Invoice automation is coming to the University

The information below is for the reference of suppliers who have already moved to The University of Cambridge’s new accounts payable (AP) invoice automation system.

If you’re an existing supplier, we’ll let you know when to start using the process detailed below. If you haven’t been contacted about using the new system, please continue to submit your invoices as detailed under Submitting invoices to the University for payment.

Submitting invoices under the new process

Once you move across to the new process, please send all invoices or credit notes to invoices@admin.cam.ac.uk

Invoice requirements

To be processed automatically by the new system, invoices need to include the following information:

Addressed to:

    Institution/Department Name
    University of Cambridge
    Street Name
    City
    Post Code

• Your business name and address 
• Your VAT number 
• Invoice number 
• Invoice date 
• Purchase order number (if applicable) 
• Description of the goods or services 
• Unit price, net amount, VAT and total cost

File attachment requirements

To be processed automatically by the new system, invoices need to be submitted in the following format:

• 1 file attachment per email 
• 1 invoice per attachment  
• Please use the following file formats: 
• PDF (Standard supported PDF) 
• TIFF Format (Group IV monochrome and 300dpi)  
• Please include the file extension in the attachment filename (e.g. invoice-5633.pdf)

Please only submit invoices or credit notes to the above address for processing. If you need to send a query, statement or document that doesn’t meet to the above requirements you can use the sharedservicesfinance@admin.cam.ac.uk

Avoiding delays

To minimise the risk of delays, please be mindful of the following:

• Make sure your invoice includes all the required information detail above. 
• Don’t include multiple invoices in the same PDF file.  
• Don’t submit invoices in Word, Excel, or JPG formats.   
• Don’t separate 1 invoice into multiple attachments.   
• Don’t encrypt invoice files or use password protection.   
• PDF XFA or portfolios aren’t supported.   
• Compressed or Zip files aren’t supported.   
• Make sure the invoice file is attached to your email, not included as a click through link. 

University of Cambridge Departments using Invoice Automation 

The University is rolling Invoice Automation out across its 180 departments in phases across 2024 and 2025. Below is a list of the departments that have adopted the new process with their go-live date: