FixThatNow
Invoice processing — Bookkeeper
A business may need invoices entered, matched and routed for approval more consistently. Specify whether the work concerns sales, purchases or both, the monthly volume and systems involved, while keeping actual invoices and payment details in a secure controlled handover.
Service scope
Administrative processing of sales or purchase invoices under an agreed workflow, including capture, matching and exception handling where scoped. Processing is distinct from approval to pay, confirmation of supplier legitimacy or unrestricted access to the customer's banking systems.
What is normally included
- Invoice capture and entry
- Matching to agreed supporting records
- Exception and approval-queue administration
What is not included
- Unauthorised payment execution
- Guaranteed fraud detection
- Changing supplier bank details without the agreed verification process
Typical tasks
- Define the invoice workflow
- Capture invoice information
- Match agreed order or receipt evidence
- Flag duplicates or exceptions for review
- Route records to authorised approval or posting
What to include in your brief
- Sales or purchase invoice scope
- Monthly invoice count
- Formats and systems
- Matching requirements
- Approval workflow
Choosing the right professional
Ask how the provider distinguishes data entry, matching, approval and payment. Confirm controls for duplicate records and supplier-detail changes, and avoid an arrangement where administrative access silently becomes authority to release money.
Important considerations
- Duplicate or fraudulent invoices may not be caught by data entry alone
- Incomplete matching evidence can delay processing
- Payment-authority boundaries can be unclear
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