A practical invoice approval workflow checklist

Keep the original document available

Extracted fields are a preparation step. A reviewer still needs the supplier invoice and the ability to correct the record. Agree which fields are required, how multiple line items are handled and what happens when a document is incomplete or difficult to read. Initial discussions should use anonymized examples rather than confidential operational documents.

Define what matching means for your business

Compare the supplier, purchase order and goods receipt using agreed references and tolerances. A partial delivery, changed price or missing receipt may need a business decision rather than an automatic rejection. Record which checks are mandatory and who may resolve an exception.

• Supplier identity and invoice reference.
• Ordered and received quantities, rates and agreed tax conditions.
• Duplicate warnings and the reason for any override.

Separate editing, review and approval

Specify who may create a record, change fields, resolve exceptions and approve the result. The review history should explain which decision was made and why. Agree how a corrected or rejected invoice re-enters the process and whether an earlier approval remains valid after an edit.

Validate the accounting handover

An export file is not the same as a successful accounting posting. Confirm field mappings, approved records, duplicate-import handling and reconciliation with the person responsible for the accounting system. KriyoPay prepares Tally-ready CSV records; it does not initiate bank transfers or post directly into Tally. Those boundaries should remain clear in the evaluation.

Discuss this in your own workflow.

Bring the current process, your tools and the result you want. We can use that context to define a focused first conversation.