Check a supplier invoice against the pay-on-time policy in force
Key facts
- Human involvement
- YellowClose supervision
- How AI is used
- From the contract, the invoice and the receipt record, set out the invoice date, whether the invoice is marked as correctly rendered, whether delivery has been acknowledged, and whether the supplier's eInvoicing is recorded as Peppol-compliant. Do not calculate interest and do not approve payment.
- What the lawyer must review
- The lawyer checks the invoice against the pay-on-time policy that is in force and advises on any interest. Resource Management Guide 417, in force since 1 January 2020, introduced 5 day payment terms where Peppol-compliant eInvoicing exists. The guide applies to non-corporate Commonwealth entities and encourages corporate Commonwealth entities to apply it. Paragraph 5.8 of the Commonwealth Procurement Rules requires payment within the maximum payment terms after acknowledgement of satisfactory delivery and receipt of a correctly rendered invoice. Finance says an updated guide, and a separate payment-card guide, do not commence until 1 January 2027. Until then the current guide and its payment terms remain in effect. The lawyer uses the current guide for the maximum terms and any interest, and does not apply the 2027 text early.
- Written for / version
- US
Open a jurisdiction version of this task to see which instruments apply: US
Who does what
| Role | What they do |
|---|---|
| Assistance | From the contract, the invoice and the receipt record, set out the invoice date, whether the invoice is marked as correctly rendered, whether delivery has been acknowledged, and whether the supplier's eInvoicing is recorded as Peppol-compliant. Do not calculate interest and do not approve payment. |
| Lawyer | Set the scope, supervise the work closely, verify every part relied on, resolve omissions and exceptions, and approve the exact output. |
Checklist
- Do not start the payment period before delivery is acknowledged and a correctly rendered invoice is received.
- Apply 5 day terms only where Peppol-compliant eInvoicing exists, as the current guide states. Do not invent a different period.
- Do not apply the updated guide dated to commence on 1 January 2027 before that date.
- Use the current guide, not a remembered rate, before any interest is calculated.
Sources
- Department of Finance, Supplier Pay On-Time or Pay Interest Policy (RMG 417) · 2026-10-22
- Department of Finance, Commonwealth Procurement Rules, encouraging competition · 2026-10-22
These are suggested working checks. Confirm the required checking with the responsible lawyer before work starts; the checking approach does not establish permission to use AI.