Invoice Processing

SOP Steps

1. 1

   Receive invoice via email or upload

   Receive the vendor invoice through the designated channel (email, portal, or upload) and confirm it has been logged in the queue.

2. 2

   Verify invoice matches PO

   Cross-check the invoice against the original purchase order to confirm the amount, vendor name, line items, and dates all match.

3. 3

   Code to correct expense category

   Assign the correct general ledger code and expense category to the invoice for accurate financial reporting.

4. 4

   Route to approver

   Send the coded invoice to the appropriate approver based on amount thresholds and department policies.

5. 5

   Get approval signature

   Obtain the required approval — digital or physical — from the authorized approver before proceeding to payment.

6. 6

   Enter in accounting system

   Post the approved invoice to the accounting system (e.g. QuickBooks, Xero) with all relevant details and the correct payment due date.

7. 7

   Schedule payment

   Schedule the payment to be made on or before the due date, respecting any early payment discount terms.

8. 8

   File invoice digitally

   Save the completed invoice and approval documentation in the designated digital filing system, organized by vendor and date.