About the project
Queensland Shared Services (QSS) and the Department of Communities, Housing and Digital Economy (CHDE) are conducting an eInvoicing pilot project to make paying supplier invoices faster and easier.
The pilot will focus on implementing eInvoicing technology for QSS customers who currently use the QSS SAP Rest of Government (RoG) system.
An electronic eInvoice (eInvoice) is a computer-readable file that:
- is created according to an agreed standard
- is exchanged with suppliers digitally, using a secure network
- provides a more efficient and accurate method of invoicing that supports departments to maintain compliance with the Queensland Government On Time Payment Policy.
The QSS project team will engage with stakeholders to test the following key processes:
- sending and receiving eInvoices with external suppliers
- automated validation of eInvoices
- customer review of eInvoices
- payment authorisation
- automated invoice payments.
The pilot aims to:
- prove eInvoicing technology can work in a shared service arrangement
- demonstrate the Queensland government’s commitment to the rollout of eInvoicing across Australia
- determine the benefits of eInvoicing to agencies, suppliers and QSS
- determine the business process and solution design changes needed to realise these benefits, and to share those learnings with other departments.
Assess the outcomes of the pilot to inform a decision as to whether the technology should be extended to the remaining agencies using the QSS SAP RoG System.
Invoices are typically exchanged via unsecured email with suppliers. eInvoices will be exchanged using an encrypted, secure message service. This process also allows each party to securely verify their identities.
eInvoicing decreases the risk of late payments by:
- sending eInvoices directly to the departments finance system
- using workflow technology to send tasks to relevant parties to complete the process, including built in reminders
- driving the automation of payment processes.
eInvoices received will undergo a series of automated validations to detect potential errors. eInvoices are also produced by suppliers using a standardised format, making them easier to review and understand.
The Australian Taxation Office (ATO) estimates paper and email invoices cost businesses between $27 and $30 each to process. This is due to how the costs to create invoices may vary, depending on the technology and processes used. The ATO estimates that switching to eInvoicing can reduce costs to businesses to less than $10 per invoice.
The capability to send and receive eInvoices has been tested successfully with the pilot group.
Name: Regan Bright