Invoice Approval for Trades & Construction
Routes vendor invoices through verification and approval before payment is released.
Compliant with Safe Work Australia requirements, state WHS legislation, and Building Code of Australia (NCC) documentation standards.
Workflow Stages
Invoice Receipt and Logging
Receive the vendor invoice, log it in the accounts payable system, and route it for processing.
Inputs
- Vendor invoice
- Accounts payable system access
- Vendor record
Outputs
- Invoice logged in system
- Invoice matched to vendor record
- Processing queue assigned
Three-Way Match
Match the invoice against the purchase order and goods receipt to verify accuracy.
Inputs
- Vendor invoice
- Purchase order
- Receiving report or service confirmation
Outputs
- Match results documented
- Discrepancies identified if any
- Invoice cleared for approval or held for resolution
Decision Points
- • Do the invoice, PO, and receipt match?
- • Are discrepancies within acceptable tolerance?
Crew Approval
The budget owner reviews and approves the invoice for payment.
Inputs
- Matched invoice package
- Budget status
- Expense coding
Outputs
- Crew approval
- Expense coding confirmed
- Invoice cleared for payment
Payment Scheduling
Schedule the payment based on vendor payment terms and the company payment run calendar.
Inputs
- Approved invoice
- Vendor payment terms
- Payment run schedule
Outputs
- Payment scheduled
- Payment run inclusion confirmed
- Vendor notified of expected payment date if requested
Payment Execution
Execute the payment through the approved payment method and record the job.
Inputs
- Scheduled payment batch
- Banking details
- Payment authorization
Outputs
- Payment executed
- Remittance advice sent to vendor
- Accounts payable ledger updated
Frequently Asked Questions
Can invoices be paid early for a discount?
Yes, early payment discounts are evaluated by the finance team. If the discount exceeds the cost of early payment, it is taken and processed accordingly.
What happens when an invoice does not match the purchase order?
The invoice is placed on hold and the discrepancy is communicated to the vendor and the internal requestor for resolution before payment is approved.
How are invoices without a purchase order handled?
Non-PO invoices require crew manager approval and coding before they can be processed. Recurring service invoices may be set up with standing approvals.
Ready to implement this workflow in your business?
Our team can implement this workflow into your business operations with custom tools and training.