Invoicing the City

The City of St. John's has a paperless invoice processing system. This increases our efficiency and reduces our reliance on paper processes. This means:

Faster payment: The City will be able to receive, verify and pay your invoices much faster. Receiving invoices electronically takes days off the Accounts Payable process and increases your cash flow.
Quicker follow up: The City will be able to answer your inquiries much quicker.
Save paper and money: Your company can achieve significant cost savings in invoice processing- as much as $5 to $10 per invoice.

To ensure efficient invoice processing and to minimize payment delays, please be sure your invoices include all required details. This includes the purchase order (PO) number. The purchase order number is authorization of the purchase and allows Accounts Payable to quickly identify who to follow up with should there be any questions during processing.

Invoices must be submitted as a PDF document with one invoice per PDF file and in portrait mode. Email invoices to invoices@stjohns.ca and they will be automatically imported into the system for processing.

For invoice inquiries or payment related correspondence, email accountspayable@stjohns.ca - invoices@stjohns.ca is for invoice submissions only and is not monitored.

Can I send multiple invoices in the same email?

Yes, you may send multiple invoices in the same email so long as there is just one invoice per PDF file.

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 will manner 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.

I already sent an invoice to the City of St. John's but I have not received payment. Should I resend the invoice?

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 (709-576-8429).

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.