We use automated invoice processing to reduce errors and increase efficiency.

Automated processing uses optical character recognition (OCR) technology. All invoices need to include specific information and be submitted correctly to be processed using this technology.

Submitting invoices for processing

Suppliers must email all invoices directly to invoices@uq.edu.au. Do not forward the invoice yourself as this will delay processing time.

Suppliers need to ensure that each invoice:

  • includes a current valid UQ purchase order
  • is provided in high quality electronic file format (preferably PDF)
  • is sent as a separate attachment.

Meeting these requirements ensures suppliers are paid efficiently and on time. If a supplier needs more information about the process, you can send them the supplier information sheet (PDF, 54.2 KB).

How invoices are processed

To be paid, each invoice must clearly state a UQ purchase order. Payments are driven by a 3-way match, which includes the:

  • purchase order
  • invoice (or voucher)
  • receipt.

Only once a 3-way match is achieved will a general ledger entry occur. This entry reverses the commitment and applies an actual expense. Then the invoice will be scheduled for payment to the vendor when it is due.

Invoices are paid on 30 day terms. If an early payment is required, you will need to submit an early payment request. This must be approved by the Accounts Payable Manager.

Automated processing

From July 2019, we are using automated invoice processing, which uses optical character recognition (OCR) technology. This enables invoice data to be captured automatically, which: 

  • removes the need for manual input, resulting in reduced errors and increased efficiencies 
  • supports a streamlined and efficient payment process for suppliers, with fewer errors and payment delays.

Finance Professional Services teams have access to OptiFi (staff login required), UQ's OCR tool. 

Payment timetable

  • Domestic electronic funds transfer (EFT) payment runs occur on Mondays and Wednesdays.
  • Foreign Exchange (FX) payment runs occur Tuesdays and Thursdays.
  • Cheques runs are done as needed, on an ad-hoc basis.

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