What Invoice Checking is
Invoice checking (IC) verifies that a supplier's Invoice matches what was ordered and delivered. It compares the invoiced amounts against the Purchase Order value, total delivered, and total returned — highlighting any overcharges.
Viewing Invoice Checking records
Open a project and click Invoice Checking in the sidebar under Procurement. The list is grouped by Purchase Order. Each PO row shows:
| Column | What it shows |
|---|---|
| Supplier | The supplier name |
| Order Value | Total PO value |
| Total Invoiced | Amount invoiced so far |
| Total Delivered | Amount delivered |
| Total Returned | Amount returned |
| Outstanding | Remaining uninvoiced amount |
| Over-charge | Any amount invoiced beyond what was delivered |
Creating an Invoice Checking record
There are two ways to create an IC record:
Standard (from Delivery Notes)
- 1
Click Create Invoice Checking in the top-right corner.
- 2
Select the Purchase Order. Only firmed POs with Delivery Notes are available.
- 3
Enter the supplier's Invoice Reference and Invoice Date.
- 4
If an accounting provider is connected, optionally select an Account and VAT Rate.
- 5
Optionally select Payment Terms (auto-populated from the supplier's default if set).
- 6
Click Create.
Direct Invoice (without Delivery Notes)
For POs where you want to check a supplier Invoice without matching against specific Delivery Notes, use the direct Invoice variant. The form is the same but does not require a Delivery Note to exist.
Marking items as invoiced
On the detail page, each item shows the ordered, delivered, and invoiced quantities. You can mark items individually or use bulk actions:
- Invoice All — marks all items as invoiced
- Clear All — resets all Invoice marks
- Mark as Invoiced — finalises the Invoice Checking record
If the status is Pending and no items have been marked when you click Mark as Invoiced, a confirmation dialog warns you.
Status workflow
| Status | Meaning |
|---|---|
Pending | IC created but items not yet confirmed |
Partial | Some items marked but not finalised |
Invoiced | All items invoiced in full |
Partially Invoiced | Finalised with some items still outstanding |
Fulfilled | Fully matched and completed |
Revised | A revision has been created |
Cancelled | IC cancelled |
The status dropdown is disabled when the status is Invoiced, Partially Invoiced, Revised, or Cancelled.
Syncing to accounting software
If your company has connected Xero or Sage, click Sync to Sage or Sync to Xero in the header to push the verified Invoice to your accounting system. The sync indicator shows the connection status.
Next steps
- Purchase Orders — manage the orders that Invoice Checking references.
- Delivery Notes — manage deliveries used for Invoice verification.
- Credit Notes — track supplier credits.