Getting paid

ProMed are signatories to the Prompt Payment Code, therefore, we have agreed to:

  • Pay 95% of invoices within the agreed payment terms and without attempting to change terms retrospectively
  • Pay 95% of all invoices within 60 days, and 95% of invoices from businesses with fewer than 50 employees within 30 days
  • Acknowldge their right to use late payment legislation to invoice for late payment interest and charges when appropriate

Invoice requirements

To avoid delay in payment it is important that the invoice is legally compliant and that it includes a valid Purchase Order (PO) number, PO line item number (if applicable). Non-compliant invoices will be sent back to the supplier which may lead to a delay in payment.

The following information must be provided on each invoice:

  • Addressed to Professional Medical Ambulance Services Limited (ProMed, ProMed999, or other variants, are NOT sufficient)
  • Includes our full registered address: International House, 776-778 Barking Road, LONDON E13 9PJ
  • Supplier’s name and (regsitered) address
  • The word ‘invoice’ (or if a credit, the words ‘credit note’)
  • Invoice number
  • Invoice date
  • Value and currency (in Great British pounds sterling, unless agreed in advance otherwise for international suppliers)
  • Description of goods and services supplied – where invoices are for shifts worked, the number of hours worked & the applicable rate must be clearly shown per line, and each shift must be on its own line
  • Purchase Order (PO) number and PO line item number (if applicable)
  • Any unique reference number or information requested by ProMed – where the invoice relates to a job/shift, the relevant job code is required
  • If VAT is applied, the invoice should be split between the net value of goods and services, the rate and amount of VAT, and the total value of the invoice; a valid and current VAT number must also be displayed

Please note that any invoice which does not comply will be returned to the supplier for resubmission with the correct information.

Invoices can be submitted by email to invoice-submissions@promed999.co.uk. Please note that this email is NOT for queries, follow-ups or reminders; it is for the initial submission of an invoice only.

If you are emailing an invoice it must be in PDF format, and the PDF must be directly attached to the email. Invoices are processed by our automated accounting system, which is unable to follow links nor interpret webpages.

Invoices can be submitted, by exception, and only with prior written agreement, in the post to:

Professional Medical Ambulance Services Limited,
International House
776-778 Barking Road,
LONDON
E13 9PJ

A scanned image of all paper invoices is created, so it is important that the invoice is of good quality and easy to read. We recommend that the invoice is on white A4 paper, clearly printed in black, and that highlighters have not been used.

Supplier requirements

Before making the first payment to a new entity, we will require to confirm the entity’s identity & their bank account details.

Registered companies

Before the first payment is made, we will require the following:

  • Company registration number & country in which the company is registered
  • Bank account details provided by sending a letter on headed paper to Professional Medical Ambulance Services (address as per the PO) as a pdf by email to accounts@promed999.co.uk

We will confirm the entity which owns the bank account using our bank’s automated system. However, where the entity name does not match the bank details provided, we will require additional evidence (ie very recent (within the last 3 months) bank statement header). We may also place a recorded telephone call to a publicly-listed telephone number for your bank to confirm those details.

Individual persons

Before the first payment is made, we will require the following:

  • A fully completed application form, which includes your bank details & national insurance number
  • Evidence of your Unique Taxpayer Reference (UTR) number, such as a recent (within the last 12 months) letter from Her Majesty’s Revenue & Customs (HMRC)
  • Your first invoice, showing your bank details

We will confirm the entity which owns the bank account using our bank’s automated system. However, where the entity name does not match the bank details provided, we will require additional evidence (ie very recent (within the last 3 months) bank statement header). We may also place a recorded telephone call to a publicly-listed telephone number for your bank to confirm those details.

Value Added Tax (VAT) registration

Where an entity is charging VAT on an invoice, the full VAT number of the entity must be provided. This will be confirmed as being valid using the GOV.UK Check a UK VAT number service.

Where the VAT registered entity is not the same as the supplier entity, clear evidence showing a direct relationship between the two must be provided.

Payment terms

In accordance with our terms & conditions, ProMed will pay its suppliers such sums as are due 30 days following the day in which ProMed has determined the invoice to be valid and undisputed. Where specific contract clauses are agreed which vary the terms of payment, these will take precedence.

A valid invoice is an invoice which complies with all of the above requirements, issued by a supplier who complies with all of the above requirements.

Invoices will be automatically disputed if they do not exactlymatch the goods/services actually received by ProMed, or if they differ from the written agreement in place for such goods/services.

Our terms & conditions also include provision for late payment in accordance with The Late Payment of Commercial Debts (Interest) Act 1998. ProMed reserves the right to withhold payment where the goods or services have not been provided in accordance with the contract.

We expect our suppliers to pay any sums due to sub-contractors promptly and within a period not exceeding that set out above.

Method of payment

Payments are processed & authorised using a cloud book-keeping/accountancy software package. Over 99% of invoices are paid via BACS and we expect new suppliers to be paid by BACS.

ProMed does not pay any supplier by cheque nor postal order.

Taking payment by direct debit

ProMed understands that there are some suppliers who prefer to take payments by direct debit.

For regular suppliers, ProMed will authorise mandates for direct debits where that supplier (or its payment processing provider) is a member of the direct debit guarantee. This means that the supplier must notify ProMed in writing of any changes to the amount, date or frequency of the direct debit in advance of the payment being collected – normally, this should be ten (10) working days, however, ProMed will accept, as a minimum three (3) working days’ notice.

Taking payment by recurring card payment subscription

ProMed understands that there are some suppliers who prefer to take payments by recurring card payment subscription.

ProMed may, at its discretion, authorise regular suppliers to take payments in this way. However, this is considered to be by exception, and ProMed may choose to terminate such authorisations at any time and for any reason; in such instances, payment would then be by BACS.

Administration fee for incorrect payments taken

Where a supplier who chooses to be paid by direct debit or recurring card subscription charges ProMed for more than they have notified ProMed at least three (3) working days prior in writing that they will charge, ProMed reserves the right to charge that supplier an administration fee for rectifying the overcharge, in addition to interest calculated daily at 8% above The Bank of England base rate on the overcharged amount.

The administration fee charged is specific to each supplier, but where that supplier charges a missed payment, returned payment or late payment fee, ProMed’s administration fee shall be at least equivalent to the highest of any of those charges, but may be higher.

Avoiding delay in payment

In order to avoid possible delays in payment it is essential that the invoice is in line with the PO received from ProMed and the goods and services received. Where these do not match, the invoice will require investigation.

Please be aware of the following when submitting an invoice:

  • The invoice must be compliant (see the submitting an invoice section above)
  • The invoice must reflect the quantity & price as per the PO / shift; any increase in price or quantity must be pre-agreed with the originator of the order before providing the additional goods or services and an amended PO will be provided if agreed
  • If the supplier’s name and/or address on the invoice is different to that stated on the PO the change in details must be confirmed before the invoice can be processed; this can be done by sending a letter on headed paper to Professional Medical Ambulance Services (address as per the PO) as a pdf by email to accounts@promed999.co.uk

Payment queries

You can contact us by:

  • Emailing accounts@promed999.co.uk
  • Telephoning 03333 445442
  • WhatsApp messaging 07418 310101 (please note: our WhatsApp team cannot answer any queries other than confirming receipt of an invoice)