If you supply us with goods, services or works, use this page to find out about changes to supplier registration, invoicing and payments.
We’re introducing a new financial system in autumn 2026. As part of this change, suppliers will need to use the Proactis Supplier Network to keep their information up to date and manage purchase orders, invoices and payments. We'll provide more information and guidance before the new system goes live.
You do not need to do anything at the moment.
In the future, suppliers will need to register their details through the Proactis Supplier Network. This will help us keep supplier information accurate and support the smooth processing of purchase orders, invoices and payments.
Key changes include:
- all suppliers will need to register on the Proactis Supplier Network
- suppliers will need to submit invoices to a central mailbox for processing
We will provide further information, including registration instructions and the central mailbox address, in the coming months.
| Date | Activity |
|---|---|
| August 2026 | We’ll send our first communications to suppliers |
| September 2026 | We'll provide suppliers with more information about the Proactis Supplier Network, registration requirements and the new invoice submission process. |
| Autumn 2026 | We’ll issue a final reminder about the new financial system and the Proactis Supplier Network. |
| Autumn 2026 | Our new financial system will go live. Suppliers must follow the latest invoice and supplier registration guidance issued by the Council. |
What suppliers need to do
If you currently supply goods, services or works to us, or expect to do so, we’ll ask you to complete the following actions:
Register on the Proactis Supplier Network
When you receive an invitation or instructions from us, please complete your Proactis Supplier Network registration promptly.
- Check your supplier information. Review your organisation details and ensure information such as addresses, contact details and payment information is accurate and up to date
- Keep your contact details current. Make sure the email address we hold for your organisation is monitored, as this is where important updates and registration instructions may be sent
- Follow the correct invoice process. We'll confirm the correct invoice submission route before the new system goes live. This will include details of the central mailbox to use for submitting invoices. We’ll no longer send invoices directly to the service area who requested the goods, works or services
- Quote the correct purchase order number. Where you need a purchase order, please ensure the correct purchase order number is included on your invoice. This is necessary to process invoices efficiently and avoid unnecessary delays. We operate a No Purchase Order, No Pay Policy. Read the Purchase Order Policy
- Respond to reminders and requests. If we contact you to confirm or update your details, please respond promptly. This will help minimise the risk of issues during the transition to the new system
Invoices and payments
The new financial system will introduce changes to how invoices are submitted and processed.
Detailed guidance will be provided before go-live, including:
- how invoices should be submitted
- the central submission mailbox or route
- information required on invoices
- purchase order requirements
To help us process invoices efficiently, suppliers must ensure that invoices are accurate, include the required Purchase Order information where applicable, and are submitted using the correct method once confirmed.
Further information
If you need any further information please contact: suppliers@bathnes.gov.uk