Submit Invoices for Payment

Submit Invoices via Email

Invoices should be submitted electronically to invoicesonly@northwestern.edu.

If an invoice is received by a department or school directly from a vendor that includes a valid (open) PUR number, it should be scanned and emailed to invoicesonly@northwestern.edu for processing.

Please note this does not apply to:

Invoices that need to be signed-off on by department or school staff prior to submitting them to Accounts Payable for payment (such as consulting services or construction projects) can still be sent directly to the department or school. The department or school will then need to scan and email the invoice to invoicesonly@northwestern.edu.
iBuyNU vendors should continue to send their invoices electronically through iBuyNU.
Sponsored subcontract invoices should continue to be sent to ASRSP-subk-EV@northwestern.edu or ASRSP-subk-CH@northwestern.edu, as specified in the subcontract.
Invoices that are currently submitted for payment using another University approved system (such as Library subscription and book payments, INVO royalty payments, and Risk Management claims).

Send Invoices via Mail

If you are not able to send invoices or other correspondence to Accounts Payable through the above referenced email address, they should be mailed to:

Accounts Payable
1800 Sherman Avenue, Suite 6-600
Evanston, Illinois 60208

Invoice Submission Essentials

What to Include

A Northwestern purchase order number (PUR) must be included on the invoices. If there is no purchase order (PUR) number the vendor must work with the specific department/school for invoice processing.

To ensure invoices are processed as quickly as possible with limited errors or review needed, invoices should be submitted following the instructions below:

The invoice should be attached to an email. Do not send emails with an imbedded link to a portal that Northwestern would need to download an invoice from.
The invoice can be a pdf, word document, or excel file
Only send one invoice attachment per email
Do not send one attachment with multiple invoices. If multiple invoices are sent in the same attachment, use the attached separator sheet between invoices.
Do not send zip files attached to emails

Before Submitting

Ensure that all invoices, regardless if sent directly by the vendor or by the department or school, include a purchase order number (PUR) before they are sent to this inbox.
If an invoice does not have a purchase order (PUR), the department/school must process the invoices through a payment request - do not send the invoice to Accounts Payable.
If an invoice references an old purchase order number, the department/school must add the correct purchase order number to the invoice and re-submit the invoice to invoicesonly@northwestern.edu. Also inform the vendor of the updated purchase order number.

Submitting Other Correspondence

Other correspondence that needs to go to Accounts Payable, including statements and credits, should be emailed to Procurement@northwestern.edu.

Please note that invoicesonly@northwestern.edu is not a monitored inbox and should only be used to submit invoices that are ready for processing.

Please direct questions to Accounts Payable Customer Service at 1-7339 or accounts-payable@northwestern.edu.

Electronic Payment to Vendors

To discuss e-Payment Solutions, visit our Payment to Vendors page or contact Nick Gang at n-gang@northwestern.edu.

Standard Payment and Purchase Order Terms

Visit the Northwestern purchase order terms and conditions page to view payment and PO terms.