Supplier and Purchase Order Policy
Supplier, Purchase Order and Invoicing Policy
Child Therapy Service CIC (Company No. 12067820) and Child Therapy Practitioners Limited (Company No. 13945877) Registered address: 28A Hyde Gardens, Eastbourne, BN21 4PX, United Kingdom Last reviewed: May 2026 Next review due: May 2027
- Purpose
This policy sets out the terms governing supplier registration, purchase orders, and invoiced transactions with Child Therapy Service CIC and Child Therapy Practitioners Limited. It is designed to align with the procurement requirements of schools, multi-academy trusts, NHS bodies, local authorities, and other public sector organisations.
Both companies operate under a shared group structure and are jointly responsible for service delivery, licensing, and administration.
By submitting a purchase order or requesting an invoice, your organisation confirms that it has read and accepted this policy, acknowledges the applicable administration fee, and accepts responsibility for payment within the agreed terms.
- Scope
This policy applies to any organisation or professional wishing to:
- purchase products, memberships, or training via invoice
- submit a purchase order
- register either company as a supplier or vendor
- How to Place an Order
We understand that schools, local authorities, and other public sector bodies operate formal procurement processes. The following steps set out how to place an order with us.
Step 1 — Request a quote or pro forma invoice
Contact us at [email protected]. We will issue a written quote or pro forma invoice confirming the total cost, including any applicable administration fee. This gives your finance team everything needed to raise a purchase order.
Step 2 — Provide written authorisation
We are unable to raise a formal invoice or process any order without one of the following:
- a valid purchase order from your organisation, or
- a written email confirmation from the named person within your organisation who is authorised to approve expenditure
This requirement exists to protect both parties and to ensure that all orders are properly authorised before access or services are provided. We cannot accept verbal instructions, informal requests, or orders submitted by individuals who have not confirmed their authority to commit expenditure on behalf of their organisation.
If you are unsure who the authorising person is within your organisation, please confirm this before contacting us so that we can process your order without delay.
Step 3 — Submit your purchase order or written authorisation
Once approved internally, send your purchase order or authorisation email to [email protected]. A valid purchase order must include:
- organisation name and billing address
- contact name and email address of the authorising person
- description of the items or services ordered
- the full total as quoted, including the administration fee
- your purchase order reference number
Where a purchase order is not yet available but the authorising person has confirmed the order in writing by email, we will accept this as sufficient to proceed, provided a purchase order follows within five working days.
Step 4 — We issue a formal invoice and confirm your order
On receipt of a valid purchase order or written authorisation, we will issue a formal invoice and process your order. Access to digital content, training, or services will be granted at this point as part of a credit arrangement.
Please note: we will not grant access or begin service delivery on the basis of an informal request, an unconfirmed intention to order, or a purchase order that has not yet been internally approved. This protects your organisation as much as ours.
- Administration Fee
All invoiced and purchase order transactions are subject to an administration fee. Fees are scaled according to the complexity and size of the order:
Order Type | Administration Fee |
Standard orders | £25 |
Mid-size orders | £50 |
Large or complex orders | £100 |
Administration fees range from £25 to £100 and will always be confirmed at the quote stage. The applicable fee will be clearly itemised on your pro forma invoice and formal invoice so that it can be included in your purchase order from the outset.
This fee reflects the genuine cost of:
- completing supplier registration and vendor setup forms required by your organisation
- processing and issuing purchase orders and invoices
- setting up team, multi-user, or bespoke access arrangements
- liaising with finance, procurement, or commissioning departments
The administration fee is non-negotiable and non-refundable. It is a fixed cost of processing your order and is not connected to the value or outcome of the services provided.
- Payment Terms
- Payment is due within 30 calendar days of the invoice date.
- For schools and local authorities, we will confirm receipt of your purchase order in writing so that your 30-day payment period is clearly established.
- Payment must be made by BACS transfer using the bank details provided on your invoice.
- The purchasing organisation remains responsible for payment within the agreed terms, regardless of internal processes such as staff changes, late purchase order approval, or budget authorisation delays.
- Access and Non-Payment
Access to digital content, training, or services is granted at the point of invoicing. We ask that all payments are made within the agreed terms.
If payment is not received by the due date, we will contact you to seek a resolution. Where an account remains unpaid without agreed arrangements in place, we reserve the right to suspend access until the outstanding balance is settled. We will always communicate before taking this step and will work with you to find a reasonable resolution wherever possible.
- Late Payment
In accordance with the Late Payment of Commercial Debts (Interest) Act 1998, where payment is not received within seven calendar days of a final reminder, we reserve the right to apply:
- statutory interest at 8% above the Bank of England base rate, calculated daily from the due date
- fixed compensation charges as follows:
Invoice Value | Compensation |
Under £1,000 | £40 |
£1,000 to £9,999.99 | £70 |
£10,000 or more | £100 |
We recognise that late payment from public sector organisations is often the result of process delays rather than unwillingness to pay. We will always seek to resolve matters cooperatively before applying these charges.
- Supplier Registration
If your organisation requires us to complete a supplier or vendor registration form, please send it to [email protected]. Time spent completing supplier registration forms is included within the administration fee.
We are happy to provide the following on request:
- company registration documents
- bank details for BACS payment
- insurance certificates
- signed terms of business
- Amendments, Cancellations, and Refunds
Once an invoice has been issued and access granted, the order is considered fulfilled. Amendments are not permitted without prior written authorisation from us. All refund and cancellation requests are subject to our Refund and Cancellation Policy.
- Data and Compliance
We retain records of all supplier registrations, purchase orders, and invoices for audit and compliance purposes in accordance with our Data Retention and Deletion Policy. All data is processed in accordance with the UK GDPR and the Data Protection Act 2018.
- Governing Law
This policy is governed by the law of England and Wales. Any disputes arising from or in connection with this policy are subject to the exclusive jurisdiction of the courts of England and Wales.
- Contact
General enquiries: [email protected]
Billing and purchase orders: [email protected]
Phone: 01323 749434 Website: www.childtherapyservice.org.uk Address: 28A Hyde Gardens, Eastbourne, BN21 4PX, United Kingdom
Last reviewed: May 2026. Next review due: May 2027.