Supplier Invoice Guidance

Every engagement starts with a written order from Spotted Frog Entertainment — either a purchase order (PO) or a signed booking confirmation that names the relevant trading brand, job, dates and agreed price.

Please do not begin chargeable work without one. If a last-minute or on-site situation means work starts before paperwork catches up, ask us for a written order by the next working day and quote it on your invoice.

If you are unsure which reference to use, ask your Spotted Frog Entertainment project contact before invoicing rather than guessing — a wrong reference is the most common reason a payment slips.

To be processed without delay, an invoice should include:

• Spotted Frog Entertainment as the customer being invoiced.
• The relevant trading brand and project or event name as a separate reference.
• Our order or booking reference.
• Your own unique invoice number.
• Your trading name, registered address and, where applicable, company and VAT registration numbers.
• The invoice date (tax point).
• A clear description of the goods, hire, works or crew days supplied, and the event or site they relate to.
• Correct line totals, VAT and grand total.
• Payee bank details, or confirmation that they are unchanged.
• An email address for remittance advice and a contact for queries.
• Any supporting paperwork — timesheets, delivery notes, call sheets or expense receipts.

Charges outside the agreed order (overtime, waiting time, additional plant, congestion or parking costs) must be agreed in writing with us before they are invoiced.

Email is our preferred route. Send one invoice per PDF to invoicing@spottedfrogentertainment.com. Several PDFs can be attached to the same email, and supporting documents can sit in the same file or alongside it.

If you need to post a hard copy, use the address on your order documentation and allow extra time for it to reach us. Posted invoices are always slower than emailed ones.

We check each invoice against the order and confirm with the project lead that the goods, hire or crew days were delivered as described. Once those match, the invoice is approved for payment in the next scheduled payment run.

If something does not match, we will put the invoice on hold and come back to you with the specific query rather than simply rejecting it. Where an invoice is incomplete or cannot be matched to an order, we will tell you promptly and explain what to change.

Unless your contract or order states otherwise, our standard terms are 30 days from the later of invoice approval or delivery of the goods, hire or services. Always check your own order — some partners have bespoke terms.

Payments are made by bank transfer and normally reach your account within a few working days of the remittance advice being issued.

If a payment looks overdue, email invoicing@spottedfrogentertainment.com with your invoice number, trading brand and order reference and we will confirm its status. We would always rather resolve a query directly than have work paused mid-season.

We will never act on a change of bank details sent by email alone. Any change must be confirmed with a named contact by telephone using details we already hold. Please expect us to call you back to verify — it protects both of us from invoice fraud.

Suppliers and freelance crew are responsible for their own tax and National Insurance, including any liability arising under IR35, unless we have agreed something different in writing in advance. Our payments are made on that basis.

Anyone working on an installation or event delivered under a Spotted Frog Entertainment trading brand must hold current public liability insurance and provide certificates, relevant competency cards and method statements on request.

We use supplier contact, banking and invoice details only to place orders, make payments, keep accounting records and contact you about work. Information may be shared with our bank, accountants and auditors where necessary, and we do not sell or pass it on for marketing.

September 2026