor order prefix is SURxxxxxxx

All purchase orders will have a precise value and any invoice that has exceeded the value of the purchase order will be subject to query. Please note that we will return any invoice without a valid purchase or subcontractor order number.

All invoices should adhere to the standards required by HMRC for a valid VAT invoice. In addition to this, we will require the following information on all invoices:

• Purchase or Subcontractor order number.
• Full delivery address to which goods/services were supplied. 
• VAT split for items with different rates.
• Full description of goods/services supplied along with your supplier code, if appropriate.
• For subcontractor invoices that include both labour and materials, it is necessary to itemise the material component to comply with HMRC's Construction Industry Scheme (CIS).

Invoices will be returned by email for reasons including, but not limited to, the following: 

• Purchase or Subcontractor order not quoted or invalid. 
• Invoices addressed to the incorrect Volker company.

The corrected invoice must be returned to us with the invoice date revised accordingly.

Subcontract payments via payment notice are made based on our internal documentation and certificates issued under the Construction Act 2009.

Where a VAT invoice is supplied, this must be in accordance with the value that has been certified. In the absence of a VAT invoice, you will be required to complete an Authenticated Tax Receipt. This becomes the HMRC approved document upon which we can recover input VAT, and failure to provide this may delay future payments to you.

Your first point of contact to ascertain whether your invoices and subcontractor payment certificates have been received, approved, and released for payment is the VolkerWessels UK Accounts Payable team, who can be contacted via our Head Office switchboard on 01992 305000.

We currently conduct one payment run per week, exclusively by BACS. Typically, this is finalised on a Wednesday, for funds to clear into supplier accounts on the Friday of the same week. However, this can be subject to change, for instance due to bank holidays. All invoices and subcontractor payment certificates require approval from the appropriate business before they are released for payment.

In the first instance, all disputes will be raised and managed by the site teams. The supplier will be advised that there is a query relating to the goods and/or services supplied, and it will be the initial responsibility of the site team to come to a resolution with the supplier. The following steps will be taken to raise and resolve a dispute:

1. The nature of the dispute is discussed between the site team and the supplier.
2. The site team and supplier will come to an agreed time frame for resolution.
3. The supplier is responsible for providing feedback to their accounts team relating to the nature of the dispute and the resolution date.
4. The respective site team will provide feedback to the VolkerWessels UK Accounts Payable team as to the nature and the resolution date of the dispute.
5. Within the agreed resolution time frame, the VolkerWessels UK Accounts Payable team will await instructions from the site team whether the dispute has been resolved, and the funds can be released. 
6. In instances where the dispute has elapsed the stated resolution time frame, the VolkerWessels UK Accounts Payable team will escalate the matter appropriately to ensure a new resolution date or the release of funds to the supplier.

Our systems and processes are constantly evolving as we aim to improve the efficiency and quality of our procure-to-pay process. Any changes that materially affect the information described above will be communicated to our supply chain.

• VolkerWessels UK Ltd, Head Office, Hertford Road, Hoddesdon, Hertfordshire EN11 9BX
• Telephone number: 01992 305000