Change of Email Address to Submit Invoices via PDF – NHS Shared Business Services

Reference Number: 018

To: All NHS Shared Business Services (NHS SBS) Suppliers

Subject: ACTION – Change of Email Address to Submit Invoices via PDF

Closure of our mailbox sbs.invoicing@nhs.net

We would like to advise the above mailbox where suppliers send their PDF invoices to is closing and will be replaced with an alternative mailbox.

We previously notified all suppliers in a Supplier Communication dated 08 July 2021 that the above mailbox will remain in place while suppliers make the change at their end. We have now completed the three-month period for this exercise to take place, therefore we are now closing the current mailbox (sbs.invoicing@nhs.net) on 29 October 2021. Any emails received after this date will not be actioned.

We ask that you now use the following email address to send your PDF invoices:  sbs.apinvoicing@nhs.net

This email address is only used for processing invoices. Only emails received which meet the specified format will be processed. Emails which do not meet these criteria will be automatically deleted without notification.

Please note: Do not respond to this communication via email. If you have any queries relating to this communication please contact our Customer Service Centre on 0303 123 1177.

Invoices must comply with our Good Invoicing Practice:

• This ensures all correct data is within the Invoice in a consistent way
• Only PDF email attachments can be accepted
• Other file types and nested emails cannot be accepted and will be deleted.
• One invoice per PDF
• Backing documents must be included in the same PDF as the relevant invoice
• Emails with multiple PDFs are acceptable. For example

10 PDFs with 1 invoice per PDF will be accepted

1 PDF with 10 invoices within will not be accepted

• Emails must not exceed 10Mb

Did you know you can send an electronic Invoice via Tradeshift
By far the best way to send us your invoices is electronically via our E-Invoice partner Tradeshift. This helps the NHS meet their paperless invoice targets and improves the quality of information across the system. This service is free to use and either:

• Integrates your financial system with ours, giving you instant confirmation of submission and near real-time view of your invoices within your systems.
• Gives you web portal access to submit and track your invoices; with instant confirmation of submission and then 15-minute updates as to the location of the invoice within the system.

For more information and to register, please visit: Tradeshift.

Supplier Communications

NHS Shared Business Services