Billing a Customer

To bill a customer for goods or services, we generate an invoice in UniFi. Customers have 30 days to pay us from the date of their invoice.

How to bill a customer

Prior to billing a customer for goods or services, you need to:

1. Get a purchase order, contract or other authorised written confirmation that the customer will pay.
2. Follow the Credit, Pre-Billing and Collections procedures to ensure the credit risk to UQ is minimised.
3. Ensure the customer has an active and up to date UniFi account.
4. Provide goods or services to the customer and notify the relevant Finance Professional Services team that billing may proceed.

Payment options are listed on the invoice. Customers have 30 days to pay us from the date of their invoice.

Overdue and unpaid invoices

If a payment is overdue we send a series of reminders, up to a final demand for payment after 90 days.

If it looks like an invoice isn’t going to be paid, an Accounts Receivable Credit Controller will work with your organisational unit to decide what to do next. That can mean:

• adjusting or cancelling the invoice
• writing it off as a bad debt
• referring the debt to external debt collectors.

See the Credit, Pre-Billing and Collections for more detailed procedures for management of overdue debt and debt write-off.

Requesting external debt collection

If an external debt collector is required, you need to:

1. Collate any customer contact information and supporting documents, including all invoices and records of correspondence with the customer.
2. Complete a request for debt collection form (DOC, 68 KB), with approval from an appropriate financial delegate.
3. Email the form and supporting documents to Accounts Receivable.
4. If you receive any payments from the customer after you’ve requested external debt collection, contact the Accounts Receivable Credit Controller you’ve been working with.

External debt collectors charge commission on amounts they collect. This commission will be charged to your nominated chart string.

Funds recovered by the external debt collectors will be allocated to your nominated chart string.

Adjusting incorrect invoices

If the invoice is incorrect in some way, you can request an adjustment to the invoice by contacting your Finance Professional Service team.

Completing customer registration forms

If you receive a request to complete a customer registration form (a due diligence request) on behalf of your business unit, please note some sections can be completed by local unit staff, while others need to be forwarded to the Accounts Receivable team for completion.

We've developed a list of information commonly requested on customer registration forms and who can complete each section.

Accounts Receivable can complete

• Bank account details and confirmation of bank account details for the UQ No. 1 and Student Fees bank accounts.
• Online vendor registration process to gain access to a customer's invoicing portal.

Staff members can complete

• UQ postal address: The University of Queensland, Brisbane QLD 4072
• UQ phone number: +61 7 3365 1111
• UQ ABN: 63 942 912 684
• Remittance advice email: remittances@uq.edu.au
• Customer purchase order email: billingpo@uq.edu.au
• Accounts Receivable phone number: +61 7 3346 7711
• Invoice enquiries email: uqar@fbs.uq.edu.au

Where to go for other requests on customer registration forms

Tax/business registration

• Contact the UQ Tax Team

Modern Slavery

• Contact antislavery@uq.edu.au

Completing Statutory Declarations

• These can be completed by the local business unit providing the goods or services to the customer

Insurance (UQ certificates of currency)

• Download them from the Certificates of Currency, Forms & Facts Sheets page (staff login required)