Procurement is the process of sourcing and purchasing goods, services, and works to meet the needs of an organisation. At Whakatāne District Council, we are committed to responsible procurement that delivers the best value for money while supporting sustainable development and the wellbeing of our district and community. We aim to partner with suppliers who share our commitment to positive social, environmental, cultural and economic outcomes.
Our procurement approach is underpinned by principles of fairness, transparency, and accountability. Every purchasing decision is made with the goal of aligning with Council objectives and delivering meaningful benefits to people of the Whakatāne District.
Procurement Health, Safety and Wellbeing
We're committed to health, safety and wellbeing - 'safety by choice not by chance' and as such, require that the contractors we engage share the responsibility of protecting the health and safety of staff, contractors and the community.
Health and safety pre-qualification for Council contractors »
Procurement policy
Whakatāne District Council’s Procurement Policy outlines how we approach procurement activities. These documents set the framework for how we engage suppliers, manage contracts, and ensure best practice in all purchasing decisions.
- DocumentProcurement Policy 2025 (641.63 KB)
Purchase Orders and Invoicing
To support smooth and efficient procurement processes, all suppliers must follow our Purchase Order and Invoicing requirements. Clear guidelines help ensure timely payments and accountability.
- Purchase Orders (POs)
A Purchase Order (PO) is required before any goods or services are provided. This is our formal approval to proceed and ensures your invoice can be processed without delay.
Do not begin work or supply goods without a valid PO.
PO will include details of the request and the Council contact.
Always reference the PO number on your invoice.
If you're unsure whether a PO is required, please check with your Council contact before proceeding.
- Payment Terms
Valid invoices will be paid by the 20th day of the month following the date of the invoice.
To ensure your invoice is included in that month’s payment run:
- Invoices should be dated on or before the last day of the month in which goods or services were delivered.
- They must be received by Council no later than the 5th working day of the following month.
Examples:
- An invoice dated 31 January and received by 5 February will be paid on 20 February.
- An invoice dated 2 February and received by 5 February will be paid on 20 March.
- Invoice Requirements
We aim to make working with Council as smooth and efficient as possible. To support timely and accurate payments, we’ve outlined some key guidelines for submitting invoices.
Please take a moment to review these requirements before sending your invoice - this helps us avoid delays and ensures your payment is processed without issues.
Where to send invoices Please email all invoices to: accounts@whakatane.govt.nz
Subject line: Include your company name and the Purchase Order (PO) number
If you need to post your invoice, send it to:
Accounts Payable
Whakatane District Council
Private Bag, 1002
Whakatane, 3158Invoice Format - Submit invoices in PDF format only.
- One invoice per file.
- One PO per invoice - do not combine multiple POs on a single invoice.
- Attach any required supporting documents (e.g., timesheets, receipts).
Invoice Timing - Invoices should be dated on or before the last day of the month in which goods or services were delivered.
- Submit invoices by the 5th working day of the following month to be included in that month's payment run.
- Valid invoices will be paid by the 20th of the month following the invoice date.
Mandatory Invoice Information - Your legal business name and GST number (if registered).
- Your bank account number.
- A unique invoice number and date.
- A valid Council-issued Purchase Order (PO) number.
- A clear description of goods or services, including delivery dates.
- The total amount payable, with GST clearly shown (if applicable).
Contact Information The most efficient way for us to receive and process invoices is electronically.
If you have any questions about your invoice or payment status, please get in touch:
- Email: accounts@whakatane.govt.nz
- Phone: 07 306 0500 (Mon-Fri, 8:30am-5:00pm)
Tenders
At Whakatāne District Council, we aim to use a competitive tendering process wherever possible. We advertise opportunities to supply goods, services, or works through public channels, or we may invite quotes directly from suitable suppliers.
Our goal is to keep the process open, fair, and accessible, encouraging a diverse range of suppliers to work with us.
GETS - Government Electronic Tender Service