Invoice verification template

A blank template with 27 columns. Download it and open it in Excel or Google Sheets, then add one row per record.

Columns

• invoice_number
• line_ref
• vendor
• purchasing_entity
• customer_account
• ship_to
• governing_agreement
• po_number
• payment_terms
• payment_terms_match_contract
• quantity_invoiced
• quantity_agreed
• description
• unit_price
• negotiated_unit_price
• line_amount
• line_math_ok
• subtotal_ok
• tax
• shipping
• total
• payee
• matched
• discrepancy
• amount_at_issue
• resolved_on
• reviewer

How to fill it in

One row per invoice line check. Compare the invoice to the contract and purchase order before payment, not after, when a correction is cheaper.

• Begin the back-review with your biggest suppliers and the invoices that are hardest to read.
• payment_terms_match_contract, quantity_invoiced against quantity_agreed, and unit_price against negotiated_unit_price: the common places where an invoice drifts from the agreement.
• line_math_ok, subtotal_ok, tax, shipping, total: check the arithmetic and the add-ons.
• matched: yes or no. If no, say why in discrepancy and record amount_at_issue and resolved_on.

Chart discrepancy categories over time. The pattern is what supports a change in practice to management.