INVOICE PREPARATION · Workflow idea
Bring customer details and the requested charges together in a reviewable invoice. Keep the amount, recipient, and payment terms visible so the responsible teammate can confirm everything before the invoice is issued or sent.
01 / The starting point
Customer details and approved information for a requested charge
“Prepare or confirm the customer record, assemble the invoice details, and hold the invoice until an authorized person approves its recipient, amounts, and terms.”
02 / The work
Helps a billing team prepare customer and invoice information together while keeping financial approval with an authorized person.
Collect the customer identity, billing contact, and source information that supports the requested charge.
Look for the intended customer record and ask a person to resolve an uncertain match or possible duplicate.
Organize confirmed details for a new customer record without assuming that a similarly named person is the right match.
Bring together the agreed items, quantities, amounts, taxes, due date, and payment terms.
Have the responsible teammate compare the invoice with the approved work, order, or billing agreement.
Require explicit human approval of the exact customer, amount, and invoice before it is issued or communicated.
03 / The result
A customer record and complete invoice prepared for review; nothing is issued or sent until a person explicitly approves the exact invoice.
Finance · Example outcome
A customer record and complete invoice prepared for review; nothing is issued or sent until a person explicitly approves the exact invoice.
Verify the customer, services, quantities, amounts, tax treatment, and payment terms. A person must approve the exact invoice before it is issued or any invoice communication is sent.
04 / Make it yours
A few choices shape the work around your team.
Specify the customer and charge details needed to prepare an accurate invoice and identify the supporting source.
Decide how existing customers are identified and who resolves duplicates or uncertain records.
Name the people authorized to verify amounts and terms and approve an invoice before it is issued or sent.
Review a new customer, an existing customer, and a changed or incomplete charge to confirm no invoice bypasses approval.
Keep exploring
Prepare an invoice from an approved order, save its record, and send it only after review.
Turn a selected billing request into an invoice and reply draft for a person to verify.
Prepare an e-invoice draft from approved transaction details, check required information, and send it to a person for review before issue.