How to review an invoice invoice checklist
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How to Review an Invoice : Invoice Checklist PowerPoint PPT Presentation


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How to Review an Invoice : Invoice Checklist. Contract Type: Time and Materials. September 17, 2010. * Check all calculations to ensure that they are correct *. Remittance Address Tab. Make sure that the Lockbox address contains the following information:.

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How to Review an Invoice : Invoice Checklist

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How to review an invoice invoice checklist

How to Review an Invoice: Invoice Checklist

Contract Type: Time and Materials

September 17, 2010


Remittance address tab

* Check all calculations to ensure that they are correct *

Remittance Address Tab

  • Make sure that the Lockbox address contains the following information:

  • Make sure that the Wire Transfer Instructions contain the following information:

    • Bank Name

    • ABA #

    • Acct #

    • Swift


Form 1034 tab

Form 1034 Tab

Must be filled out

Must be filled out

Must be filled out

Must cross reference with contract to ensure that they are correct

Must be filled out

Must be filled out

Must cross reference with Invoice Summary tab’s “Total Amount Claimed” for the current period

Will sometimes look like this, but other times will contain more information – either is OK

Must cross reference with contract to ensure that they are correct

Must be filled out and consistent throughout invoice


Invoice summary tab

* Check all calculations to ensure that they are correct *

* If 1st Invoice, check that the invoice contains all the information that is listed as mandatory in the contract. This may differ from contract to contract, so it is important to verify that all information is provided *

Invoice Summary Tab

Check that this # matches Form 1034

Cross reference with contract to ensure that this # is correct

Must cross reference this information with budget plans (and if necessary, CAD reports). Make sure that both names and labor categories are included.

If not 1stinvoice, check that these numbers align with the previous invoice


Labor category detail tab

* Check all calculations to ensure that they are correct *

* If 1st Invoice, check that the invoice contains all the information that is listed as mandatory in the contract. This may differ from contract to contract, so it is important to verify that all information is provided *

Labor Category Detail Tab

Check that these numbers match those provided on the Form 1034 tab

Make sure that Labor Categories and their rates match up with those laid out in the contract

If not the 1st Invoice, make sure that the cumulative number aligns with past invoices

Make sure that the estimated hours align with the work plan that is laid out in the contract

If not the 1st Invoice, make sure that the cumulative number aligns with past invoices

Make sure that this information aligns with the Invoice Summary Tab

Make sure that the current hours billed align with the Invoice Summary tab and what is recorded in the Budget Plan and CAD Report


Invoice expense tab

* Check all calculations to ensure that they are correct *

* If 1st Invoice, check that the invoice contains all the information that is listed as mandatory in the contract. This may differ from contract to contract, so it is important to verify that all information is provided *

Invoice Expense Tab

Check that these numbers match those provided on the Form 1034 tab

Expenses usually consist of Travel and Travel Related Expenses

Make sure to reconcile expenses with Budget plans and to check that the total values match the “Total Out of Pocket Expenses” on the invoice Summary Tab

Check numbers against Budget Plan


Hours over 160 tab

* Check all calculations to ensure that they are correct *

* If 1st Invoice, check that the invoice contains all the information that is listed as mandatory in the contract. This may differ from contract to contract, so it is important to verify that all information is provided *

Hours Over 160 Tab

Check that these numbers match those provided on the Form 1034 tab

Important because it documents those that have worked over Full Time in a two week period

The comments provided may differ from project to project.

Check numbers against Invoice Summary Tab and reconcile with Budget Plan

Check information against Budget Plan

Make sure that both names and labor categories are included


Odc expense tab

* Check all calculations to ensure that they are correct *

* If 1st Invoice, check that the invoice contains all the information that is listed as mandatory in the contract. This may differ from contract to contract, so it is important to verify that all information is provided *

ODC Expense Tab

ODC’s include all expenses that are not travel related

Check that these numbers match those provided on the Form 1034 tab

The comments provided may differ from project to project, but should always include what was expensed

Make sure to reconcile ODCs with Budget plans and to check that the total values match the “Total ODCs” on the invoice Summary Tab


Timesheet tab

* Check all calculations to ensure that they are correct *

* If 1st Invoice, check that the invoice contains all the information that is listed as mandatory in the contract. This may differ from contract to contract, so it is important to verify that all information is provided *

Timesheet Tab

Check that this is the correct invoice date range

Make sure that both names and labor categories are included

Make sure to reconcile hours and bill rate with Budget plans and to check that the values match the Invoice Summary Tab


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