Invoice Processing Package

Requirements from the Client

To begin work, the client must provide secure access to:

• Their accounting software (QuickBooks, Xero, Wave, Zoho, Sage, etc.)
• Their cloud storage where invoices are received (email, Drive, SharePoint, OneDrive, Dropbox, etc.)
• Their vendor list and chart of accounts
• Purchase Orders (if applicable)
• Any approval workflow instructions
• Read/Write permissions to enter invoices

Verification & Matching

• Verify vendor name and details
• Confirm price, quantities, PO (if available)
• Flag discrepancies or errors
• Check for duplicates

Coding & Data Entry

• Apply correct account/category
• Apply project/class/location coding (if used)
• Enter invoices into accounting system
• Attach invoice files to each entry

Approval Workflow Management

• Route invoices to the appropriate approver
• Send reminders for pending approvals

Payment Scheduling

• Organize invoices into batches for weekly or bi-weekly or monthly payments