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ABN Integration for Facilio

What is ABN Integration?​

An ABN (Australian Business Number) is a unique 11-digit identifier issued to businesses in Australia by the Australian Business Register (ABR) for tax and business dealings. Facilio's ABN Integration simplifies ABN management by automating vendor validation, ensuring accurate vendor data, and streamlining business operations.

Use Case: ABN Integration for Vendor Business Verification​

For a CAFM (Computer-Aided Facilities Management) business managing diverse service vendors such as cleaning, HVAC, and maintenance providers, ensuring vendor compliance is critical. Manual data entry often results in errors like outdated or invalid ABNs, leading to operational delays and potential non-compliance with Australian regulations.

With Facilio's ABN Integration, facility managers can:

  • Automate ABN validation during vendor onboarding.
  • Verify vendor legitimacy in real-time.
  • Ensure accurate, up-to-date vendor records.

Example Scenario

A facilities management company wants to onboard a new cleaning service provider.

  • The administrator enters the vendor's ABN during onboarding.
  • Facilio's ABN Validator checks the ABN's validity and retrieves key business details.
  • The system flags any discrepancies, such as inactive ABNs or mismatched entity names, allowing the company to take corrective action before proceeding.

Benefits of ABN Integration​

  • Direct Vendor Verification: Facilio customers can validate their vendors' ABNs in real-time, ensuring that they engage only with legitimate, active businesses.
  • Improved Compliance: The integration helps businesses adhere to Australian regulations by ensuring accurate and up-to-date ABN information.
  • Data Integrity and Accuracy: Automated ABN validation minimizes manual errors, enhancing the reliability of vendor records.
  • On-Demand and Scheduled Updates: Customers can keep vendor information current through on-demand or periodic synchronization, ensuring accurate records over time.

Setting Up ABN Integration​

This section is designed for administrators responsible for configuring ABN integration in Facilio.

ABN Settings Configuration Page​

The ABN Settings page allows administrators to configure fields and synchronization settings for ABN data. This configuration is typically completed during the initial setup phase by an administrator.


GUID Configuration

  • Field: GUID (Global Unique Identifier)
    • The GUID serves as a unique authentication key required to access ABN data through web services and is obtained during ABN web service registration at https://abr.business.gov.au.
    • Displays the current GUID (if set) and is unique per organization.
    • Editable by clicking the edit button (pencil icon).
    • The input field is disabled by default and must be enabled for editing.

ABN Data Synchronization Frequency

  • Field: Frequency
    • Administrators can configure the frequency of ABN data synchronization based on business needs.
    • Options range from "None" to "Every 20 days."
    • If "None" is selected, there is no periodic sync of ABN data.
    • By default, the synchronization frequency is set to every 1 day.

ABN Field Configuration

  • Field: Configure Required ABN Fields
    • Administrators can select specific ABN data fields to be included in the synchronization.
    • By default, all available ABN fields are selected for updates.

Save Configuration

  • Changes made to above configurations can be saved by clicking the Save button in the header.

Using ABN Integration​

This section focuses on how Facility Managers and Technicians can use ABN integration during vendor creation and management.

Vendor Creation with ABN Validation​

When creating or updating a vendor record, the ABN Validator App automatically validates the provided ABN to ensure its authenticity. This tool retrieves essential business details, which are added to the vendor’s record in the Vendors module within Facilio. The ABN details included are:

  • ABN (Australian Business Number): The business number associated with the vendor.
  • ABN Status: Indicates whether the ABN is active or inactive.
  • ABN Status Effective From: The date from which the current ABN status is effective.
  • ACN (Australian Company Number): The unique identifier for companies in Australia.
  • Entity Name: The registered name of the entity.
  • GST From: The date from which the entity is registered for GST.
  • Business Names: A list of business names associated with the ABN.
  • First Business Name: The primary business name associated with the entity.
  • Address: The registered address linked to the ABN.

ABN Synchronization Options​

The ABN data of vendors can be updated manually (on demand) or automatically through scheduled syncs. The sync frequency is configurable in the ABN settings page.


On-Demand Sync of ABN Data

An on-demand sync of the ABN data can be done using the "Sync ABN Data” button available in the vendor summary view. This instantly updates the ABN data in the vendor record. This is especially useful in cases where a vendor's GST registration may have expired but has recently been renewed. The on-demand sync allows for immediate updates, ensuring that the latest status is reflected without waiting for the next scheduled sync.



Periodic Sync of ABN Data

The ABN data sync can also be scheduled to run periodically (e.g., daily, every 7 days), keeping the data up to date without manual intervention. Regular syncs are particularly useful for:

  • Evaluating the vendor's status in the ABR (Australian Business Register).
  • Checking the accuracy and validity of GST registrations and compliance.

By automating periodic syncs, businesses can save time and ensure the reliability of their vendor data.

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