Preparing and submitting an invoice

• Address your invoice to Hydro‑Québec or Société d’énergie de la Baie James (SEBJ), as the case may be.

  Important!

  Any other wording will result in your invoice being rejected.

• You must include one of the following references on your invoice:
  • Purchase order number:
    • 10 digits, starting with 45 (if you have a blanket contract, the contract number it is also required)
  • Alphanumeric reference (CII – an internal ID for employees):
    • 2 letters followed by 4 digits
  • Shipping order for vehicle maintenance shops only:
    • 7 digits, starting with 9
      or
    • 8 digits, starting with 19

  Important!

  If you haven’t received one of these reference numbers, contact the person at Hydro-Québec or SEBJ who requested the goods or services.

You must also include the following information:

• Invoice date
• Invoice number (each invoice number must be unique for a given calendar year)

  Important!

  If you send us a credit note, you must indicate the initial invoice number to which the credit note applies.

• Applicable taxes with registration numbers
• Description of the goods or services provided (taxable and non-taxable items must be indicated separately)
• Invoice amount
• Company’s name and address (must be the same as in the Registre des entreprises du Québec and on your contract or purchase order)
• The address where you would like to receive payment
• Any other relevant information sent by your client at Hydro-Québec that could expedite the processing of your invoice

If you are a supplier from outside Canada, you must also meet the following obligations:

• Specify the number of hours and the amount charged for services rendered in Canada
• If no services were rendered in Canada, write “All services rendered outside Canada”

Please note

You need not indicate any holdback amount on your bill. It will be applied in accordance with the terms of your contract or purchase order.

Option 1: You’ve already received your payment.

1. Prepare and send a credit note that replaces the incorrect invoice. It must include the following information:
   • The credit note number, which must be different from the invoice number
   • The number of the invoice to be cancelled
   • One of the three following reference numbers:
     • Purchase order number:
       • 10 digits, starting with 45 (if you have a blanket contract, the contract number is also required)
     • Alphanumeric reference (CII – an internal ID for employees) for invoices without purchase orders:
       • 2 letters followed by 4 digits
     • Shipping order for vehicle maintenance shops only:
       • 7 digits, starting with 9
         or
       • Create a new invoice with a different number from the incorrect invoice but be sure to reference the number of the incorrect invoice.
2. Prepare and submit a new invoice:
   • Use the same invoice number and add “CORR” after the number
     or
   • Create a new invoice with a different number from the incorrect invoice but be sure to reference the number of the incorrect invoice.

Option 2: You discovered that the invoice was deleted (invalidated) and you did not receive payment.

1. Prepare a new invoice after making the changes requested in the email you received regarding the rejected invoice.
2. Submit the new corrected invoice.

• Send your invoice to Hydro-Québec or SEBJ by e-mail to: comptes.fournisseurs@hydro.qc.ca.

  This email address is used exclusively to receive invoices and credit notes. Any other documents will be destroyed.

• The invoice should be a PDF attachment (preferably text or image) or a TIFF file, with a minimum resolution of 400 dpi. Word and Excel files are also accepted.
  • An invoice may have several pages.
  • Send the invoice as an e-mail attachment.
  • Each attachment must consist of only one invoice, but can include supporting documents.
  • Any supporting documents must be included below the invoice in the same attachment.
• You must send the email directly from an email address that can also receive email messages.

  Important!

  Do not send documents from a “do not reply” address. The sender’s address is used to inform you if an invoice is rejected.

• The email should not include logos, images or hyperlinks.
• The email may include several attachments (invoices).

You’ll receive an acknowledgment of receipt. Please keep the number you receive, as you will need it to follow up on your invoice.

Be prepared to provide a hard copy original of the invoice for up to seven years from the invoice date or three years from the end of the contract, whichever is later.