e-Invoicing

What is e-Invoicing?

We have launched an exciting new invoicing functionality for sending and tracking supplier invoices. Our aim is to make it easier for suppliers to invoice from Supplier Hub.

Electronic invoicing (simplified to 'e-Invoicing') provides a way for suppliers to get paid digitally. Most of the process is automated and allows for an online exchange of invoice information between supplier and buyer software.

The launch of this invoicing functionality allows suppliers to submit their invoices directly to participating NSW Government agencies and track their status. This feature leverages the existing e-Invoicing set up of NSW Government agencies and provides an additional channel to suppliers. It makes the process faster and easier for them.

e-Invoicing is secure and meets agreed international standards, meaning it can be used by anyone and accessed from anywhere.

This function can be accessed from the Supplier Hub dashboard. Some suppliers may also be able to send their e-Invoices directly from certain existing accounting software or financial management systems.

Availability

You can now access e-Invoicing through your Supplier Hub dashboard. This feature has been available in some form for a while. However, there has been a lack of consistency in accepting e-Invoices.

From 1 January 2022, it will be mandatory for all NSW Government agencies to accept e-Invoices. Many are already involved as of August 2021.

If you are a supplier, you can continue to invoice in a variety of ways. Choose the way that suits you.

What is the difference between direct e-Invoicing and Supplier Hub e-Invoicing

Once an agency is onboarded to the whole of Government e-Invoicing platform there are two channels available for a supplier to submit an e-Invoice.

The supplier can choose to use Supplier Hub e-Invoicing, which is accessible via their dashboard or any accounting software or financial management system that allows them to send e-Invoices (this is referred to as direct e-Invoicing).

Most of the onboarded agencies on the whole of Government e-Invoicing solution use both the channels.

Which agencies are involved?

All NSW Government agencies are legally required to accept e-Invoicing.

Supplier Hub e-Invoicing agencies

The table below shows which agencies currently accept invoices from the Supplier Hub e-Invoicing functionality.

You can send your invoices to the following agencies:

Direct e-Invoicing agencies

From June 2022 the following Department of Health entities can only receive direct e-Invoices from suppliers with any accounting software or financial management system that allows them to send e-Invoices.

Benefits of e-Invoicing

E-invoicing makes it quicker and easier for suppliers to invoice NSW Government agencies they work with.

The key benefit to you as a supplier is that e-Invoicing enables faster supplier payments directly by reducing the time it takes to send invoices. It also reduces the time it takes for government buyers to receive those invoices and log them in their financial management systems for processing.

Registered suppliers eligible for Faster Payments will be paid within 5 business days of central payment departments receiving a correctly rendered invoice for goods or services up the value of $1 million.

Supplier access and dashboard

All suppliers registered on Supplier Hub can access the e-Invoicing feature from their account dashboard.

To access the e-Invoicing feature, simply log into Supplier Hub, using your existing login, and click the 'Submit Invoice' or 'Check Invoice' status links on your dashboard.

Using e-Invoicing

When you need to submit an invoice, click the 'Submit Invoice' link on your account dashboard. Fill in the invoice form fields. Once all the information is populated correctly, you can submit your invoice.

If you need to, you can attach supporting documents. We accept the following file formats: XLSX, PDF, CSV, TXT, ODS, PNG, JPG.

To correctly submit an invoice, it cannot contain multiple purchase order reference numbers. Please submit one invoice per purchase order reference number. However, you can submit invoices with multiple line items for the same purchase order reference number. Line items are the goods or services that you have provided to the buyer.

Checking invoice status

It is easy to view or check the status of any invoices you have submitted. Head to the 'Check Invoice' status link on your account dashboard.

Please note, it takes about 24-48 hours from submitting the invoice for the invoice status to be updated.

Editing or cancelling an invoice

Once an invoice has been sent, you cannot edit it. If you have made a mistake, you will have to resubmit a new invoice with the correct information and with a new invoice reference number. Do not use the same one. If the new invoice uses the same invoice reference number as that of the successfully submitted incorrect invoice, the new invoice will be marked as duplicate and rejected.

To cancel an invoice once it has been successfully submitted through Supplier Hub, you will have to reach out your relevant agency contact. You cannot cancel using our Supplier Hub platform.

Integration with other software

You may be able to use your own existing software to send e-Invoices. For example, both Xero and MYOB support this feature. If submitting through MYOB, your e-Invoice will even display on your Supplier Hub dashboard when you check the status.

We expect that suppliers using other popular accounting software packages or financial management systems will soon be able to send e-Invoices directly from those platforms.

If you are a small business and do not use accounting or financial management software for generating invoices, you will not be disadvantaged. You can send e-Invoices through your Supplier Hub dashboard, allowing for payment within 5 days.

Other invoicing options

e-Invoicing is only mandatory for government agencies. We recommend using e-Invoicing because of the benefits to you. However, as a supplier, you are in control of how you would like to submit.

You have plenty of options. The Supplier Hub e-Invoicing feature provides another channel for invoicing in addition to the existing PDF and paper-based invoicing mechanisms directly offered by government agencies.

Please note, if you submit your invoice through Supplier Hub as well as via another method, one of the invoices will be marked as a duplicate. It will be rejected.

In scenarios where you submit two identical invoices, the first invoice that gets logged in the agency financial management system will be processed.

e-Invoicing mandate

It is important that you are aware of the e-Invoicing mandate. From 1 January 2022, all NSW Government agencies must accept invoices submitted using e-Invoicing.

The mandate does not apply to suppliers. We expect many to prefer e-Invoicing, but they may choose to use other methods of invoicing. If they would like to learn more about making the switch, you can direct them here to the Help centre.

Otherwise, this update does not affect you. There is nothing you need to action. You will continue to use your internal finance system as usual and will not need to make any changes.

Getting help

If you still need help and couldn't find what you were looking for please email buy.nsw@customerservice.nsw.gov.au or call us on 1800 679 289