Invoice Review Checklist
Invoice Review Checklist
Quick Summary
An invoice review checklist helps contractors verify that invoices are complete, accurate, and supported by project records. A careful review can prevent billing disputes, payment delays, duplicate charges, and accounting mistakes. This checklist is useful for office managers, project managers, estimators, bookkeepers, and business owners.
When to Use This Checklist
- Before sending a customer invoice.
- Before approving a vendor or supplier invoice for payment.
- At the end of a billing cycle.
- When reviewing progress billing requests.
- Before submitting final project invoices.
- After project change orders have been approved.
- Whenever billing discrepancies need investigation.
Before You Start
- Gather the invoice and supporting documentation.
- Review the project contract or purchase agreement.
- Collect approved change orders if applicable.
- Review previous invoices and payment history.
- Confirm customer or vendor information is current.
- Gather project cost records if needed.
- Verify invoice review authority and approval process.
Safety Checks
- Verify billed safety-related labor matches project records.
- Confirm safety equipment charges are documented if billed.
- Review training or safety meeting charges for accuracy.
- Verify safety-related change order costs are approved.
- Confirm incident-related charges are properly documented if applicable.
- Review unusual charges before approval.
Tools, Equipment, and Materials
- Invoice being reviewed.
- Project contract or purchase agreement.
- Approved change orders.
- Timecards and labor records.
- Material receipts and purchase records.
- Previous invoice history.
- Accounting or billing software.
Invoice Review Checklist
- Verify invoice number and invoice date.
- Confirm customer or vendor information is correct.
- Verify project name and job number.
- Review billed labor hours for accuracy.
- Review material quantities and costs.
- Verify equipment charges if applicable.
- Confirm approved change orders are included correctly.
- Review pricing against contract terms.
- Check calculations and totals.
- Verify taxes and fees if applicable.
- Review payment terms and due date.
- Compare against previous invoices to avoid duplicate billing.
- Confirm required backup documentation is attached.
- Document questions or discrepancies.
- Approve or return the invoice for correction.
Documentation Needed
- Invoice copy.
- Contract or purchase agreement.
- Approved change orders.
- Labor records and timecards.
- Material receipts and supporting records.
- Invoice approval or correction notes.
Common Mistakes to Avoid
- Approving invoices without supporting documentation.
- Missing calculation or quantity errors.
- Overlooking unapproved change order charges.
- Paying duplicate invoices.
- Using outdated contract pricing.
- Failing to document invoice corrections.
End-of-Day / Final Review
- Invoice details have been verified.
- Supporting documents have been reviewed.
- Questions or discrepancies have been resolved.
- Invoice approval decision has been documented.
- Accounting records have been updated.
- Invoice records have been saved in the project file.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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