Accounts Payable

Accounts Payable

Find information on payment processing options for City of Surrey’s suppliers.

Accounts Payable (AP) is responsible for managing and processing all payments the City owes to suppliers, and other external parties for goods and services received. AP works with Procurement Services to ensure contracts and purchase orders are in place to coordinate procurement and payment processing.

Overdue payments & inquiries

If payments are overdue i.e. greater than 30 days from invoice date, suppliers should contact the employee that requested the goods or services to ensure they have reviewed and approved the invoice for payment. Following that, suppliers should contact Accounts Payable at 604-592-7010 or by email at APInquiry@surrey.ca with the supplier’s legal name and outstanding invoice number.

New suppliers and/or changes to supplier information

For a new supplier, please download the supplier setup form, send it to the supplier to complete and have them email the completed form to apinquiry@surrey.ca

In addition, if supplier has changed their name, address, or any other relevant information, please inform Accounts Payable at apinquiry@surrey.ca

Failure to provide the updated information may lead to potential delays.

Electronic invoice submission & payments

In an effort to support sustainability, reduce issues and improve customer service, the City of Surrey accepts electronic invoice submissions and offers electronic payment options, such as Electronic Fund Transfer (EFT) or wire transfer.

Electronic invoices

The electronic invoice option will help accelerate processing of invoices, reduce costs and lower our carbon footprint. Invoices sent by traditional mail will also be accepted. Invoices can be emailed to surreyinvoices@surrey.ca

To process your invoice for payment, the following electronic submission guidelines must be met:

• Each invoice must be included as a separate attachment (PDF Format only)
• If there are additional informational documents associated with the invoice, they should be combined with the invoice they relate to as a single PDF file.
• Invoice PDF attachment(s) must be named: <Company name>_<Invoice Number>
• Emails must not exceed a total of 35MB for all attached files

Download the full invoice instructions for suppliers document for more information.

Failure to meet the requirements above may result in payment processing delays or in your payment not being processed.

Electronic payments

This option will allow suppliers to receive payments directly into their bank accounts, reducing the chance of cheques being lost in transit and improving the timeliness of their payment receipt.

If you are a supplier and would like to receive your payments electronically, please contact us at apinquiry@surrey.ca  to request enrollment.

Preparing your invoice (electronic or hard copy)

To ensure timely payment, your invoice must include the following information:

• Supplier’s full operating and legal name, if different (must designate the name to be used when issuing payment)
• Supplier's invoice number
• Supplier's full remittance details
• Details of goods and/or services purchased
• Amounts owed for each detailed line, along with a subtotal of all detailed lines, sales taxes (GST and/or PST) charged, and an invoice total
• Full contact name of the authorized City of Surrey Purchase Requestor and the respective department, or
• Purchase order (PO) number, if applicable. Note: PO numbers are currently 6 digits and start with a ‘4’, any other number provided will require the authorized City of Surrey Purchase Requestor and the respective department

Contact

Payment questions: Email apinquiry@surrey.ca

Invoice submissions: Email surreyinvoices@surrey.ca

All other questions: Call 604-592-7010