FINANCE OPERATIONS · Workflow idea
Give your team a clear way to review incoming invoices, follow up on missing details, spot potential duplicates, and make approval decisions in line with your policy.
01 / The starting point
An invoice PDF and the supplier details provided with it
“Review the invoice’s key details, confirm the amounts add up, check for an existing invoice with the same number, and determine whether an authorized person needs to approve it.”
02 / The work
Guides finance staff through invoice review—from capturing the important details to checking for issues and recording the outcome.
Review the invoice PDF and capture the supplier, invoice number, invoice and due dates, currency, line items, and payment details.
Check that required details are present. Ask the supplier to clarify or provide anything missing before the invoice moves forward.
Compare the invoice number with your existing records. If a matching invoice may already exist, flag it for finance to review.
Confirm that the subtotal, tax, and total are consistent. Set aside discrepancies for a person to investigate.
Review the invoice category, payment timing, and any risk concerns to decide whether it needs extra attention.
Follow your approval policy. Request an authorized person’s decision whenever an invoice requires one, and keep the outcome recorded before finance proceeds to payment.
Update the invoice record with its review and approval status, then notify the people responsible for any remaining follow-up.
03 / The result
A reviewed invoice record with its status, any follow-up needed, and the approval decision when required.
Finance · Example outcome
A reviewed invoice record with its status, any follow-up needed, and the approval decision when required.
Keep exceptions and approval decisions visible so your team knows what is ready to proceed and what still needs attention.
04 / Make it yours
A few choices shape the work around your team.
Decide which supplier, invoice, date, amount, and payment fields your team needs before review can begin.
Document your approval limits, identify authorized approvers, and agree how exceptions should be handled.
Choose the fields your team uses to track invoices, possible duplicates, review status, and approval decisions.
Have finance review routine invoices and examples with missing details, mismatched totals, duplicates, and approval exceptions.
Keep exploring
Consolidate settled transactions from authorized bank accounts into a finance view with duplicate and reconciliation checks.
Prepare a dated summary of monthly income, expenses, and notable trends for finance review.
Extract key fields from emailed invoices and prepare searchable records with finance review before payment.