Share this link

Search the Knowledge Base for relevant articles that may help resolve your issue. Search terms should include key words or phrases such as “invoice mistake” or “error messages”. To ensure you have access to as many articles as possible, please log in on the Tradeshfit platform.

    October 2025 - NHS SBS System Upgrade Supplier Communications

    195 3 Created on 2025-09-09 11:02:22; Last updated on 2025-09-09 11:51:29

    NHS Shared Business Services is currently upgrading its systems to introduce a new, next-generation finance system for the NHS.


    Because of this, Tradeshift will be temporarily unavailable between 20th September 2025 and 30th September 2025 for invoices to the NHS England group only (including NHS England, Integrated Care Boards, Commissioning Support Units and the Health Services Safety Investigations Body). Invoices to other NHS organisations (eg NHS trusts and hospitals) are unaffected. Any invoices submitted before 20th September 2025 will be processed after 1st October 2025 – you do not need to resubmit them.


    As you are a supplier to one or multiple of the NHS England group (including NHS England, Integrated Care Boards, Commissioning Support Units and the Health Services Safety Investigations Body)., you will need to take on board important changes in the way in which you transact through the Tradeshift platform. This involves a change in the connection properties that link your Tradeshift account to the current NHS England group only (including NHS England, Integrated Care Boards, Commissioning Support Units and the Health Services Safety Investigations Body).  


    On or around 1st October 2025, suppliers who manually submit invoices via Tradeshift will receive a connection request to link their Tradeshift account to the new system. Suppliers must accept this connection request (in their Task List) in order to continue to submit invoices via Tradeshift – best practice is to have the auto accept turned on.


    What does this mean for you?  


    Tradeshift Connections

    From 1st October 2025, if you are currently configured to submit your invoices through the User Interface (document uploader / manual load), you will receive a connection request to link your Tradeshift account to the new versions of the NHS England group only (including NHS England, Integrated Care Boards, Commissioning Support Units and the Health Services Safety Investigations Body). It is important that you accept the connection request in your Task List in Tradeshift to ensure there is no disruption to processing your invoices.



    If you have not received a connection request by 6th October 2025, please search for the new versions of the NHS England group only (including NHS England, Integrated Care Boards, Commissioning Support Units and the Health Services Safety Investigations Body) in the Tradeshift network and click the ‘Connect’ button to initiate a connection.


    XX rules. If you submit invoices with a contact name instead of a Purchase Order, the format of those names (known as the “XX rules”) will change. Please contact the organisation you are trading with to confirm the new format.


    Integrated Solutions

    If you are configured to submit your invoices through the Tradeshift integrated solution, you will need to ensure your Enterprise Resource Planning (ERP) system is updated with the new identifier attributes (Organisation ID). NHS England (currently X24) will become CBA003. All other organisations will have 000 at the end of their current three character code e.g. QHL will become QHL000. Our systems will still accept and process invoices containing the old codes during the transitional period.


    XX rules. If you submit invoices with a contact name instead of a Purchase Order, the format of those names (known as the “XX rules”) will change. Please contact the organisation you are trading with to confirm the new format.


    If you are unsure of these please contact the NHS SBS E-invoicing team on SBS-W.e-invoicingqueries@nhs.net


    Invoicing Cut-off Dates

    Tradeshift will be temporarily unavailable between 20th September 2025 and 30th September 2025 for invoices to the NHS England group only (including NHS England, Integrated Care Boards, Commissioning Support Units and the Health Services Safety Investigations Body). Invoices to other NHS organisations (eg NHS trusts and hospitals) are unaffected. Any invoices submitted before 20th September 2025 will be processed after 1st October 2025 – you do not need to resubmit them.  


    Cutover period

    There will be a brief cutover period whilst we implement these changes. For that reason, please note that:

    • No purchase orders will be issued after 24 September until 1 October 2025
    • No invoices can be scanned or uploaded into Tradeshift between 20 September and 30 September 2025.
    • No BACs payments will be made between 25 September and 1 October 2025


    Need more help?

    If you have any questions about the System upgrade or questions regarding invoicing arrangements, please don’t hesitate to get in touch with us using the contact details below:


    Please ensure that you make the necessary changes where appropriate from 1st October 2025.

    3 people found this helpful.

    Related Articles