Invoicing the ACT Government

About APIAS

The ACT Government uses a digital workflow system for paying invoices called the Accounts Payable Invoice Automation Solution (APIAS). This system is a whole of ACT Government initiative to streamline the accounts payable process.

APIAS can process both electronic and hard copy paper invoices, however, our preferred method is eInvoicing or emailing a PDF.

eInvoicing

Electronic invoicing (eInvoicing) provides suppliers with a secure way to send the ACT Government invoices to be processed in APIAS (via the Peppol network).

When you eInvoice, you don’t need to generate paper-based or PDF invoices that have then to be printed, posted or emailed. It also removes the need for us to scan your hard copy invoice into our accounting system manually when we receive it from you.

You need to be eInvoicing-enabled to send us your invoices using this method. To find out how to do this, see the ATO eInvoicing page.

eInvoicing is an option for suppliers, there are also other options to invoice us explained on this page.

What's required when eInvoicing the ACT Government

Around 30 ACT Government directorates and agencies are able to receive eInvoices (see List of ACT Government directorate and agency ABNs). Check with your ACT Government contact to make sure you use the correct ACT Government ABN when creating an eInvoice.

Also include in your eInvoice:

• your ACT Government contact’s full name
• the purchase order number (if available)
• files (PDF, png or jpg) as attachments only (up to 5 MB each or 20 MB combined).

Once a correctly rendered eInvoice is received by us, we are committed to paying suppliers within 14 days.

When eInvoicing isn’t an option

If you have an existing invoice processing arrangement with the ACT Government (for example, your invoices are processed outside of APIAS), eInvoicing is not an option. Refer to your contract to confirm your invoice processing methods or speak to your ACT Government contact.

If you have an ACT Government contract managed by PMARS, do not use eInvoicing. Invoices must only be processed through the PMARS SRM Portal. For more information, email pmars@act.gov.au

Emailing your invoice

Another option is to email your invoice to us. To do this, make sure all the relevant information is included within your invoice. Emails don't need to include any general introductory information or details. The automated process simply extracts and scans your attached PDF invoice into the system.

What's required when emailing your invoice

To make sure that your company continues to get paid on time, we need your invoice to include:

• a unique tax invoice number
• an ABN
• bank account details
• a description and value of the goods/services
• an ACT Government contact name (first and last name) or a valid ACT Government purchase order number, if applicable, making sure these are noted in the top third of the tax invoice page.

Once you have checked you have provided all this information, please combine the invoice and any attachments into a single PDF file. The actual invoice should be the first page of your PDF. Your email should contain only one attachment.

Note: Invoices that don’t follow our requirements as outlined above may not be processed.

Email address for invoices

Send your email to: APINVOICES@act.gov.au

Note: Do not send any documents other than ABN-related tax invoices to the APINVOICES inbox as they will not be actioned.

ACT Government agencies not using APIAS

• ACT Audit Office
• ACT Government Schools
• ACT Government Solicitor
• ACT Health Pharmaceuticals
• ACT Insurance Authority
• ACT Integrity Commission
• ACT Long Service Leave Authority
• ACT Property Group
• ACT Public Cemeteries Authority
• CIT Solutions Pty Ltd
• Cultural Facilities Corporation
• Icon Water Limited
• Independent Competition and Regulatory Commission
• Legal Aid Commission (ACT)
• Office of the Legislative Assembly
• Public Trustee and Guardian
• Roads ACT
• Yarralumla Nursery

Invoices for these areas should be emailed directly to your relevant ACT Government contact.

Contact us