Invoice approval checklist: 6 checks for billing teams

Key takeaways

• Verify customer and order state: The customer_id field is required to publish an invoice, and the associated order must be in the OPEN state when creating it, according to Square.
• Check processing timestamps: Note the timestamp when the invoice is scheduled for processing, which uses RFC 3339 format, according to Square.
• Track version changes: Monitor the Square-assigned version number, which increments each time an update is committed to the invoice, according to Square.
• Confirm payment allocations: When using payment terms, confirm that the total allocation is 100%, according to Frappe.
• Apply checks selectively: Use these specific fields as a baseline for your workflow, noting that requirements vary by tool and contract type.

Invoice approval checklist: the checks for your workflow

Your billing workflow determines which specific fields require verification before you release a document to a customer. For ERPNext payment terms, you must confirm that the total allocation is 100%, according to Frappe. This requirement applies specifically to the payment term setup within that system. Square requires the associated order to be OPEN when an invoice is created, and FreshBooks only documents automatic To: selection of the primary client email and recent secondary contacts. Federal contracts introduce separate documentation needs for authorization and delivery details.

Identify your specific billing platform first. Record the applicable checks for your tool beside the example record later in this guide. Focus on the fields your software actually validates. Do not assume that one publisher's rules apply to every firm or jurisdiction. Keep your review tied to the named source for each check.

Before release, inspect customer contacts and linked orders

Start by verifying the customer data that the billing tool uses to identify and reach the recipient. In the Invoice Object - Square API Reference, customer information is displayed on the invoice and used by Square to deliver the invoice Square. The same reference states that a specific field is required to publish an invoice, and it must specify the customer_id Square. If your workflow links an invoice to an order, confirm the order status before release. The Square API Reference notes that a field is required when creating an invoice, and the order must be in the OPEN state Square. These requirements apply specifically to the Square API context described in that documentation.

For workflows using FreshBooks, check the recipient list in the To: field. According to FreshBooks support, the primary client's email is automatically checked off as a sender, along with any secondary contacts you’ve sent to on a recent invoice, estimate or proposal FreshBooks. Review these secondary contacts to ensure they match your current intent for the specific invoice. Do not assume the automatic selection covers every intended recipient; verify the list against your records.

If your process involves location-specific billing, check whether a location_id is specified. The Square API Reference indicates that if specified in a CreateInvoice request, the value must match the location_id of the associated order Square. Align the customer_id, order state, and any location references before proceeding to timestamp and version checks.

During review, inspect timestamps, versions and payment terms

Verify the timing data recorded in your billing system to ensure the invoice reflects the correct processing schedule. The Invoice Object - Square API Reference defines the scheduled invoice processing timestamp as the timestamp when the invoice is scheduled for processing, in RFC 3339 format, according to Square. Check the recorded invoice creation timestamp, which is the timestamp when the invoice was created, in RFC 3339 format, according to Square. Confirm the version number matches your latest changes. The Invoice Object - Square API Reference describes the invoice version after updates as the Square-assigned version number, which is incremented each time an update is committed to the invoice, according to Square.

Next, review the payment terms configured in your accounting software. The Payment Terms | ERPNext Documentation instructs users to enter the credit days or due date basis, according to Frappe. Before saving a new term, determine its scope of application. The Payment Terms | ERPNext Documentation advises to mark it as default only if it should apply broadly, according to Frappe. Align these settings with the specific customer agreement for this invoice. If the term is intended for a single client, do not mark it as default. Record any discrepancies between the configured terms and the customer’s agreed-upon due date in your review notes.

Compare the timestamps and version numbers against your internal records. If the creation timestamp predates the agreed service period, verify the billing cycle. If the version number has not incremented after a recent edit, check whether the update was committed. For payment terms, confirm the credit days match the contract. If the default term was applied but the customer has a specific agreement, override the term for this invoice. Document the specific credit days or due date basis used. See Invoice payment schedules: 4 tools for due date setup for due date setup, Deposits and partial payments in 5 invoice tools for partial amounts, and Upfront payments and price approval in 4 tools for price approval. Mark the term as default only if it should apply broadly to other customers, according to Frappe.

For federal invoices, inspect contract and delivery details

When billing under a federal contract, the invoice must include specific documentation details. According to Acquisition.gov, the first required detail is the contract number or other authorization for supplies delivered or services performed.

The invoice must also contain a description of the supplies delivered or services performed, as stated by Acquisition.gov. Include the quantities of supplies received and accepted or services performed, if applicable, according to Acquisition.gov.

Date supplies delivered or services performed must be clearly listed on the invoice, according to Acquisition.gov. Finally, include shipping and payment terms, such as the shipment number and date of shipment, or discount for prompt payment terms, according to Acquisition.gov.

Verify that your invoice contains the contract number, a clear description of the work, quantities if applicable, the performance date, and specific shipping or payment terms before release.

Invoice approval reference table by publisher

The table below lists the specific documented checks for each publisher.

The Square row documents that the customer_id field is required to publish an invoice, as stated in the Invoice Object - Square API Reference according to Square. The same source notes that if a location_id is specified in a CreateInvoice request, the value must match the location_id of the associated order according to Square. Additionally, the order must be in the OPEN state when creating the invoice according to Square. The Square documentation also defines the scheduled processing timestamp in RFC 3339 format and the read-only creation timestamp according to Square. A Square-assigned version number is incremented each time an update is committed to the invoice according to Square.

The FreshBooks row documents the automatic selection of the primary client's email and secondary contacts in the To: field, as described in How do I create an invoice? – FreshBooks according to FreshBooks. The primary client's email is checked, and secondary contacts are those you have sent to on a recent invoice, estimate, or proposal, according to FreshBooks.

The Frappe row documents the requirement to confirm that the total allocation is 100% for payment terms, as stated in Payment Terms | ERPNext Documentation according to Frappe. The documentation also instructs users to enter the credit days or due date basis according to Frappe. Users should mark a payment term as default only if it should apply broadly according to Frappe.

The Acquisition.gov row documents the requirement for a contract number or other authorization for supplies delivered or services performed, as stated in 32.905 Payment documentation and process. | Acquisition.GOV according to Acquisition.gov. The source also lists the description of supplies delivered or services performed according to Acquisition.gov. It includes quantities of supplies received and accepted or services performed, if applicable according to Acquisition.gov. The date supplies delivered or services performed is also required according to Acquisition.gov.

Example record of applicable checks

The table below shows one example review note.

Illustrative example of six checks

A clerk applies six checks to one unsent invoice. The customer field is present and the linked order is open. Both timestamps are recorded, and the version number moved after the latest committed edit. Payment portions do not total 100%, so the clerk changes them until the allocation is 100%. On a contract invoice, the clerk confirms the authorization, the description, quantities if applicable, the performance date, and the shipping or payment terms, then records the correction before release.

Take one unsent invoice now. Identify its billing workflow. Record the applicable checks and any corrections before you release it.

FAQ: invoice approval requirements by tool and contract

What belongs in an invoice approval checklist?

The checklist covers six areas: customer and contact checks, order and location checks, processing timestamp checks, invoice version checks, payment term checks, and federal contract detail checks. These categories align with the specific fields documented for Square, FreshBooks, ERPNext, and federal contracts. Verify each item against your specific billing workflow before releasing the invoice.

Which checks apply if I use Square's Invoices API?

Square requires a customer_id to publish an invoice, as stated in the Invoice Object - Square API Reference Square. The API also requires an OPEN associated order when creating the invoice and a matching order location when a location_id is specified. These requirements distinguish Square’s publication rules from its timestamp and version information.

How does FreshBooks populate the invoice contact selection?

In the To: field, the primary client's email is automatically checked off as a sender, along with any secondary contacts you’ve sent to on a recent invoice, estimate or proposal, according to FreshBooks. Review these secondary contacts to ensure the correct recipients are selected before sending.

What total should ERPNext payment allocations reach?

When using payment terms in ERPNext, confirm that the total allocation is 100%, according to Frappe. This ensures the payment schedule is fully allocated across the defined terms.

What contract and delivery details appear in the federal invoice requirements?

Federal invoices must include the contract number or other authorization for supplies delivered or services performed, according to Acquisition.gov. They also require the date supplies were delivered or services were performed, according to Acquisition.gov. Keep these federal checks separate from standard commercial invoice fields.