1. How to invoice HSBC Hong Kong – Guide for suppliers
What is changing?
With effect from 30 July 2018, all Hong Kong* invoices must:
Be submitted to HSBC through Tradeshift (preferable) or
Include specific information (see ‘What information needs to be included on an invoice’ section on the following page)
Not be submitted directly to the HSBC business contact
If you have not already made the switch, you now need to change the way in which you submit invoices to HSBC in Hong Kong*.
How should I submit invoices to HSBC?
It is HSBC’s preference that you have a Purchase Order (PO) before you provide goods and / or services, and you submit your invoices electronically via Tradeshift as follows:
Use the Tradeshift Platform: Please for further information on how to join the network as a Hong Kong registered company. Include the address that our POs should be sent to and all your company Hong Kong postal billing addresses that we would receive invoices from. Once details are confirmed, you will receive an activation to invite your company to connect with HSBC. HSBC will not accept connection requests outside of the above process.
The ‘PO flip’ method: HSBC will deliver all Purchase Orders via the Tradeshift Platform. You can turn orders into invoices and return them to HSBC via the Tradeshift platform. All relevant information from the Purchase Order is automatically retained during the flip process for speed and accuracy.
The ‘Web Interface’ method: This allows you to key PO invoices onto the Tradeshift Platform and send them to HSBC.
The ‘Integration- file transfer’ method: This is for suppliers sending large volumes of invoices. You can use one of the many file formats supported by Tradeshift and integration may need some IT support. Tradeshift technicians will discuss and assist you with this.
Send an PO and non-PO invoices for Hong Kong to (this is for receiving invoices only). For all enquiries, please see use the contact details at the bottom of this page. When sending invoices via , you must adhere to the following guidelines (see detail on the next page):
Invoice must be addressed to HSBC Hong Kong legal entities only (excluding Hang Seng Bank). Please provide full legal entity name on the invoice
You must send one invoice per , other file attachments (e.g. SOW, quotation, delivery note … etc.) are not required
Ensure file size is no more than 10MB
Ensure the and/or invoice document(s) are not encrypted or password protected
Always use an un-editable format (e.g. PDF, TIF). If the scanned copy or the text is not clear it will not be accepted
For PO invoices, please provide PO no. on the invoice. One invoice must match to one PO only
For non-PO invoices, please provide the HSBC named contact (Full name and HSBC address) on the invoice
If, in exceptional cases, it is not possible to send invoices electronically via , please post invoices to:
Accounts Payable Hong Kong, 11/F, Tower 1, HSBC Centre, 1 Sham Mong Road, Kowloon, Hong Kong
You must adhere to the following guidelines (see detail on the next page)
If scanned copy or the text is not clear it will not be accepted
Please be reminded that there may be delays in processing payment of invoices if the above guidance is not followed.
Who can I contact for support?
For general questions/issues/payment enquiries: Please contact the HSBC Procurement Support Desk at or
For Tradeshift-related questions/issues: Please visit or contact the HSBC Procurement team at or
*Hong Kong excluding Hang Seng Bank Limited
INTERNAL

2. How to invoice HSBC Hong Kong – Guide for suppliers
What information needs to be included on an invoice?
The following checklist outlines the information that must be included on every invoice, regardless of the route submitted to HSBC.
Please ensure that the invoice is clear, legible and in black text.
At a header level:
Supplier name and address
Supplier address for remittance advice
‘Bill to’ company
Supplier tax number (optional)
Purchase Order number
Invoice total excl. tax
Tax total = zero
Invoice total
Invoice date
Invoice number
Currency
Bank account for payment
At a line level
PO line number
Item ID – include if possible but not mandatory
Description
Unit of measure
Quantity
Unit price
Tax = zero
*Hong Kong excluding Hang Seng Bank.
The ‘bill to’ company must be a valid HSBC Hong Kong* legal entity, and be the same as stated on the Purchase Order
The Purchase Order (PO) number will be found on the Purchase Order linked to the invoice. Only use one PO number per invoice. If there is no PO linked to the invoice, the name and address for a single HSBC ‘coder’ contact must be included on the invoice
This must be no more than 10 calendar days in advance of the invoice submission date
This number must be unique, and contain no blank spaces
If there is a PO, the invoice currency needs to match the PO currency
For domestic (Hong Kong) payments, a Bank Code should also be provided, alongside the account number.
For overseas/foreign payments, the Bank, Branch and IBAN number of the SWIFT code is required.
If the invoice is related to a HSBC Purchase Order, each invoice line should refer to a Purchase Order line number, to allow each line item to be matched
If there is a PO linked to the invoice:
For Services, the value linked to each line of the invoice must not exceed the value on each respective line on the Purchase Order
For Goods, the unit price and quantity must both not exceed the respective price and quantity values on each PO line
INTERNAL