Invoice Checklist

Invoices arrive fast during a move, and it’s tempting to just pay them to keep things moving. A 30-second check first saves you from paying for items that didn’t show, fees nobody agreed to, or work that isn’t actually done.

What it’s for

To verify an invoice before it’s paid — that it matches what was approved and what was delivered. It’s the last gate between your budget and a vendor’s mistake (or optimism).

The check (before you pay)

• Matches the approved amount in the Purchase Approval Log
• Matches the quote / PO — line items and totals
• Work or goods actually delivered (and accepted)
• Fees are ones you expected — delivery, rush, install; no surprises
• Deposits credited — you’re not paying them twice
• Damaged/missing items resolved (Damage & Warranty Log) before final payment
• Certificate of insurance (COI) current, if required for the vendor (COI Tracker)
• Right approver signed off per threshold

Tips

• Hold final payment until punch is clear. It’s your only leverage to get the last items finished.
• Question new fees. A line that wasn’t in the quote needs an explanation before it’s paid.
• Log it. Mark the invoice received and paid in the Purchase Approval Log.

See the full workstream: Finance, Procurement & Budget.