Accounts Payable

To assist in prompt payment, your invoice should include the following information:

  • Vendor Name on Company Letterhead
  • Invoice Number – Max 16 characters
  • Invoice Date
  • Purchase Order Number / CRO Number (contract payments)
  • Remit To Address
  • Full Ship To Address:
    • Division
    • Divisional Contact
    • Service Location Address
  • Total Amount
  • Subtotal Amount Before Tax
  • Tax Amount
  • HST/GST Number

**NEW – Invoices received without referencing a valid PO are no longer accepted effective January 1, 2020.

Submit your invoice electronically to: apinvoice@toronto.ca in the following format:

  • Must be in PDF format
  • Only one invoice per PDF file (including attachments)
  • Multiple PDF files per email are accepted

Invoices submitted in text, Word or Excel format are not accepted.

Purchases made with a credit card or PCard are considered paid and invoices are not to be sent to Corporate Accounts Payable.

The standard invoice billing requirement must be followed with the exception of vendor invoices related to an approved capital project subject to construction lien holdbacks only.  Billing requirement direction will be provided by the contract custodian or city divisional designate.

** NEW – Paper invoices will no longer be accepted effective January 1, 2020.

  • Please contact the divisional staff member who placed the order for the status of your invoice.
  • By ensuring invoice line items details match the purchase order line item details for price and quantity.

To assist in prompt payment, it is essential that all required billing information is included on each invoice submitted to the City.  Invoices received without reference to a valid purchase order will not be accepted. Below is a checklist to assist in ensuring each invoice is complete:

Complete Invoice Checklist:

  • Vendor Name on Company Letterhead
  • Invoice Number – Max 16 Characters
  • Invoice Date
  • Purchase Order Number / CRO Number (contract payments)
  • Remit To Address
  • Full Ship To Address:
    – Division
    – Divisional Contact
    – Service Location Address
  • Total Amount
  • Subtotal Amount Before Tax
  • Tax Amount
  • HST/GST Number

 

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

Exceptions

The standard invoice billing requirements must be followed with the exception of vendor invoices related to an approved capital project subject to construction lien holdbacks only.  Billing requirement direction will be provided by the contract custodian or city divisional designate.

Electronic Invoices

Invoices for goods and services provided to City Divisions must be submitted electronically to apinvoice@toronto.ca by the vendor.  When submitting your invoice please ensure that:

    • Invoices are in PDF format
    • Only one invoice in each attachment (Multiple attachments are acceptable)
    • PDFs have no e-signatures or protection
    • Current invoices
    • No duplicate invoices or statements are submitted

 

  • Invoices that arrive via Canada Post or courier will not be processed and will be confidentially shredded.

 

  • City purchases made by a credit card/PCard, are not to be sent to Corporate Accounts Payable.  These invoices are considered paid.

 

  • Vendors are encouraged to provide back-up documentation, packing slips and/or goods receipt confirmations directly to the ordering Division for goods/services delivered.

 

  • Payment Terms: Unless otherwise specified on the invoice, the City will assign payment terms of Net 30 days. Payment terms “Due Upon Receipt” are considered Net 30 days.

 

  • Direct Deposit: 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