This section provides advice for vendors on how to set out invoices, the details to include and the preferred method of distribution.

Following these guidelines will assist in ensuring payment of your invoice is made within the SA Government’s standard 30 day terms.

This flyer outlines four tips for faster invoice payment.

Send your Invoices direct to Shared Services SA

Please send your invoice via ONE method only, if you have not had a response within 5 business days, please contact us instead of sending another copy of your invoice.

To improve overall payment timeframes the SA Government introduced the electronic procurement system administered by Shared Services SA.

The most efficient way of processing invoices through the electronic procurement system is for vendors to send their invoices directly to Shared Services SA, rather than to the applicable Government Agency first. This approach avoids the time currently taken for hard copy invoices to be received and physically sent between different locations.

Vendors are encouraged to send their invoices direct to Shared Services SA, preferably by email (refer to Email your invoice for more information).

When sending your invoice direct to Shared Services SA, do not forward a copy (either by email, fax or post) to the Government Agency involved. Doing so creates the potential for delayed payment.

Shared Services SA provides an Accounts Payable Service to most Government Agencies (as per the list of supported agencies). Current billing addresses for invoices relating to Government Agencies not listed or identified with a tick in the “Send invoices to Agency” column should remain unchanged (including for SA Health invoices).

There will be certain circumstances where invoices listed as “Send to Shared Services SA” should still be sent direct to Agencies, such as:

  • Building maintenance and facilities management invoices for Department for Planning, Transport and Infrastructure
  • Property maintenance, council and water rates invoices for South Australian Housing Trust
  • Workers compensation related invoices for all Government Agencies.

Should you be uncertain where to send your invoice please contact Accounts Payable.

Email your Invoice

Email is the most efficient method of sending invoices to Shared Services SA and vendors are encouraged to use this channel where possible. Only invoices for Government Agencies (as per the list of supported agencies) should be sent direct to Shared Services SA. Current invoicing arrangements for other Government Agencies should remain unchanged.

For email addresses and other AP contact details for vendors, please refer to:

Please note, it is important that emailed invoices meet certain format requirements as set out below.

Invoice Layout

The following instructions apply to the layout of invoices emailed to Shared Services SA for processing:

  • No bar codes should be present
  • Coloured text, logos and background colours or dark shading should be avoided
  • Invoices should be type set rather than hand written
  • All text should be displayed horizontally.

Attaching an Invoice to an email

When attaching an invoice to an email, the following conventions should be applied:

  • Invoices must be sent as attachments, electronic links to access invoices will not be accepted
  • The invoice image file format must be PDF, TIF or TIFF
  • If scanning your invoice locally set the Scanner default setting to at least 300 DPI and monochrome (black & white)
  • Send separate emails for each Government Agency
  • One invoice per image file
  • The recommendation is one email per invoice, however up to five invoices in one email (as separate attachments) is acceptable
  • The combined image file size per email should not exceed 1Mb
  • The invoice image file name should be the invoice number (where possible)
  • Word Documents and Excel spread sheets are not acceptable as an invoice document, but can be sent as an attachment (as supporting documentation for the invoice).

Covering Email Layout

When preparing an email to accompany the invoice image, the following instructions should be applied:

  • In the email subject line, prefix the subject with the acronym of the Government Agency the invoice relates to e.g. “DTF - Invoice 1234”, "DPC - Invoice 5678" or "SA Health - Invoice 9753"
  • In the body of the email message please use plain text, (only simple, short messages are required) and refrain from using coloured logos and/or background wallpapers. (NB: Text in the email itself is not read by AP or scanned into the electronic procurement system).

Additional Points to Note:

  • If you are unable to meet the requirements specified above, do not email your invoice before contacting Accounts Payable
  • Do not email zero balance invoices to Shared Services SA. Zero balance invoices are likely to be purchases made by credit card. These invoices should be forwarded direct to the relevant Government Agency marked attention to the holder of the credit card
  • Do not email to multiple addresses or CC the Government Agency involved as this can result in payment delays
  • Do not email monthly statements or changes to vendor contact details to the above mentioned APinvoice mail box. Refer to Help keep your vendor details up to date.

Fax your Invoice

Email is the preferred method of receiving invoices and as such vendors are encouraged to use that channel where possible. Please refer to Email your invoice for further information.

If it is not possible to email your invoices, vendors are requested to fax their invoices directly to Shared Services SA for Government Agencies (as per the list of supported agencies). Current invoicing arrangements for other Government Agencies should remain unchanged.

For fax numbers and other AP contact details for vendors, please refer to:

Quote a Purchase Order number if one has been provided

The following process does not apply for invoices raised by vendors where a Purchase Order has not been issued by the relevant Government Agency.

  • Agencies will advise vendors of the applicable Purchase Order number to quote on the invoice. This may occur through receipt of the Purchase Order itself or in verbal communication with the Government Agency
  • Vendors are requested to ensure that, where applicable, the correct Purchase Order number is referenced on invoices sent for payment. Where vendors are unsure whether the quoted Purchase Order number is correct, the purchasing Government Agency should be contacted to confirm the correct details
  • NB: Where Purchase Order numbers are not quoted or are incorrect, this may delay receipt of payment.

Quote the Agency name & division/business unit & contact person in the "bill to" address block on your Invoice

Invoices should quote (as part of the "bill to" address block) the Government Agency name, the actual division/business unit in the Government Agency the supply relates to and the name of the contact person at the Government Agency.

For some vendors this may not be practical and Shared Services SA will seek to work with you on alternative options that may allow the same outcome to be achieved. For further information please contact Accounts Payable.

Quoting this information on the invoice will assist in the prompt electronic distribution of invoices to the appropriate Government Agency location for certification and approval.

For postal addresses and other AP contact details for vendors, please refer to:

Help keep your vendor details up to date

Shared Services SA has a dedicated team (Vendor Maintenance Team) managing the creation and maintenance of vendor name, address and payment details (e.g. bank account numbers for EFT and postal address for cheque payments).

Keeping your vendor details up to date will ensure that there are no delays in paying your invoices once approved.

Vendors are requested to advise the Vendor Maintenance Teams as soon as possible after a change in details (e.g. address or bank account) by either email or faxing on company letterhead to:

For AP contact details for vendors, please refer to: