MBIE Suppliers information

Contract opportunities

Future procurement opportunities (FPO) are posted on the Government Electronic Tender Service (GETS). This gives suppliers early notice of a planned procurement. You can follow an FPO and receive notifications when a related tender is released on GETS.

Future procurement opportunities(external link) — New Zealand Government Procurement

You can learn more about signing up for GETS access via the New Zealand Government Procurement website.

GETS(external link) — New Zealand Government Procurement

MBIE also publishes Contract award notices on GETS for contracts in accordance with the Government Procurement Rules.

New suppliers

If you are a new supplier to MBIE, we will need to set up an account for you in our finance system so that your invoices can be paid.

Your contact at MBIE may give you a form to provide us with the following information:

• Legal and Trading names (this needs to match invoices you send us)
• GST registration number
• NZBN
• Contact details
• eInvoicing status (if your finance system is capable of sending us an eInvoice)
• Your organisation size
• Type of ownership
• Currency of your invoices
• Bank account details – if overseas, we will also require SWIFT or routing information
• Bank account documentation from your bank such as a pre-coded deposit slip, bank letter or statement. The bank logo, account name and number must be clear
• GST registration certificate or a copy of the online IR GST registration 
• An IR330C if Withholding tax needs to be deducted (schedular payment) or an Exemption Certificate if exempt from withholding tax deductions. This includes offshore entities who provide services in NZ.

A member of our commercial team may also reach out to you via a phone call to verify this information if required.

Why we need organisation size and type of ownership information

MBIE is committed to achieving broader cultural, economic, environmental, and social outcomes when purchasing goods, services or works. Government Procurement Rules and policy requires us to consider how we can create opportunities for New Zealand businesses.

When we set you up as a supplier in our system, we will ask you to select which of the options below best describes your organisation so that we can have a better understanding of the role your business plays in the New Zealand economy. 

• Maori (50% Māori Ownership or a Māori Authority as defined by IR))
• New Zealand based
• Overseas based
• Pasifika business
• Social Enterprise

Our information

The following information can be used to set us up in your finance system for invoicing:

If you’re not sure if you will be sending us invoices for Department or Crown goods or services, please ask your MBIE contact. If you are sending us invoices for both you may want to set up two separate records in your system – one for MBIE Crown and one for MBIE Departmental. This is particularly important when you send eInvoices instead of PDF invoices.

Purchase orders

A purchase order will be required prior to supply of some goods and services. Your MBIE contact will send you a Purchase Order using the email address you have provided us. If you are provided with a purchase order number, you must reference this on your invoice.

Download a copy of our standard terms of purchase:

These terms apply unless  the Ministry of Business Innovation & Employment (‘MBIE’) and the Supplier have specifically entered into an alternative agreement for the supply of the Goods and Services.

Sending invoices

To facilitate efficient payments to you for the goods and/or services you supply, please provide us with the following Taxable Supply Information:

• Your business name or trade name
• Your GST number (if applicable)
• Our name – this can be written as Ministry of Business, Innovation and Employment or MBIE
• Our address or the email address for your MBIE contact
• Invoice date
• Invoice number
• Description of goods/services
• Information on how GST (if any) has been included
• Reference information, either one of the following:
  • A purchase order number (PNXXXXXX) if you have received a purchase order from us
  • Cost centre and natural account (in number format, xxxx.xxxx) or a project code (in the number format xxxx.xx.xx.xxxx)

There are 2 ways that you can send this information to us.  

eInvoicing

MBIE accepts eInvoices. We prefer you to send us eInvoices instead of sending PDFs via email.  Sending eInvoices helps us process and pay your invoices more efficiently. 

To ensure we can receive and process your eInvoices please add our New Zealand Business Number (NZBN – Department OR Crown) to your contact records. This will ensure your eInvoices reach us.

If you’re not sure if your system can send eInvoices check our einvoicing website:

einvoicing.govt.nz(external link)

Email

Invoices can be sent to us as a PDF attachment to mbie.invoices@mbie.govt.nz

Ensure that:

• Each email only contains one PDF, and
• Each PDF only contains one invoice.

Please note that this email address is not monitored for queries. Please send statements or enquiries to AP@mbie.govt.nz. 

eInvoicing and how it benefits you

eInvoicing is the digital exchange of invoice information directly between buyers’ and suppliers’ financial systems, even if these systems are different. 

With eInvoicing, businesses no longer need to generate paper-based or PDF invoices that have to be printed, posted or emailed; and buyers no longer need to manually enter these into their financial system. 

Removing manual handling of your invoices means invoice information gets to the right place, at the right time with less chance of errors happening along the way. This all helps to reduce delays in processing and payment of your invoices. 

The more businesses that send and receive eInvoices, the more your business will benefit from saving time on administration and faster payment. 

Read more about eInvoicing(external link) — eInvoicing