Check the invoice before sending it
A quick completeness review helps Finance identify the supplier, the invoice, what was provided, and the amount being requested. Use the checklist below, then follow your organization's verified invoice submission route.
Invoice information checklist
Check the invoice and related purchase information; requirements may vary by organization.
| Information to check | What to verify |
|---|---|
| Supplier identity | Supplier name and identifying details are present and readable |
| Invoice reference and date | The invoice number or reference and invoice date are visible |
| Goods or services | The description identifies what was supplied |
| Amounts and currency | Line amounts, total, and currency are stated clearly |
| Related purchase reference | A purchase or request reference is included when one applies and is available |
Prepare the submission
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1
Compare related records
Where a purchase request or order applies, compare its reference and description with the invoice.
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2
Check the invoice details
Review supplier identity, invoice reference and date, supplied goods or services, amounts, and currency for readability and consistency.
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3
Note discrepancies
If a reference is missing or a detail does not match, record the specific issue and seek clarification through the verified process before presenting the information as complete.
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4
Use the configured route
Send the invoice through your organization's current submission route. Do not rely on an unverified email address or payment instruction.
Common invoice questions
What if there is no purchase reference on the invoice?
Check the related request or purchase record. If a reference applies but is unavailable, note the gap and follow the verified submission process for resolving it.
What if the invoice amount or description does not match the related record?
Do not silently change either record. Identify the mismatched detail and ask the appropriate internal owner to clarify it before submitting.
Where should I send an invoice?
Use the invoice submission route published by your organization. This example does not provide an email address, payment instruction, or deadline.