Procure to Pay (P2P) with Coupa

The NIISQ Agency is committed to improving our partnerships with providers.

One of the ways we are doing this is by simplifying our processes for the engagement and payment of goods and services. We are transitioning to the Coupa Procure to Pay (P2P) solution which will make provider engagement and payment of invoices easier and faster.

Questions?

Please contact us
  • Email: serviceprovider@niis.qld.gov.au
  • Phone: 1300 607 566

    • The solution enables providers to receive purchase orders and submit invoices via the Coupa Supplier Portal (CSP).

    The benefits to you include:

    • Faster invoice processing and payment
    • Reduced risk of lost invoices and delay in payment
    • More cost effective than hard copy and manual invoices
    • Clear view of purchase orders and invoice status

    Quick reference guide

    We have put together a quick reference guide (PDF) for our providers, which includes the following helpful topics:

    • Registering with our Supplier Portal (Coupa)
    • How to submit your invoices, view orders and credit notes
    • View your NIISQ purchase orders
    • Submitting your invoice via our Supplier Portal
    • Creating a credit note against a purchase order
    • Invoice management
    • Account settings
    • Account setup via Admin
    • Additional information.

    Frequently asked questions

    • The Coupa Supplier Portal (CSP) will be rolled out progressively across NIISQ services, commencing in early to mid-November, and beginning with our Support Coordination services only.

      If your business invoices other goods or services to NIISQ, please continue invoicing those as you currently do.

      The remaining rollout across NIISQ is expected to commence in due course.

    • The new Procure to Pay (P2P) system will initially include Support Coordination only. This will be for stage one.

      Other services will be included as we move forward, and further communication will be issued accordingly.

    • Following the launch of Coupa, the NIISQ Agency encourages providers to submit invoices electronically through Coupa.

      Coupa will be used to send purchase orders and then receive invoices electronically via either the Coupa Supplier Portal (CSP) or direct receipt of a purchase order email which Coupa refers to as a Supplier Actional Notification (SAN).

    • Coupa Supplier Portal (CSP) enables providers to view purchase orders (POs), as well as create and submit invoices electronically. This is a dynamic option that offers providers additional functionality around POs, invoices and client information.  If you choose this option, your invitation will be sent to the primary contact email address provided by you.

      Note: Providers that are registered for CSP can also still take advantage of SAN (refer to Option 2).

    • Supplier Actionable Notification (SAN): You can act directly from your email notification, receive purchase orders, and create invoices. You manage your transactions through your email inbox and have very limited functionality. All Purchase orders will be sent to the generic Purchase Order email address provided to us by you.

      Providers can also create a Coupa Supplier Portal (CSP) account (refer to Option 1) if they want to take advantage of the benefits of working with NIISQ through the CSP (SAN functionality will still be available).

    • If the above options are not suitable, readable PDF invoices may be emailed to accounts@niis.qld.gov.au. Please note that delays in processing these invoices are likely and as such may delay payment.

      Providers will be required to provide a valid Tax Invoice, which includes the following:

      • That the document is intended to be a tax invoice
      • Company / trading name
      • Australian business number (ABN)
      • The date the invoice was issued
      • Be addressed to:
        NIISQ Agency, ABN 52764535574
      • The participant’s name or case reference number
      • The item / service code for each service to expediate payment
      • A brief description of the items sold / service provided, including the quantity (if applicable) and the price
      • State the GST amount payable (if any) per item / service provided (that is, the extent to which each sale includes GST)
      • The total amount payable (including GST).

      Please use our handy How to Invoice guide (PDF) for assistance with ensuring your invoice includes the correct information.

    • No, it is free of charge to all providers.

      • Faster invoice processing and payment
      • Reduced risk of lost invoices and delay in payment
      • More cost effective than hard copy and manual invoices
      • Clear view of purchase orders and invoice status

    • The NIISQ Agency has established a Provider Partnerships Team who will be here to support you through the introduction of Procure to Pay (P2P) and to help get you ready.

      We will keep you updated and let you know of any changes and how they will affect you.

      If you have any questions, please email us at serviceprovider@niis.qld.gov.au.

    • Stage one is for Support Coordinators only as we will be working slowly with our providers to ensure all aspects of the P2P system is working.

      Other services will be included as we move forward.

    • We are aiming for mid-November for stage one – Support Coordination only.

    Last updated: June 2023