For SAP Ariba enabled suppliers, invoicing is done through the SAP Business Network, unless advised otherwise. Please refer to the section below entitled “Supplier Requirements for Ordering and Invoicing through SAP Business Network.”

For suppliers that are not SAP Ariba enabled, when submitting an invoice to the City of Toronto for payment, your invoice must include all of the following:

  • Supplier Name on Company Letterhead
  • Invoice Number – Maximum 16 characters, including spaces and symbols.
  • Invoice Date – cannot be postdated
  • Purchase Order Number / CRO Number (contract payments)
  • Remit To Address
  • Ship To Address, including:
    • Division Name
    • Divisional Contact
    • Service Location Address
  • Subtotal Amount Before Tax
  • Tax Amount
  • Total Invoice Amount
  • HST/GST Number

Please ensure that invoice line-item details match the purchase order line-item details for price and quantity before submitting your invoice to the City.

Invoices without a valid Purchase Order/Contract Release (CRO) number will not be accepted.

Post dated invoices will not be accepted

SAP Ariba enabled suppliers should invoice through the SAP Business Network, unless advised otherwise. Please refer to the section below entitled “Supplier Requirements for Ordering and Invoicing through SAP Business Network.”

Suppliers who are not SAP Ariba enabled should submit invoices electronically to apinvoice@toronto.ca within ten business days of providing goods and/or services to the City.  Paper invoices are no longer accepted.

Suppliers submitting invoices to the City for approved capital projects subject to the Construction Act should follow the process provided by the Contract Custodian or City Divisional Designate.

Please ensure that invoices meet the following mandatory requirements:

  • Provided in PDF format only (invoices submitted in text, Word or Excel format will not be accepted)
  • Each invoice, with supporting information, is to be one PDF document,
  • Email submissions may contain multiple PDF documents (more than one invoice can be submitted with each email)
  • PDF name should only include the Supplier Name and Invoice Number
  • The maximum pdf size, including all supporting information, is 45 MB.

Please do not submit invoices if amounts were already paid using a City of Toronto Purchasing Card (PCard).

Please do not submit invoices more than once.

Statements of account are not invoices and therefore, will not be reviewed. These items are to be directed to the person who placed the order.

Invoices received after 3:00 p.m. will be considered received on the next business day.

Suppliers are requested to not submit invoices:

  • Or any back-up within the submission email prepared in text, Word or Excel format.
  • Paid by City Purchasing Card (PCard)
  • Containing eSignatures or document protection

Multiple times (duplicate invoices) if payment was not received within the City’s standard payment terms of 30 days

It is the supplier responsibility to submit correct invoices for payment of goods/services delivered to City Divisions.  In the event an incorrect invoice is submitted, the supplier is required to issue a credit note against the original invoice and submit a new invoice with a new invoice number.

Invoices that do not meet billing requirements will not be accepted and will be considered incomplete.  It is the supplier responsibility to ensure that submitted invoices meet all requirements.

Invoices are processed for payment by Corporate Accounts Payable only after:

All billing requirements are met on the submitted invoice

Confirmation has been received from City operational/divisional staff that goods received are as ordered and in acceptable/expected condition; or services have been completed to the division’s expectation.

Operational/Divisional staff have approved the invoice for payment, including making all required system entries

Suppliers are encouraged to provide back-up documentation, packing slips and/or goods receipt confirmations directly to the ordering Division for goods/services delivered to ensure timely approval of the invoice. Please do not copy apinvoice@toronto.ca on these submissions.

As outlined in all procurement arrangements, the City’s standard payment terms are Net 30 days.  Alternate terms may be assigned through discussion with Purchasing and Materials Management Division as part of the procurement process/award.

Payment will be made within payment terms if all required documentation and approvals are obtained.  Please check contract payment terms before contacting the City to enquire about payment.

To receive a status of payment on your invoice or to enquire about past due invoices, please contact the divisional staff member who placed the order with your organization or the divisional financial services team.

To receive prompt payment, the City of Toronto offers secure electronic deposit payments directly to your bank account through the “Direct Deposit” program.   For more information and/or to enrol for this payment option, please email us at DirectDeposit@toronto.ca

Direct deposit payment files are released daily for processing through the Canadian banking system.  Deposit will be made into the recipient bank account within two (2) to three (3) business days from release of the electronic file.

The City is transitioning to online invoicing via the SAP Business Network to support greater transparency, speed, and tracking of invoices between the City and registered Suppliers. While not all awarded procurements will be invoiced on the SAP Business Network immediately, Suppliers are encouraged to ensure they are registered in advance to support a smooth transition.

For procurements that are using the SAP Ariba platform, the Supplier shall follow all instructions provided by the City regarding ordering and invoicing, as outlined below:

  1. Use of SAP Ariba and the SAP Business Network
    • The Supplier will receive purchase orders and submit invoices through the SAP Ariba platform.
    • Participation may include enabling electronic catalogues, electronically receiving purchase orders, and submitting electronic invoices via the SAP Business Network.
    • The Supplier should accept SAP Business Network relationship requests from the City, complete any necessary account configurations, and agree to the platform’s business terms and conditions.
  2. Contingency for Technical Disruptions
    • If SAP Ariba is temporarily unavailable due to technical issues, the Supplier must follow the City’s alternative invoicing instructions.
  3. Potential Network Fees
    • SAP Ariba does not impose fees on Suppliers for a Standard Account on the SAP Business.  Suppliers may opt to upgrade to an Enterprise Account at their discretion and any associated costs for an Enterprise Account upgrade will be the responsibility of the Supplier
    • Suppliers should review types of accounts and associated fee structure at: www.ariba.com/suppliermembership.
    • The City will not accept any additional fees incurred by the Supplier for using the SAP Business Network.

Inquiries for the SAP Ariba and the SAP Business Network are to be directed to:

Purchasing & Materials Management Division
Toronto City Hall
18th Floor, West Tower
100 Queen Street West
Toronto ON M5H 2N2

Hours of Operation: Monday to Friday 8:30am – 4:30pm

Telephone: 416-397-4141
Email: supplychain@toronto.ca