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How to get paid

Our supply chain is crucial to our operations, find out how to get paid

Where to send invoices or subcontractor applications for payment

By email:   

By E-Invoicing: If you are part of our e-invoicing supplier group please issue your invoices to the dedicated email address provided at initial set up.  If you are not part of our E-invoicing supplier group and would like to switch to E-invoicing please email accountspayable@volkerrail.co.uk. 

By Post: VolkerRail, Eagre House, J3 Business Park, Carr Hill, Balby, Doncaster, DN4 8DE 

Details required on invoices 

Purchase order number (PO): We ask that all invoices/applications for payment need to quote a valid PO. Please note we operate a no PO no pay policy and that we will return any invoices or applications not quoting a valid PO. 

All invoices should adhere to the standards required by HMRC for a valid VAT invoice.

  • Purchase order number.
  • Name or contract to which goods/services were supplied, contact name of person who presented or signed the order.
  • 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).

Returned Invoices

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

  • Purchase or Subcontractor order not quoted or valid
  • Invoices addressed to the incorrect VolkerRail Company

Subcontract payments via Payment Notice

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.

Contact details for payment queries 

Your first point of contact to ascertain whether your invoices have been received, approved and released for payment is to email accountspayable@volkerrail.co.uk or subcon@volkerrail.co.uk

Payment runs

We currently conduct at least one payment run per week, 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. Please also note that all invoices received require the appropriate business approval before they can be released for payment. 

Payment terms

Our standard terms specify that payment will be made on the 15th day of the second calendar month following the month of invoice, with maximum payment terms of 60 days.  All subcontractors and many suppliers on Network Rail contracts however, will have payment periods not exceeding 28 days from the date of valuation or receipt of valid invoice (in agreement with the Network Rail Fair Payment Charter). Our aim is to pay all valid invoices on time.

How are disputed invoices dealt with? 

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. 1The 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 Accounts Payable team as to the nature of the dispute, and if a resolution date is agreed. 
  5. Where there is a resolution timeframe; the Accounts Payable team will await instructions from the site team as to whether or not the dispute has been resolved ahead of schedule and whether or not funds can be released to the supplier. 
  6. The Accounts Payable team can escalate the matter to the appropriate management upon supplier request. 

Other information 

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. 

Contact Us

VolkerRail, Eagre House, J3 Business Park, Carr Hill, Balby, Doncaster, DN4 8DE