30 Checklists

of the
Invoice
Verification

@Saheena Ansari
The
Procurementholic
#saheena

Hola, I’m Saheena

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@Saheena Ansari
Invoice Information
Invoice Date: Verify that the invoice date is
current and matches the goods or services
received to date.

Invoice Number: Check that the invoice

number is unique and sequential.

Supplier Details: Confirm that the supplier's

name, address, and contact information are
correct.

Your Company Details: Ensure your company's

name, address, and contact information are
accurate.

Purchase Order (PO) Number: Validate that the

PO number (if applicable) matches the one
issued for the order.

Payment Terms: Check if the payment terms

(e.g., net 30 days) are in accordance with the
agreed-upon terms.

@Saheena Ansari
Order Details
Goods/Services Description: Confirm
that the description of goods or services
matches what was ordered and received.

Quantity: Verify that the quantity billed

matches the quantity received.

Unit Price: Ensure the unit price aligns

with the agreed-upon pricing.

Total Amount: Calculate the total

invoice amount accurately.

Supplier
Relationship
Communication: Maintain open
communication with suppliers regarding
invoice issues, payments, and inquiries
to foster positive supplier relationships.

@Saheena Ansari
Taxes and Fees
Sales Tax/VAT: Ensure the appropriate
sales tax or value-added tax (VAT) is
applied correctly.

Additional Fees: Check for additional fees,

such as shipping or handling charges, and
verify their accuracy.

Payment
Processing
Payment Initiation: Initiate payment only
after successful verification of the invoice.

@Saheena Ansari
Payment
Authorization
Authorization: Verify that the invoice
has been authorized for payment by the
appropriate personnel.

Purchase Order Match: Cross-reference

the invoice with the corresponding
purchase order (if applicable) to confirm
alignment.

Data Entry Accuracy

Data Entry Verification: Double-check
data entry to prevent manual errors in
recording invoice details.

@Saheena Ansari
Receipt Confirmation
Goods/Services Receipt: Confirm that the
goods or services have been received and
are in acceptable condition.

Inspection: If applicable, ensure that

satisfactory quality checks or inspections
have been performed.

Credit Terms
Early Payment Discounts: Determine if
any early payment discounts are
applicable and if they have been taken
advantage of.

Late Payment Penalties: Check if any

late payment penalties apply and have
been accounted for correctly.

@Saheena Ansari
Currency Conversion
(if applicable)

Exchange Rate: If dealing with multiple

currencies, verify that the exchange rate
used for conversion is accurate.

Documentation
Supporting Documents: Ensure that all
supporting documents, such as receipts,
packing slips, and contracts, are
attached and match the invoice details.

Record Keeping
Record Retention: Ensure invoices and
related documents are properly stored
and archived according to legal and
company policy requirements.

@Saheena Ansari
Approval Workflow
Workflow Compliance: Ensure that the
invoice has followed your organization's
approval workflow.

Discrepancies and
Disputes
Discrepancies: Document any
discrepancies or issues and
communicate them to the supplier for
resolution.

Dispute Resolution: Have a process for

resolving disputes and track the
progress until they are resolved.

@Saheena Ansari
Duplicate Checks
Duplicate Invoice Check: Verify that the
invoice is not a duplicate of a previously
processed one

Compliance
Regulatory Compliance: Ensure
compliance with applicable laws and
regulations regarding invoice processing.

Reporting and
Analytics
Data Analysis: Use invoice data for
reporting and analytics to identify
trends and opportunities for cost
savings or process improvements.

Customize it to suit your organization's

specific processes and requirements.

@Saheena Ansari
Repost #procurementholic

if this is useful : )

@Saheena Ansari
#saheena

Invoice verification: the checkpoint for making

sure we pay the right amount for the right
stuff, keeping our finances on track

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@Saheena Ansari