Making life easier for both of us.
We value our suppliers
At DBC Group, we genuinely value our suppliers. You help us run our business, and in return we want to pay you on time without fuss, drama, or endless email chains.
The guidelines below aren’t “rules” – they’re how we keep things smooth, accurate, and predictable for everyone.
1. Purchase Orders – the magic key
Every invoice needs a PO number. No exceptions.
- Invoices without a PO will be returned for resubmission.
- Your Order Confirmations must match our PO exactly. If anything differs – pricing, quantities, product codes, delivery details –please tell us before shipping.
- Sending an order confirmation with differences without highlighting them almost guarantees delays in processing and payment.
- Please avoid combining multiple POs into a single invoice.
A correct PO and a matching OC are what get your invoice smoothly into our monthly payment run – think of them as your boarding pass and security check.
2. Monthly Statements – your best friend for getting paid
We run one payment cycle per month.
To include your invoices in that cycle, we need an accurate statement by the 15th of each month.
Why the 15th? It gives us enough time to catch and fix any issues before the payment run.
No statement = your invoices may miss that month’s cycle.
Send your statement on time and everyone wins:
- fewer chaser emails
- fewer “any update on payment?” calls
- a smoother process for both teams
3. Payment Schedule – clear and consistent
Our payment run happens as close to the 15th as possible, with payments landing no later than the 25th of each month.
If a due invoice hasn’t arrived in your account by the 25th, something probably needs attention:
- Missing or incorrect PO
- Pricing or quantity mismatch
- Delivery or returns issue
- Statement missing
- Or we simply slipped up (it happens – we’re human)
If this happens, please contact our Accounts Payable team so we can sort it quickly.
4. Xero Integration – make life easier
We use Xero for our accounting.
If you also use Xero, we can set up a Xero-to-Xero connection so you can send invoices directly into our system. That means:
- fewer PDFs
- fewer manual key-strokes
- fewer things to go wrong
If you’d like to explore this, please get in touch with our Accounts Payable team.
5. Communication – we’re here to help
Email is usually quickest, but sometimes a short phone call solves something in 30 seconds that four emails can’t.
If anything doesn’t look right – on a PO, invoice, statement or payment – please reach out.
We’re here to help, not to hide behind a process.
- Email us at our usual address or
- Phone +353 1 460 2200
In short
These steps aren’t about bureaucracy; they’re about making sure we can pay you on time, every time.
A clear PO, a matching OC, a timely statement, and accurate invoicing mean:
- less admin for both sides
- fewer payment delays
- fewer grey hairs for Accounts Payable
We appreciate your partnership and look forward to keeping things easy, efficient, and friendly.