Vendor invoices and payments

To ensure the City of Kitchener can efficiently and accurately provide payment to our Suppliers, all invoices must conform to the standards outlined below. Once goods and services have been delivered and completed, send your final invoice (no other supporting documents) to the City’s Concur Invoice Capture email.

On this page:
1.   Supplier Invoice requirements
2.   Technical Invoice Submission requirements
3.   Payment Terms & Payment Method

Please contact Accounts Payable with questions: accountspayable@kitchener.ca. 

Supplier Invoice Requirements

All invoices submitted for payment must adhere to the following requirements.   Complete and accurate information is required for prompt payment.

• Full Legal Name – The Corporation of the City of Kitchener must be on all invoices
• Bill To Address – 200 King Street West, Kitchener Ontario N2G 4G7
• Ship To Address – The address where the goods were sent or services completed
• Full Legal Name of Vendor and Remittance Address – Complete your legal company name, remit-to address, and current contact information
• Invoice Date – must be on all invoices
• Invoice Number – must be original and unique (and not recycled)
• Total Amount Due – Including currency
• Description of Goods or Services – include in the body of the invoice. However any supporting documentation required should be sent to your City contact and NOT to the Concur Invoice Capture email.
• Purchase Order (where applicable) -  this is a 6-digit number and must be included in the invoice header.  The body of the invoice should include associated PO line item number(s) with corresponding:
  • Quantity
  • Unit of measure
  • Price (cost per item and extended cost) as outlined in the purchase order
  • Supplier part number or Item SKU if applicable
  • Attention To - When a PO is not included, include the first and last name of the City’s invoicing contact name provided to you  
  • Work Order (WO) # - If requested by City staff, a WO # may be included, but must not be in the field reserved for PO#
  • GST/HST Number with Total GST/HST Payable - Sales tax must be shown as a separate item on the invoice
  • Clearly label “INVOICE” or “CREDIT” - Credits must reference original invoice #
  • Rejected invoices – Must be corrected by the Vendor and resubmitted for payment

Technical Invoice Submission Requirements

Invoices should be emailed to the City of Kitchener Concur Invoice Capture email address which will be provided to you.  

Emails and invoices submitted to the Concur Invoice Capture email must adhere to the following technical guidelines:  

• Maximum of 10 invoices per email with each invoice attached as a separate document (pdf)
• Files cannot exceed 10 MB and must be legible with high contrast
• Acceptable document types are .tif/.tiff; .jpeg/.jpg; .png; .pdf (with XFA; with embedded fonts); .doc/.docx; .xls/.xlsx; .eml (file saved using MS Outlook); winmail.dat; .csv
• All required invoice details must be recorded on the invoice. Do not include any invoice-specific information in the body of the email itself as it will not be captured in the processing

Do NOT send the following through the Concur Invoice Capture email: 

• Duplicate invoices or reminder invoices
• Draft invoices
• Statements or Past Due Notices (send to accountspayable@kitchener.ca)
• File types that are not supported, e.g., compressed and media files/zip files
• Invoice with more than 30 backup pages (send supporting documentation to your City contact)
• Quotations/Estimates
• Work orders or Purchase orders
• Communication or announcements
• Links to invoices or other documents in the email as they will not be read
• Payment confirmation

Payment terms & Method

Standard payment terms are Net 30 days, unless otherwise noted in your purchasing agreement

The City of Kitchener’s preferred payment method is Electronic Funds Transfer (EFT). To sign up for EFT, please contact: accountspayable@kitchener.ca.