The Department is now eInvoice enabled which means our suppliers can send us digital invoices that will make payments easier and quicker.
To learn more about eInvoicing and how to get started, refer to Australian Tax Office (ato.gov.au) website.
About eInvoicing
eInvoicing is the digital exchange of standardised invoice information between suppliers' and buyers' software through a common standard network known as Peppol. Learn about Peppol on the Australian Taxation Office website.
eInvoicing provides suppliers with a secure way for transmitting invoices to be processed. Instead of using traditional paper-based invoices that must be printed and posted, scanned and emailed, eInvoice data is electronically exchanged between the supplier and the Department.
Benefits of eInvoicing
eInvoicing is quicker, cheaper and easier than traditional manual invoicing and eliminates printing, posting, scanning and emailing paper-based invoices.
It enables faster supplier payments by reducing the time it takes to send invoices. A valid eInvoice in the correct format, can be paid by the Department in 7 calendar days from date of receipt of a correctly rendered eInvoice or receipt of good and services (conditions apply).
Participation in eInvoicing is rapidly growing because of its many benefits including:
- Security and efficiency – it reduces the risk of fraud and scams usually associated with manual invoicing. It minimises manual data entry, which reduces the risk of error and the time and effort required to create, send and process invoices.
- Transparency – eInvoicing allows visibility into the status of invoices and payment processes and improves collaboration between the Department and our suppliers.
- Environmentally friendly – it reduces the use of paper and other resources when managing invoices and reduces energy consumption.
- Cost savings – savings on paper, printing and postage as well as manual labour costs associated with processing traditional invoices.
- Faster payments – eInvoices will be paid faster than traditional manual invoices. From 1 July 2024, eInvoices can get paid in 7 (seven) calendar days from the receipt of goods/services if the eInvoice contains:
- A valid nine-digit PO number that starts with “1” and has numbers only.
- A valid DoJ email address that ends with “@justice.wa.gov.au”.
How eInvoicing works
eInvoicing is the new, standardised way to send and receive invoices via a secure network. Access to the secure network is built into accounting software so that the invoice can be exchanged directly between a buyer’s and supplier’s accounting systems. It doesn’t matter what software is being used as long as it’s connected to the secure network. Once the eInvoice has been sent, it just shows up automatically in the receivers accounting software ready to be checked, approved, and paid.
Note: Suppliers are not to submit an eInvoice when goods and services are paid for by a Government Purchase Card because payment has already been made at the point of purchase.
Getting started with eInvoicing
The two simple steps to get started with eInvoicing are:
1. Obtain eInvoicing software that is right for your organisation.
Some accounting software such as MYOB or XERO (learn about how to register to receive eInvoices and how to send an eInvoice) already support eInvoicing and provide clear instructions on their websites about how to send an eInvoice. Other software may also support eInvoicing, however ensure you check with your software provider.
You can also check the eInvoicing Ready product register to see if your software can eInvoice. If your accounting software does not have eInvoicing capability, consider using an eInvoicing plug-in or app that integrates with your software.
If you send your business invoices manually on paper or using office software such as Microsoft Word or Excel:
- consider going fully digital by purchasing accounting software that is eInvoiced enabled or
- consider using an eInvoicing online web portal. Many service providers offer this to support small business. Products with an online web portal can be identified in the Product type column in the product register. Check with the provider about their criteria to provide services that are low or no-cost.
There are a range of options to help you start eInvoicing now. Check with your bookkeeper, accountant or software provider or just email us at: einvoicing@justice.wa.gov.au
2. Tell us when you are ready to eInvoice.
Once your software is set up and your organisation is ready to start eInvoicing, email us at einvoicing@justice.wa.gov.au with your ABN and preferred contact email so that we can switch you to eInvoicing on our Oracle payments system. The Department of Justice’s ABN is: 70 598 519 443
Further information
If you would like to know more about eInvoicing or how to get started, email einvoicing@justice.wa.gov.au.
