About Procurement
Building partnerships that deliver and matter
We partner with suppliers who deliver to high standards on quality, reliability, and competitiveness — and who share our commitment to lawful, ethical conduct, respect for people, and environmental responsibility. The strongest partnerships also bring fresh thinking and innovation that support INSEAD's mission.
If you believe your company is a good fit for INSEAD, we invite you to contact our Supplier Support team. Before engaging with us, we encourage you to review the contractual documents and policies below.
Delivery
Quality, reliability and competitiveness in every engagement.
Conduct
Lawful, ethical practices and respect for people across the supply chain.
Innovation
Fresh thinking and expertise that help us serve our mission better.
Documents & Policies
Current versions
The documents that govern our supplier relationships and the practical guidance for working with us.
✓ Active versions — effective 8 May 2026. These supersede all previous versions. If your contract or PO was issued before this date, see previous versions below.
Contractual Documents
Each document below applied during the date range shown. If your contract was signed or your PO was issued during that window, that version governs the agreement. Note: AI Terms are new in April 2026 and have no prior version.
Operational Documents
Practical guidance for invoicing and using the supplier portal.
Archived Contractual Documents
Each document below applied during the date range shown. If your contract was signed or your PO was issued during that window, that version governs the agreement. Note: AI Terms are new in April 2026 and have no prior version.
Billing Guidelines
How to invoice INSEAD and be paid on time.
The complete rules are in the Billing Instructions below: where to send your invoice, what it must contain, file format, special cases, electronic invoicing rules and payment.
Step-by-step instructions for submitting invoices: required format, mandatory fields, which INSEAD entity to bill, and how to send.
An invoice that does not meet these rules may be returned without notification, which delays payment.
Electronic invoicing
Several countries are making electronic invoicing mandatory. What applies to you depends on where your business is established and which INSEAD entity issued your purchase order, not on where INSEAD is. Electronic invoicing changes how your invoice reaches us. It does not change what the invoice must contain: the Billing Instructions continue to apply in full.
• France: Mandatory. Issuing becomes compulsory on 1 September 2026 for large companies and mid-caps, and on 1 September 2027 for SMEs, micro-enterprises and sole traders. INSEAD can receive electronic invoices from 1 September 2026. Details below.
• United Arab Emirates: The Federal Tax Authority is rolling out electronic invoicing in phases. INSEAD Abu Dhabi goes live on 1 January 2027. Until then, continue to email a PDF. INSEAD will contact the suppliers concerned before that date.
• Singapore: Continue to email a PDF until INSEAD notifies you.
• United States: No federal mandate. Continue to email a PDF.
Mandatory e-invoicing from 1 September 2026
Suppliers established in France and subject to French VAT · Phased rollout
If your business is established in France and subject to French VAT, invoices to INSEAD's French entities must be issued as structured electronic invoices (Factur-X, UBL 2.1 or UN/CEFACT CII) and sent through an approved platform (plateforme agréée). Email is no longer a valid channel for you.
If your business is not established in France, nothing changes: continue to send a PDF by email as set out in the Billing Instructions.
When it applies to you
• 1 September 2026: large companies and mid-caps must issue electronically.
• 1 September 2027: SMEs, micro-enterprises and sole traders must issue electronically. Until then you may still
email a PDF, and you may switch earlier.
• INSEAD can receive electronic invoices from 1 September 2026.
InvoiceNow (Peppol)
INSEAD Singapore receives invoices via the InvoiceNow network, based on the international Peppol standard. Suppliers should send through their Peppol-enabled accounting solution where possible.
Strongly encouraged · Aligns with IRAS guidelines
E-Invoicing Programme
The Federal Tax Authority is rolling out electronic invoicing in phases. INSEAD Abu Dhabi goes live on 1 January 2027. Until then, continue to email a PDF. INSEAD will contact the suppliers concerned before that date.
No federal mandate
There is currently no federal e-invoicing mandate in the US. Suppliers invoicing INSEAD's San Francisco entity continue to send PDF invoices following our Billing Instructions.
Standard PDF process applies
Where to send your invoice
Is your business established in France (permanent establishment) and subject to French VAT?
No - Email a PDF to the address stated in the Billing Instructions, whichever INSEAD entity you invoice. French electronic invoicing does not apply to you.
Yes - Send through your approved platform for INSEAD France and INSEAD Résidences. Email for the three other entities.
Your electronic invoicing address for INSEAD is the SIREN above. No suffix or routing code is required. INSEAD's approved platform is Flowie, registered under number 064. You do not need to use the same platform: approved platforms are interoperable.
The mailboxes listed in the Billing instructions document are system manged and are not read by a person. Use them for invoices and credit notes only — for any question, write to [email protected].
What to do now
✓ Identify which INSEAD entity issued your purchase order. ✓ If you are established in France and subject to French VAT: confirm your own obligation date, choose an approved platform, and give it INSEAD's SIREN. ✓ If you invoice INSEAD Abu Dhabi: no action yet. INSEAD goes live on 1 January 2027 and will contact you before that date. ✓ In every other case: nothing changes, continue to email a PDF. ✓ In all cases follow the Billing Instructions for invoice content and purchase order references. Electronic invoicing changes the transmission, not the invoicing rules. ✓ Email [email protected] if you need clarification on which process applies to your engagement. |
This section summarises INSEAD's expectations and is not a substitute for professional tax advice. Suppliers remain responsible for compliance with applicable laws in their jurisdictions.
FAQs
1.Becoming a Supplier
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What kind of partners does INSEAD look for?
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We partner with suppliers who deliver to high standards on quality, reliability, and competitiveness — and who share our commitment to lawful, ethical conduct, respect for people, and environmental responsibility. The strongest partnerships also bring fresh thinking and innovation that help INSEAD serve its mission better.
Concretely, we look for partners who can demonstrate:
- Quality, reliability, and competitiveness in their goods and services
- Ethical business practices, including respect for human rights and applicable labour standards
- Environmental responsibility and a commitment to reducing their footprint
- Financial and legal compliance in their country of operation
- Innovation — new ideas, expertise, or approaches that add value beyond the immediate scope
Our Supplier Code of Conduct sets out these standards in detail. If you believe your company is a good fit for INSEAD, you're welcome to reach out to our Supplier Support team.
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Can I proactively register or pitch my services to INSEAD?
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Yes. If you believe your company is a strong fit, you're welcome to introduce yourself to our Supplier Support team at [email protected]. Please include a brief company overview, the goods or services you offer, your geographic coverage, and any references that may be relevant.
Note that introductions don't guarantee future engagement — we engage suppliers based on specific institutional needs and through a fair sourcing process — but we keep relevant introductions on file for when a matching need arises.
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How do I register as a new INSEAD supplier?
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Once INSEAD engages your services, you'll receive an email from your INSEAD contact or our Supplier Support team requesting your company profile (e.g. certificate of registration, bank details). Required documents depend on your country of registration and business type — our team will guide you through each step.
For full terms governing the relationship, see the Terms & Conditions of Purchase.
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I'm a small supplier or independent professional — do all these requirements apply to me?
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Yes, but proportionately. We don't expect a sole consultant or specialist firm to have the same formal policies and reporting as a large corporation. What matters is that the underlying principles — integrity, confidentiality, lawful conduct, respect for people — are reflected in how you work.
If you're unsure how a specific obligation applies to your situation, talk to your INSEAD procurement lead before signing. We'd rather have an honest conversation upfront than discover a misalignment later.
2.Purchase orders, invoices & payments
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Will I receive a Purchase Order (PO)?
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Yes, in most cases you will receive a PO by email, either directly or through your INSEAD contact. A non-PO process applies for a small number of low-value purchases. See the Billing Instructions for full details.
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Why doesn't my PO show any tax amount? What if the amount or currency is wrong?
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Tax: INSEAD POs are issued without tax. You must apply the correct tax on your invoice based on the goods/services delivered, your tax status, and local regulations.
Errors on the PO: If the PO shows an incorrect amount or currency, do not invoice against it. Contact your INSEAD representative or email [email protected] immediately so a corrected PO can be issued. Invoicing against an incorrect PO will lead to rejection and delay payment.
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How do I submit an invoice or credit note?
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Submit invoices and credit notes by email in original PDF format, exported from your billing system and not scanned. Send one invoice per PDF file, with the invoice on the first page and all supporting documents merged into that same file. Do not combine several invoices into one PDF.
• Include a valid purchase order reference.
• Invoice the legal entity specified on the purchase order.
• Reference the original invoice number on any credit note.
• For pre-payments, submit a pre-payment invoice, not a proforma.To cancel or modify an already-submitted invoice, email [email protected] with the change details. Wait for confirmation before resubmitting — sending a new invoice in parallel can result in duplicate processing or rejection.
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What are INSEAD's standard payment terms?
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Our standard payment term is 30 days from the invoice date, provided the invoice complies with our requirements (valid PO reference, correct legal entity, original PDF). Non-compliant invoices are returned, and the payment term restarts from the date the corrected invoice is submitted. Full conditions are in the Terms & Conditions of Purchase, Clause 8.
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Which currencies does INSEAD pay in?
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EUR, SGD, USD, AED, and GBP. The applicable currency is specified on your PO or contract.
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How do I check the status of a payment?
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If you have a Horizon Supplier Portal account, log in and check the View Payments section to see invoice and payment status in real time. Otherwise, email [email protected] and we'll get back to you.
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What are INSEAD's French legal entity details for invoicing?
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Please use the INSEAD legal entity details indicated on your Purchase Order for invoicing, contracts, and other administrative purposes.
INSTITUT EUROP ADMINIST AFFAIR (INSEAD) also referred to as INSEAD (France)
Boulevard de Constance, 77300 Fontainebleau, France
SIREN Number 775 703 390 | SIRET Number 77570339000010 | VAT Number FR60775703390INSEAD Résidences
Boulevard de Constance, 77300 Fontainebleau, France
SIREN Number 432 652 279 | VAT Number FR43432652279For electronic invoicing, the address to send to is the SIREN. No suffix or routing code is required.
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Do I have to use the same electronic invoicing platform as INSEAD?
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No. Approved platforms are interoperable. Use the one you have chosen; it will route to INSEAD using the SIREN published in the Billing Guidelines section above.
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What happens if I keep emailing a PDF after my own e-invoicing date?
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The document has no legal value as an invoice and cannot be processed. It will be returned and your payment will be delayed.
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My invoice came back as refused. What should I do?
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Refused is a final status: the invoice has no fiscal value. Cancel it, correct it and issue a new one. If you believe the refusal is a mistake, contact [email protected] first. Where INSEAD disagrees with an invoice for a commercial reason, it uses a dispute status and contacts you rather than refusing the invoice outright.
3.Updating your company profile
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How do I update my company information (address, contacts, bank details)?
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If you have access to the Horizon Supplier Portal, update your details directly under Company Profile → Manage Profile. Otherwise, email [email protected] with the requested change and supporting documents:
- Address change: updated certificate of registration or equivalent document
- Bank details change: bank certificate or recent bank statement (account name must match your company or personal name)
How INSEAD pays you
INSEAD pays to the bank details held in its own supplier record, never to details printed on an invoice. Every change of bank details is independently verified before it takes effect. INSEAD will never act on a change communicated inside an invoice or by an email exchange alone.
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What about tax detail changes?
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Tax details cannot be updated through the Supplier Portal. If your tax information has changed, a new Supplier Number must be created. Please email [email protected] for assistance.
4.Horizon Supplier Portal
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What is the Horizon Supplier Portal and how do I get access?
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Horizon is INSEAD's Oracle-based procurement and finance system. The portal lets you view POs, invoices and payments, update your profile, participate in RFQs, and access contracts. Access is optional and free.
Register: email [email protected] with the address that needs access.
Log in: https://supplierportal.insead.edu
Forgot your password: use the "Forgot Password" link on the login page.
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How do I view my POs, invoices, payments and contracts in the portal?
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All transactional information is consolidated in the portal:
Orders — view all current and historical Purchase Orders
Invoices and Payments — track submitted invoices and payment status
Manage Contracts — view all active contracts associated with your companyFor walk-throughs of each section, see the User Guide.
Contact
Still need help?
Our Suppliers Support Team responds to all enquiries within two business days.
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