Checklist

Accounts payable invoice approval checklist

What to check before you approve a vendor invoice for payment: genuine vendor, no duplicate, three-way match, correct details, proper sign-off. Free PDF.

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Run this before you approve a vendor invoice for payment. It covers the three things that matter: that the invoice is genuine and not a fraud or duplicate, that the details and amounts are correct, and that it's properly approved and recorded. Work through it in order before you release payment.

Confirm it's genuine

  • The vendor is a known, approved supplier
  • The bank or payment details match what you hold on file for this vendor; verify any change with the vendor through a known channel Why: a changed bank account on an invoice is the signature of payment-redirection (business email compromise) fraud
  • This invoice number hasn't already been paid Why: duplicate invoice numbers are the most common cause of double payment
  • It matches an authorized purchase order, and the goods or services were actually received Why: the PO + receipt + invoice three-way match is the core AP control

Check the details

  • It's billed to your correct legal entity and address
  • The tax is correct and you're not paying tax you can't reclaim or shouldn't be charged
  • The currency, line items, and total are right and the math adds up
  • The payment terms and due date are clear, so you pay on time, not early or late

Approve and record

  • It has the required internal approval or sign-off for the amount
  • It's coded to the right account, cost center, or project
  • It's recorded in your system and queued for payment on the right date
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Accounts payable invoice approval checklist FAQ

What is a three-way match?
Matching the purchase order, the goods-received note, and the invoice before approving payment. The quantities and prices on all three must agree. It's the single most effective control against paying for things you didn't order or receive.
How do I avoid invoice fraud?
The biggest risk is a fraudulent change of bank details. Treat any new or changed payment details as a red flag and confirm them with the vendor using a phone number or contact you already have on file, never the contact details on the invoice itself.
How do I stop paying the same invoice twice?
Check the invoice number against what you've already paid before approving, and keep every vendor invoice in one place so duplicates are easy to spot. A shared inbox of received invoices makes this a glance instead of a search.

Last updated June 1, 2026

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