Invoice Instructions for Vestas Suppliers

To ensure prompt and timely settlement of your invoices, please read carefully the following requirements in English. If you wish to read the invoice instruction in other languages, please follow the links below:

Vestas is transitioning to fully digitalized procurement. This means that it may be required to submit a digital invoice created from our digital PO. This will be evident from the format and instructions included in our purchase order.

If local country requirements prohibit a digital or PDF invoice, a hardcopy invoice should be submitted instead. 

Please see below the requirements and way to send your invoice according to the format used.

Invoice Instructions for Vestas Suppliers
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Chinese / 中文
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French / Français
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German / Deutsch
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Italian / Italiano
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Portuguese / Português
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Russian / русский
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Spanish / Español
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Turkish / Türk

Mandatory requirements 

Please send the invoice to POs received via Ariba through your Ariba account. Please make sure you only send us an invoice for the delivered quantity. If your invoice does not comply with these requirements it will be rejected and returned to you, or the payment delayed. 

Your invoice must indicate:

  • an invoice number (reference) 
  • date of issue 
  • Tax or VAT rate (%) and your company’s Tax or VAT registration number 
  • date of delivery 
  • quantity invoiced per line 

All other details will be copied directly from the Vestas PO and it’s not possible to update by the supplier. 

Any extra delivery costs not included on the PO (such as packing, freight, etc.) must be communicated to the Vestas Buyer before submitting your invoice. Failure to do so may result in a delay in processing your invoice and payment. 

Credit memos must relate to invoices already submitted via Ariba. The credit memo shall indicate a credit memo number (reference) and the reason for the credit.

Submitting your invoice  

Only submit invoices related to Ariba POs via the Ariba Network. If you also send the invoice as a PDF copy by e-mail to our invoice mailboxes, it will be returned to you and will not be processed for payment. 

Invoice Status 

All changes to the status of your invoice can be viewed in real-time in Ariba. You can also set up e-mail notifications for all invoice status changes using Ariba.

In case of issues
For support and assistance, please contact ariba.ssc@vestas.com

Payments & bank details
Please ensure your company’s payment details are up-to-date in your Vestas Ariba account. 

If the payment date falls on a non-working day, the following working day will be effective. 

Mandatory requirements

Please do not send your invoice unless it has been fully delivered. If your invoice does not comply with these requirements it will be rejected and returned to you, or the payment delayed. 

Your invoice must indicate

  • “INVOICE”, or local language equivalent, in large letters in the header
  • an invoice number and the date of issue
  • a single purchase order reference
  • items or quantities shown on our purchase order
  • VAT, sales tax, GST or other tax amounts separately from the total amount
  • your company name, address and VAT registration number (where applicable)
  • Vestas ordering company address and VAT number (where applicable) exactly as on the purchase order
  • the same currency as our purchase order 
  • the same item descriptions and prices as our purchase order 
  • any Vestas material numbers on the purchase order
  • the corresponding lines on our purchase order

Credit notes shall reference only one invoice and shall indicate 

  • “FULL CREDIT NOTE” or “PARTIAL CREDIT NOTE” in large letters
  • always indicate your contact person in Vestas
  • your original invoice number and, where applicable, our purchase order reference

PO exempted invoices
There are special circumstances where an invoice may be submitted without our purchase order reference. Your Vestas contact person will inform you prior to the start of deliveries if this will be the case. All requirements shown above are still valid except for purchase order reference and the purchase order line references.

Submitting your invoice
Please send your invoice or credit note to the mailbox shown on the Vestas purchase order. A full list of e-mail addresses for each Vestas ordering company can be viewed here.

To ensure that your invoice can be processed efficiently, please ensure that it complies with the following rules

  • PDF format - ZIP files and password protected files will not be processed
  • each PDF shall contain only 1 invoice or 1 credit note
  • do not send our Accounts Payable proforma invoices
  • do not include other documentation (e.g. conditions of sale) between invoice pages in a pdf.

In case of issues

Please use the Supplier Invoice Status Portal to raise any queries regarding invoice and payments instead of sending an e-mail to us directly.

Payments & bank details
Please notify us of any changes to your company’s payment details to your Vestas contact person well in advance of the actual change. If the payment date falls on a non-working day, the following working day will be effective.

Mandatory requirements

Please refer to that section for PDF invoices.

PO exempted invoices

Please refer to that section for PDF invoices.

Submitting your invoice

Please send you invoice or credit note to the postal address shown on the Vestas purchase order. A full list of postal addresses depending on the Vestas ordering company can be viewed here.

To ensure that your invoice can be processed efficiently, please ensure that it complies with the following rules

  • do not send our Accounts Payable proforma invoices
  • do not include other documentation (e.g. conditions of sale) between invoice pages in a pdf.

In case of issues

Before contacting us please check that

Please use the Supplier Invoice Status Portal to raise any queries regarding invoice and payments instead of sending an e-mail to us directly. 

Payments & bank details

Please notify us of any changes to your company’s payment details to your Vestas contact person well in advance of the actual change. If the payment date falls on a non-working day, the following working day will be effective.

Supplier Quality Manual

Vestas´ mission is to deliver best-in-class wind energy solutions and to set the pace in our industry to the benefit of our customers and our planet. We set ambitious targets, and suppliers to Vestas have a key role in ensuring that we achieve these goals. Along with a strong focus on safety and sustainability, it is crucial that quality is built into our entire value chain and always prioritized to prevent any compromise on performance or reliability. 

To support this mission, we have developed the Vestas Supplier Quality Manual. The purpose of this manual is to define a common framework of quality requirements and best practices which must be in place to ensure a successful and professional relationship between Vestas and its suppliers.

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