Invoice approval process template

When to use it

Use it for every supplier invoice, from receipt to payment.

1. Receive

1. Invoices arrive in one shared inbox only.
2. Log each invoice in the accounting system with its received date.

2. Check

1. Match the invoice to its purchase order and delivery note.
2. Confirm the supplier’s bank details match the supplier record.
3. Check tax amounts and the payment terms.

3. Approve

1. Route to the budget owner for approval.
2. Invoices above the approval limit need a second approver.
3. Record who approved and when.

4. Pay and file

1. Add approved invoices to the next payment run.
2. Mark paid in the accounting system.
3. File the invoice with its approval trail.

Tips

• Never change supplier bank details from an email alone. Confirm by phone using a number you already hold. That one rule stops most payment fraud.