Navigating Project Delivery & Billing with Thai Government Agencies
By : Pongtawat Chongcharoenyanont

A Complete Guide for Contractors and Facility Management Professionals

Working with Thai government agencies requires more than operational excellence — it demands discipline, accuracy, and a deep understanding of formal procedures. Every stage, from project delivery to payment, is governed by regulations that ensure transparency and accountability.

For companies in Facilities, Engineering, and Property Management, mastering this
process is not only essential for compliance, but also a reflection of professionalism and
reliability that strengthens long-term partnerships with public-sector clients.

1. Pre-Delivery Preparation

Before submitting a project for government inspection, contractors should conduct an
internal review to ensure all work and documents are fully compliant with the Terms of
Reference (TOR) and contract conditions.

Key preparation steps include:

• Internal QA/QC inspection and documentation.
• Cross-checking deliverables against the TOR.
• Preparing a summary of completed works and supporting evidence.

Securing internal management approval prior to submission.
A structured pre-delivery review minimizes the risk of rejection and demonstrates due
diligence — a critical factor in maintaining trust with government agencies.

2. Project Delivery Process

2.1 Prepare the Submission Package
Compile all required materials confirming that the project is complete according to the TOR and the contract.

This typically includes:

• Project Report Book — summarizing work scope, achievements, and results.
• Supporting Files (PDF format) — containing photos, charts, and test reports.
• Presentation File (PowerPoint) — for official briefings with the inspection committee.

2.2 Performance Report
Provide a detailed account of the completed work, supported by field evidence such as:

• Staff reports, meeting minutes, and progress logs.
• Test results and photographs of on-site conditions.
• Documentation across all service categories: engineering, cleaning, security,
  landscaping, customer service, tenant management, and more.

2.3 Official Letter of Delivery
Issue a formal letter to the client agency confirming completion of the work and requesting inspection and acceptance. The letter should state the proposed inspection date (at least three working days in advance). Copies must be sent to both the responsible officer and the procurement or finance division.

2.4 Notification and Coordination
Contact the procurement acceptance officer directly — via phone and follow-up email — to confirm receipt of documents and the exact inspection date, avoiding any communication errors or delays.

2.5 Inspection by the Government Acceptance Committee
The government agency establishes a Procurement/Contract Acceptance Committee to inspect the work according to the TOR.

If the work meets all requirements, the committee issues and signs the Acceptance Certificate (ใบตรวจรับพัสดุ/งานจ้าง). The date of signature on this certificate is officially considered the completion date of the project, marking the start of the payment process.

2.6 Early Delivery
Deliver each installment several days before the contractual deadline to allow for revisions if needed. Early submission not only reflects professionalism but also ensures smoother financial
processing.

2.7 Equipment or Supply List (if applicable)
If goods or materials are delivered, include a detailed list with serial numbers, delivery notes, and quality or warranty certificates signed by both parties. 

3. Billing & Payment Management Process

Once the project has been formally accepted, the contractor may proceed to the billing
stage.

3.1 Prepare Billing Documents
The billing package must strictly follow government financial regulations and include:

• Invoice / Billing Note — stating contract reference, scope, and total amount.
• Tax Invoice or Receipt — depending on payment timing.
• Acceptance Certificate (ใบตรวจรับพัสดุ/งานจ้าง) — signed by the committee.

Copy of Contract or Purchase Order — attached for reference.
Withholding Tax Certificate (if applicable) and Bank Details.

3.2 Submit the Billing Package
Submit all documents to the Finance/Accounting Division of the agency within the
timeframe specified for each billing cycle. Ensure that all files are stamped and signed by authorized company representatives.

3.3 Verification and Payment Approval
The Finance or Procurement division reviews and verifies the documents. The request is then submitted for formal approval by the authorized government officer.

3.4 Payment and Timeline
Upon approval, payment is made by bank transfer via the GFMIS (Government Fiscal
Management Information System). By regulation, agencies must process payment within 3 working days from receiving complete billing documents; however, in practice it often takes 15–30 working days, depending on internal procedures and liquidity.

3.5 Receipt and Record
Once payment is received, issue the official Receipt/Tax Invoice immediately (if not already done) and record the transaction for accounting and audit purposes.

4. Post-Completion & Retention

Many government contracts retain 5–10% of the contract value as a warranty guarantee
(Retention Money) for a fixed period, typically 12 months.

To reclaim this amount:

• Submit a Request for Retention Release upon completion of the warranty period.
• Include a confirmation letter stating there were no outstanding defects or complaints.
• Attach proof of compliance with all contract terms.

5. Common Mistakes That Delay Payment

Avoidable errors that frequently cause payment delays include:

• Mismatched company names, tax IDs, or amounts across documents.
• Missing or incorrect company stamp or signature.
• Late submission of invoices or incomplete supporting files.
• Issuing a tax invoice on a date different from the inspection date.
• Lack of follow-up confirmation with the procurement officer.

Maintaining a strict internal checklist can prevent these issues and speed up disbursement.

6. Best Practices & Key Recommendations

• Adhere to the Contract:
  Every document must match the details in the signed contract or purchase order.
• Coordinate Directly:
  Maintain professional communication with both the work supervisor and the
  procurement or finance officers. Procedures and formats can vary slightly between ministries or departments.
• Ensure Document Accuracy:
  All names, addresses, taxpayer IDs, and figures must be identical across every document — and signed, dated, and stamped properly.
• Maintain Internal Records:
  Keep all submission logs, email confirmations, and signed copies for at least five years for audit and reference.

7. Executive Summary

Delivering and billing projects with Thai government agencies is both an administrative
process and a test of professionalism.
When done correctly, it strengthens credibility, ensures predictable cash flow, and
showcases the contractor’s reliability.

Timely delivery, precise documentation, and transparent communication
are the three pillars of long-term trust in public-sector partnerships.

At CBM Thailand, we uphold these principles as part of our operational DNA —
integrating technical excellence with procedural integrity to deliver outcomes that meet
the highest standards of both performance and accountability.

CBM Thailand

Your Trusted Partner in Professional Facilities & Engineering Management