Invoices for each apprentice are issued at two key milestones, aligned with specific trigger points in the process.
The first invoice, covering the £150 registration fee, is generated automatically once the apprentice is approved at Gateway
The second invoice, representing the remaining balance for the End Point Assessment delivery (adjusted for any token fee if applicable), is triggered automatically upon completion of the EPA
To ensure both invoices are generated without delays, it is essential that each apprentice’s profile in ACE360 includes a valid PO number. Without a PO number, the system will be unable to generate the corresponding invoice, which may result in delays in processing payments and reconciling accounts. Furthermore, please note that without a valid PO number, your learners will be unable to complete their EPA.
If you are unsure on the costs associated with your learner, please reach out to us at EPAServices@eal.org.uk so we can advise you.
IMechE Invoicing Process
For providers working with IMechE on EngTech proposals, it is essential that you still upload your PO reference to ACE360. You will also need to complete a finance form to provide back to IMechE. Providers will have received an IMechE finance form as part of their initial welcome email. If needed, this form can be requested at any time by contacting the EPA Services inbox.
All costs related to EPA fees and EPA registration fees are outlined in your original signed proposal. For IMechE EngTech proposals, the registration fee is £150 per apprentice.
PO Automation Emails
As of February 2025, we now send automated PO reminder emails for learners who are within three months of Gateway and do not have a valid PO recorded. To stop receiving these reminders, please ensure a valid PO number is entered in the "PO Field" section of the learner's profile on ACE. If a learner has already been invoiced but the PO field remains incomplete, you will still receive these emails.
PO Policy Confirmation Form
From the 4th of June 2025, we are requesting that providers update us with their PO policy information by completing the form here. We request that this form be completed by the 31st of July 2025. If a PO is not required for EPA, please make us aware.