Enforcement agents
Target for approved invoices after the full attendance file has been completed.
Accounts · Contractors · Suppliers
Supplier and contractor payment policy
How UK Bailiff Services Ltd reviews invoices, completes file checks and releases payments to enforcement agents, locksmiths, contractors, suppliers and clients.
Complete invoice
Correct legal name, reference, work details, VAT and bank information.
Complete operational file
Reports, photographs, records, keys and other required evidence received.
Checks completed
Charges, scope, client monies, compliance and approval reconciled.
Processing targets
When a complete and approved submission is paid
These are processing targets measured from receipt of a valid invoice and all required file material. They are paused while a genuine query, dispute, reconciliation or compliance review remains open.
Locksmiths
Target where work, pricing, photographs and key handling have been verified.
Other suppliers
The approved invoice or written purchase arrangement sets the payment term.
Client remittances
Usual target for cleared and reconciled funds after authorised deductions.
Invoice requirements
What a valid invoice must contain
Missing or inaccurate information prevents the invoice from entering the payment process.
- Supplier’s full legal or trading name and correspondence address
- Contact details and unique invoice number
- UK Bailiffs reference and full attendance or site address
- Invoice date, attendance date and job type
- Clear description and itemised breakdown of work, hours and charges
- Approved expenses and supporting receipts where required
- VAT number and VAT breakdown where applicable
- Correct account name, sort code and account number
File completion
Evidence required before release
The invoice and the operational file must tell the same clear story.
- Full attendance report and accurate arrival and departure times
- Relevant photographs and body-worn video where required
- Notices, inventories, controlled-goods or payment documents
- Confirmation of the work completed and the outcome
- Keys returned, transferred or logged as instructed
- Receipts for authorised disbursements
- Any client-specific evidence or portal upload completed
- All incidents, damage, complaints and safeguarding issues disclosed
Why payment may pause
A query must be resolved before funds are released
A pause is used to protect the audit trail, client money, evidential quality and all parties to the instruction.
Figures do not reconcile
Hours, rates, expenses, VAT, duplicated items or the sum claimed differ from the authority or file.
Evidence is incomplete
Reports, photographs, video, notices, receipts, keys, inventories or other required material remain outstanding.
Work requires review
Scope, workmanship, damage, conduct, complaint, compliance, safeguarding or client concerns require investigation.
Funds need allocation
Money has not cleared, cannot yet be matched, or requires banking, accounting or legal verification.
Authority was not obtained
Additional hours, personnel, purchases or disbursements were incurred outside the agreed instruction.
Payment details changed
New or amended bank information has not passed verification checks.
Payment process
From invoice submission to bank transfer
Submit
Email the valid invoice with the UK Bailiffs reference and required supporting material.
Match
Accounts matches the invoice to the instruction, attendance and operational file.
Review
Charges, authority, evidence, compliance and any client-money position are checked.
Release
An approved payment is released by bank transfer and remains subject to bank processing.
Detailed policy
Payment terms and administration
Other contractors and suppliers
Unless agreed otherwise in writing, payment follows the approved invoice or purchase arrangement. A valid invoice, satisfactory completion and all reasonable checks and approvals are required.
Client funds and onward remittance
Cleared, allocated and reconciled money held for onward payment is usually targeted for remittance within 48 hours after agreed fees, disbursements or authorised deductions. Tracing, verification, legal restriction, banking checks or accounting issues may extend this period.
Deductions, withholding and set-off
UK Bailiffs may pause, withhold or adjust payment where there is a genuine query concerning charges, duplication, unauthorised expenditure, incomplete work, missing records, damage, complaint, compliance or accounting. Any right of set-off will be exercised only where permitted by contract or law.
Payment method
Payment is normally made by bank transfer. UK Bailiffs is not responsible for delay caused by incorrect supplier details, receiving-bank checks or payment systems outside its control.
Payment not showing
After confirmation of release, allow reasonable time for bank processing. If payment remains missing, email accounts@ukbailiffs.org with the UK Bailiffs reference, invoice number and payment confirmation details.
Raising and escalating a query
Raise an invoice query promptly with Accounts by email and include the reference and evidence. If a formal complaint remains unresolved after internal review, write to legal@ukbailiffs.org. Complex matters may require management, file or third-party review.
Submission does not create immediate entitlement to payment
Payment becomes due under the applicable agreed term once the invoice has been accepted for processing and the required work, file, evidence, reconciliation and approval conditions have been satisfied. This policy does not alter a separately agreed written payment term.
Accounts contact
Include the reference so we can trace the payment quickly
Send invoices to invoice@ukbailiffs.org. Send payment-status and reconciliation questions to accounts@ukbailiffs.org.
