Yes, you may send multiple invoices in the same email so long as there is just one invoice per PDF file.
Invoicing the City
The City of St. John’s uses a paperless invoice processing system to improve efficiency, reduce paper use, and streamline payments.
What this means for you:
- Faster payment: Electronic submission allows invoices to be received, verified, and processed more quickly—helping improve your cash flow
- Quicker responses: Invoice inquiries can be addressed more efficiently
- Cost savings: Reducing paper-based processes can save businesses time and money on invoice handling
To help avoid delays, please ensure all invoices include required details, particularly the purchase order (PO) number, which confirms authorization and supports faster processing.
Invoice submission requirements:
- Submit invoices as a PDF (one invoice per file)
- Use portrait format
- Email invoices to invoices@stjohns.ca (automatically processed)
For invoice inquiries or payment-related questions, please contact accountspayable@stjohns.ca.
Note: invoices@stjohns.ca is for submissions only and is not monitored for inquiries.
Frequently Asked Questions
Can I send multiple invoices in the same email?
Can I send invoices to the City of St. John's by Canada Post mail or courier?
While not preferred, the City can still accept a paper-based invoice through Canada Post mail or courier. Invoices received in this manner will have to be converted to an electronic format by City staff before invoice processing can start. Paper invoices will take longer to process which may result in a delay of payment to the vendor.
Can I fax my invoice to the City of St. John's?
If you are unable to send a PDF, you may fax them to us at 709-576-8564 Attn: Accounts Payable. Faxing will slow down the processing time.
What about if I can't create a PDF of my invoices?
Vendors should be able to create a PDF invoice and email it from their financial software. This type of PDF is preferred as the quality of the invoice is consistent. However, vendors who do not have this capability can scan their invoices to create a PDF document. Ensure the quality of the scan is legible and in portrait mode.
No, you do not need to resend an invoice you have already sent to the City. Sending duplicate invoices can slow down invoice processing and delay payment. If you have not received payment for an invoice, email accountspayable@stjohns.ca with the invoice number.
Personal Information – Privacy Concerns
Do not include personal information on invoices and supporting documents submitted directly to invoices@stjohns.ca. Personal information as defined by the Access to Information and Protection of Privacy Act, 2015 includes but is not limited to: individual names, individual contact information, and/or sensitive information pertaining to an individual. If you are unsure if personal information is contained in an invoice or document, please contact the City of St. John's Access to Information and Protection of Privacy Coordinator at 709-576-8429 or attipa@stjohns.ca.
In circumstances where personal information is required to support an invoice, reach out to your contact at the City to discuss how to submit the invoice for processing.
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