Operations template
Invoice approval checklist
Use this checklist when an invoice needs more than a quick payment: ownership, supporting evidence, review, and a decision that others can trace.
Before review
Collect the invoice and identify the person responsible for the decision.
- Confirm the vendor name, legal entity, invoice number, and payment terms.
- Attach the invoice and related purchase order or contract.
- Set the approval deadline and assign an owner.
Verification
Check the commercial details before requesting approval.
- Match the purchase order number and receiving evidence.
- Verify quantities, unit prices, tax, currency, and total amount.
- Check for duplicate invoices and unexpected bank detail changes.
- Create an exception for every unresolved mismatch.
Approval and close
Record the decision and preserve the execution history.
- Request manager sign-off from the correct reviewer.
- Resolve or document every exception.
- Schedule payment and record the payment reference.
- Complete the operation only when evidence and decision are present.