invoice-reconciliation

name	invoice-reconciliation
description	Reconcile invoices against purchase or contract terms, receipts or delivery evidence, approvals, accounting records, payments, credits, taxes, and duplicates before operational closeout.

Invoice Reconciliation

Use when vendor or customer invoices need verification against underlying obligations and financial records.

Procedure

1. Identify invoice number, vendor or customer, entity, period, currency, purchase order or contract, approval path, and authoritative financial system.
2. Match billed line items, rates, quantities, dates, taxes, discounts, credits, and terms to the agreed source documents.
3. Verify goods, services, milestones, usage, or deliverables were actually received or accepted by the owning team where required.
4. Check for duplicate invoice numbers, duplicate line items, overlapping billing periods, prior credits, partial payments, and currency conversion issues.
5. Reconcile invoice status with recorded payable or receivable, payment, refund, credit, or dispute state.
6. Document discrepancies with exact line, expected amount or term, evidence, and responsible owner rather than editing the record silently.
7. Route tax, accounting classification, legal interpretation, or disputed commercial terms to the appropriate qualified owner.
8. Close the reconciliation only after the source records reflect the accepted resolution.

Decision rules

• An invoice is a claim for payment, not proof the underlying obligation is correct.
• Preserve original documents and discrepancy history.
• Do not approve work or terms on behalf of the operational owner.
• Reconciliation should use authoritative financial and contract sources.

Quality gate

The invoice is reconciled when billed amounts and terms match authoritative obligations and delivery evidence, duplicates and credits are accounted for, payment or receivable state agrees with the financial system, discrepancies have owned resolutions, and the final record is auditable.