From 1 November 2018, NHS Property Services will implement a No PO, No Pay policy and move all invoicing online.

Our policy will bring in changes that ensures working with NHS Property Services is an efficient and reliable experience for both parties and will include:

  • a ‘No PO, No Pay’ rule, meaning that without a valid Purchase Order issued by NHS Property Services, payment of supplier invoices will be delayed.
  • an easy, free, online e-billing solution, Tradeshift, to share invoices, information and documents with suppliers.

All suppliers of goods or services to NHS Property Services should only be accepted and goods or services delivered, after receipt of an official NHS Property Services Purchase Order number.

If you have any questions which are not answered by the below frequently asked questions, please call us on 0800 085 3015 or email

Why has NHSPS decided to implement a No PO, No Pay policy?

We are introducing this policy to increase efficiency in how we process payments to suppliers, making this an easier way to work together. In addition to the No PO, No Pay policy we are moving invoicing online using Tradeshift.

When does the No PO, No Pay policy come in to effect?

The No PO, No Pay policy applies to all goods, services and works placed with NHSPS (with the exception of those outlined below) from 1 November 2018.

Will I get paid any quicker if I quote a PO number?

Our standard payment terms are 30 days from the date of invoice. However, invoices received without a valid PO number quoted will not be paid and will be returned. This may lead to a delay in the payment process.

What is the PO number sequence I should expect to receive from NHSPS?

All valid PO numbers for NHSPS are in the format Pnnnnnnn where ‘n’ is number.

Past invoices without a PO number have been paid by NHSPS. Will this still happen?

As a result of formalising our purchasing arrangements, all financial commitments for goods and / or services must be made using a Purchase Order. As part of the ‘No PO, No Pay’ policy the supplier is expected to put the valid PO number on their invoices, otherwise it will not be possible to submit and the Tradeshift portal will reject the invoice.

If you do not have a valid PO number for a live piece of work, please contact the person who commissioned this work to obtain a number.

An invoice has been returned or rejected requesting a valid PO number to be provided. How can this be obtained?

You should contact the member of staff who gave the original instruction to supply the goods / services and ask them to provide a valid PO number. When obtained, you should submit a replacement invoice quoting the valid PO number via Tradeshift.

What should I do if I am not a supplier and I have received a letter?

Some individuals who have received payments from NHSPS in the past have been recognised in our accounting system as suppliers. If you have received a letter and do not provide us with goods and / or services, please disregard this letter and accept our apologies for the inconvenience.

Are there any services that are not affected by this policy?

Yes, we will not require a PO for:

  • Utilities
  • Telecommunications
  • Payments of rent to landlords
  • Travel

Consumption will not require a Purchase Order but purchase of goods or services will.

How will I receive the Purchase Order?

All Purchase Orders are made available to suppliers via Tradeshift. If you do not already have a Tradeshift account, we encourage you to contact for assistance. All invoices and associated documentation will be processed through Tradeshift.

What happens if I receive a Purchase Order and it does not seem to be correct?

Contact the person who placed the Purchase Order initially and ask for clarification.

What should I do if I don’t receive a Purchase Order?

Contact the person who placed the verbal or email order and ask for a Purchase Order number.

What happens if I am asked to provide goods and / or services in an emergency?

There may be instances when an urgent order is needed, and it may not be possible to create a Purchase Order number before the goods and / or services are received. In this case, a purchase order number will be provided as soon as possible.

What happens if I supply services before receiving a PO?

Any supplier providing goods or services to NHSPS without a valid purchase order do this at their own risk.

Any invoices received without a quoted valid purchase order will be returned to the supplier asking for the referencing of a valid purchase order number before payment will be considered.

How can I find out about Tradeshift?

You can find out more about Tradeshift by visiting