Checklist
Invoice before sending checklist
The pre-send check that stops an invoice bouncing back: right billing entity, PO number, amounts, currency, and payment details. Free downloadable PDF.
Run this list before you send an invoice. It catches the mistakes that bounce an invoice back or stall payment: the wrong billing entity, a missing PO number, the wrong amount, or unclear payment details. Work top to bottom, then send.
Business and client details
- Your business name, address, and tax ID are correct
- The Bill To entity is the client's correct legal name, not just their trading name Why: AP systems route and match on the legal entity; a mismatch can reject the invoice
- The billing address is the client's billing address, not their office or shipping address
- A PO number is included if the client requires one Why: many AP systems auto-reject an invoice with no matching PO
- The recipient / AP contact is the person or inbox that actually pays
Amounts
- Every line item has the right description, quantity, and rate
- Subtotal, tax, and total all add up
- The tax rate and label are right for the client's jurisdiction (or correctly zero-rated / reverse-charge)
- The currency is set and shown explicitly Why: "$" alone is ambiguous across USD, CAD, AUD and delays cross-border payment
- Any discount is applied and visible on the invoice
Terms and delivery
- The invoice number is unique and follows your sequence
- Issue date, due date, and payment terms (e.g. Net 30) are all stated
- Payment details are complete and correct (bank / ACH / wire, or a pay link)
- Late-fee or terms wording is included if you intend to enforce it Why: a late fee is only enforceable if it was stated on the invoice
- You're sending to the right address, with AP or accounts cc'd where needed
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Invoice before sending checklist FAQ
When should I run this checklist?
Right before you hit send, on every invoice. It takes under a minute and prevents the most common reasons an invoice gets queried or delayed.
What's the most common mistake it catches?
The wrong billing entity or billing address. Large clients route invoices by legal entity, so an invoice addressed to the trading name or the wrong subsidiary can sit unpaid until it's reissued.
What happens if I skip the PO number?
If the client's accounts payable process requires a purchase order, an invoice without a matching PO is often auto-rejected or held, with no notification to you. Confirm whether a PO is required before sending.
Last updated August 23, 2026
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