---
title: Invoice approval
description: A record of an invoice, what it is for, and the approver’s decision, signed by the person who sent it and the person who approved it.
---

# Invoice approval

A record of an invoice, what it is for, and the approver’s decision, signed by the person who sent it and the person who approved it.

## Who signs

- Sender
- Approver

## Fields

- Sender: Invoice number (text)
- Sender: Supplier (text)
- Sender: Invoice date (text)
- Sender: Amount, with currency (text)
- Sender: Due date (text, optional)
- Sender: Cost centre or project (text, optional)
- Sender: What the invoice is for (text)
- Sender: The goods or services were received, and the invoice matches the order or contract (checkbox)
- Approver: The price and quantities match the order or contract (checkbox)
- Approver: The goods or services were delivered or carried out as described (checkbox)
- Approver: The invoice has not been paid already and is not a duplicate (checkbox)
- Approver: There is budget for it, and the right cost centre or project is recorded (checkbox)
- Approver: Decision (choice)
- Approver: Note, if any (text, optional)
- Approver: I have the authority to approve payments of this amount (checkbox)
- Sender: Printed name (text)
- Sender: Title or capacity (text)
- Sender: Sender signature (signature)
- Sender: Sender date signed (date signed)
- Approver: Printed name (text)
- Approver: Title or capacity (text)
- Approver: Approver signature (signature)
- Approver: Approver date signed (date signed)

## The document

Invoice Approval
Approval before payment
This form records the approval of one invoice for payment. The sender completes the first part and sends it to the approver, who completes the second part.

Section 1: The invoice

Invoice number   ____ (Invoice number)
Supplier   ____ (Supplier)
Invoice date   ____ (Invoice date)
Amount   ____ (Amount, with currency)
Due date   ____ (Due date)
Cost centre or project   ____ (Cost centre or project)
1.1 What the invoice is for: ____ (What the invoice is for)
1.2 ____ (The goods or services were received, and the invoice matches the order or contract)  The goods or services were received, and the invoice matches the order or contract

Section 2: Checks before approval
2.1 Before an invoice is approved, the approver confirms, by ticking each box, that it has been checked. If any of these is not ticked, the invoice should not be paid until the reason is recorded in the note below.
2.2 ____ (The price and quantities match the order or contract)  The price and quantities match the order or contract
2.3 ____ (The goods or services were delivered or carried out as described)  The goods or services were delivered or carried out as described
2.4 ____ (The invoice has not been paid already and is not a duplicate)  The invoice has not been paid already and is not a duplicate
2.5 ____ (There is budget for it, and the right cost centre or project is recorded)  There is budget for it, and the right cost centre or project is recorded

Section 3: Questions about an invoice
3.1 If the approver is not sure about an invoice, they should not approve it. They should write the question in the note below and return the form to the sender, who will ask the supplier and send the form back with the answer. An invoice that is queried is paid only once the query is resolved and the approver has signed.

Section 4: After approval
4.1 An approved invoice goes to the person who makes payments, who will pay it by its due date. The approver’s signature and date on this form are the record that it was approved, and the form should be kept with the invoice for as long as the business keeps its financial records.

Section 5: The approver’s decision
5.1 Decision: ____ (Decision)
5.2 Note, if any (for example the corrected amount, or the reason for refusing): ____ (Note, if any)
5.3 ____ (I have the authority to approve payments of this amount)  I have the authority to approve payments of this amount

Signatures
Each person signs to confirm the part they completed.
Sender

____ (Printed name)
Printed name

____ (Title or capacity)
Title or capacity

____ (Sender signature)
Signature

____ (Sender date signed)
Date
   Approver

____ (Printed name)
Printed name

____ (Title or capacity)
Title or capacity

____ (Approver signature)
Signature

____ (Approver date signed)
Date

## Use it

Sign up free and this template opens in your workspace with the fields already placed: /signup?starter=invoice-approval

A starting point in plain words, not legal advice. Change anything that does not fit before you send it.