Invoice Customers

Engage a new customer

You’ll need to create a new debtor account by completing the New Debtor/Customer form in CiAnywhere. When contacting Accounts Receivable for a new debtor account, please include the following information about the debtor in your email:

Legal name
ABN
Address (as nominated in the relevant contracts)
Approximate value of the contracts

Request payment using an invoice

Invoices should be issued when payment is required from an external customer for goods, or services delivered by Curtin. Any Curtin staff member who is responsible for a project, service, or transaction can request an invoice.

How to request an invoice

When you need an Accounts Receivable (AR) invoice to be raised, please submit and email a request to your business area transactions team.

Please ensure you provide the following information, and you have the correct details and approval before making an invoice request:

Confirmation to raise the invoice
The Principal Investigator (PI) or the person requesting the invoice must confirm that the invoice can be raised.
- Note: For invoices based on milestones or project completion, PI confirmation is not required.
Debtor details
Make sure the AR invoice is assigned to the correct debtor account. Check all account details are accurate, including the debtor’s name, address, and ABN (or other unique ID).
Purchase order (PO)
If a purchase order is required by the debtor, please attach a copy of the PO with your request.
Invoice description
Include a clear invoice description that meets the debtor’s requirements, as outlined in the contract.
Invoice amount
Provide supporting documentation (such as a contract extract or screenshot of the payment schedule) that matches the amount to be invoiced.
Email recipients
The debtor’s general email address will be used by default. If there are other people who should receive the invoice, list their email addresses in your AR invoice request.

Change an invoice using a credit note

A credit note may need to be issued if the details of an invoice change. This could involve adjusting the invoice to reflect updated terms or, in some cases, cancelling the full amount of the original invoice.

How to request a credit note

To request a credit note, submit your request to your business area transactions team or for research-related items send the request to Accounts Receivable. In your request be sure to include the following:

A statement clearly explaining the changes
The reason for the invoice adjustment
Supporting documentation
- If the original invoice was issued in error, include a copy of the original invoice and a brief explanation of the mistake
- If the University did not fulfil the contract terms, provide a written explanation of what was not met
- If the contract has changed, attach the fully signed revised contract and state the reason for the update

All credit notes must be approved by Financial Services and will be processed promptly in the University’s financial system.

How we follow up unpaid invoices

Curtin University’s standard contract terms require full payment within 30 days. If a longer payment term is needed, it must be approved in advance by the Director of Finance & Disruption (or their nominee).

If an invoice is not paid within 30 days of its due date, Financial Services will begin recovery actions. This includes working with the department that requested the invoice to help resolve the issue.

If payment is still outstanding after 90 days, Financial Services will contact the responsible department directly to understand the reason for non-payment and find a cost effective recovery approach.

Any costs associated with debt recovery will be charged to the department that raised the original invoice.

Who to contact

For help invoicing customers or creating new debtor accounts, contact Accounts Receivable

For help and support with Cia, contact the Cia Helpdesk for assistance.

Last reviewed on June 16, 2026

Staff Portal

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Engage a new customer

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Request payment using an invoice

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Change an invoice using a credit note

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How we follow up unpaid invoices

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