Check that your invoice contains all the necessary invoice information for it to be processed.

Your invoice MUST contain the Australian Taxation Office (ATO) minimum standards of information. If you are unsure of the minimum requirements, please visit the Australian Tax Office website.

Once you have confirmed ATO requirements you MUST also include one of the following pieces of information:

• Purchase order number XXXXXX, OR
• Main Roads contact (requestor of the goods supplied), or the business area engaging your services

For your invoice to be processed in a timely manner and to avoid any unnecessary delays in payment, please ensure one of the above pieces of information is clearly displayed and legible on your invoice. If you have not been provided with this information, please contact the Main Roads Western Australia business area engaging your services and request this key piece of information.

You can submit an invoice to Main Roads Western Australia in one of two ways:

• Via email to accountspayable@mainroads.wa.gov.au, OR
• Via the Peppol network

If you choose to email you are required to send ONE INVOICE PER EMAIL in PDF FORMAT ensuring the invoice includes one of the pieces of information outlined above. It is also useful to include your business name and invoice number in the subject line of the email.

You can include other documents such as reports, spreadsheets, etc. however, if the documents contain sensitive information and for confidentiality reasons, we suggest you send these types of documents directly to the business area engaging your services.

Please DO NOT send an email containing a document link.  If you are emailing invoices, you must attach a PDF version of the document.  Documents received in other formats such as Word, JPEG, etc. will not be accepted and will be sent back to you.

There are number of reasons that can cause delays to payments.  Some of those reasons are:

• The invoice does not contain a purchase order, cost centre or name of the requesting officer.  
• The invoice information is inconsistent with the original purchase order, i.e. quantities or prices vary.
• Goods have not been received by Main Roads Western Australia
• The invoice has not been approved by the relevant business area
• Invoices have not been received in PDF or eInvoice format
• Supplier data is inconsistent with Main Roads Western Australia supplier master data (e.g. banking details are different or there is a change of ABN)

If your invoice cannot be processed, you will receive an email notification advising you of the steps required to re-submit the invoice.  Often, it is only slight amendments which are required to be made on the invoice before re-submitting the invoice for processing.

You can contact the business area who has engaged your service, or you can contact the Accounts Payable team at Main Roads Western Australia via email at accountenquiries@mainroads.wa.gov.au or by phoning 138 138.

Business hours are Monday to Friday (excluding public holidays) from 8am to 4pm.

Main Roads Western Australia process invoices according to WA State Government time frames and guidelines.

Payments for goods or services under $1 million are made within 20 calendar days of receipt of a correctly rendered invoice, or within 20 calendar days of the provision of goods or services (whichever is the later).

Payments over $1 million will be made within 30 calendar days of receipt of a correctly rendered invoice, or within 30 calendar days of the provision of goods or services (whichever is the later).

It should be noted the following payments are excluded from these timelines:

• International purchases
• Purchases of real properties
• Purchases where payment in advance is required
• Transactions where the funding source is an administered appropriation
• Non-procurement arrangements, such as grants
• Negotiated payment terms between Main Roads and individual suppliers

You can contact the Accounts Payable team at Main Roads via email at accountenquiries@mainroads.wa.gov.au or by phoning 138 138.

Business hours are Monday to Friday (excluding public holidays) from 8am to 4pm.