Welcome to APIAS

ACT Government has implemented a program to transform the way we pay invoices. The Accounts Payable Invoice Automation Solution (APIAS) project, is a Whole of ACT Government initiative aimed to improve the current Accounts Payable process by implementing a digital system, replacing the current paper based method and transforming the way invoices are processed across Government.

APIAS will deliver a number of benefits including minimising duplication, increased invoice cycle transparency, strengthen controls and improving the timeliness of payments to suppliers.

This site is intended as an information resource for suppliers who are submitting invoices to ACT Government Directorates and Agencies for payment. APIAS will support most ACT Government Directorates, a full list of supported and outside scope Directorates/Agencies has been provided in the Frequently Asked Questions section below.

What does APIAS do?

APIAS replaced the current paper based method of Accounts Payable processing by utilising optical character recognition (OCR) technology and electronic workflows. The solution is capable of receiving and processing both electronic and hard copy paper invoices, however the preferred method of receipt will be electronic, via email.

Upon receipt, the solution will automatically extract relevant data from the invoice and automatically route the invoice image and data to the appropriate ACT Government employee for confirmation of goods receipt and/or coding for payment.

Why APIAS?

Invoice automation will provide a number of key benefits to our suppliers:

Efficient distribution of invoices
Reduced reliance on traditional mail networks and associated expenses
More timely payment lifecycle
Ability for Shared Services to provide constant, real-time visibility and tracking of your invoice payment progress
Significant reduction in errors

Documents and Releases

Supplier Letter (PDF 275KB), Supplier Letter (Word 225KB)

Frequently Asked Questions

When will APIAS be implemented?

We are pleased to announce that the new system is now available and is to be used immediately.

What ACT Government Directorates are currently supported by APIAS?

ACT Electoral Commission
ACT Executive
Canberra Institute of Technology (CIT)
Chief Minister, Treasury and Economic Development Directorate (CMTEDD)
Community Services Directorate (CSD)
Education Directorate (EDU)
Environment, Planning and Sustainable Development Directorate (EPSDD)
Health Directorate
Housing ACT (HACT)
Justice and Community Safety Directorate (JCSD)
Suburban Land Agency (SLA)
Shared Services
Transport Canberra and City Services Directorate (TCCS)

What ACT Government Agencies/Directorates are currently not supported by APIAS?

The following agencies/units will not be supported by APIAS in the initial phase:

ACT Government Schools
ACT Government Solicitor
ACT Health Pharmaceuticals
ACT Insurance Authority
ACT Property Group
ACT Public Cemeteries Authority
Auditor-General
Capital Linen Service
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
Superannuation Provision Account
Yarralumla Nursey

What information do I need to ensure my invoice is correctly rendered?

To ensure that your company continues to get paid on time and bears a minimum impact from the change, ACT Government requires tax invoices to be correctly rendered in accordance with A New Tax System (Goods and Services Tax) 1999 and include the following ACT Government specific requirements with immediate effect:

your invoice number;
your ABN;
your Bank Account details;
a description and value of goods/services; and
an ACT Government contact name (first and last name) or an ACT Government Purchase Order Number (noting PO or Purchase Order in front of the number), if applicable – ensuring that these are noted in the top third of the tax invoice page.

There should be only one tax invoice per attachment in an email. If you are submitting additional documentation with your invoices, we ask you to ensure that the tax invoice is the first page. This will assist us with processing your payment promptly.

What will happen if I do not provide a correctly rendered invoice?

Shared Services may return invoices to suppliers that are NOT correctly rendered or do not comply with the ACT Government specific requirements as listed above.

Where do I send my invoices?

ACT Government has a centralised email address for receipt of all Directorate invoices:

Email address is: APINVOICES@act.gov.au

Contacts and Feedback

The APIAS project team is fully committed to making this transition as seamless as possible for our suppliers and we thank you in advance for your support.

For further information or if you have questions/feedback regarding APIAS and how it will affect the way you do business with the ACT Government, please contact: APIASProject@act.gov.au