Vendor invoice verification

Who this is for

Finance controllers, AP managers, and procurement leads who need independent eyes on vendor invoices before a large payment run, before year-end close, or after a spike in supplier disputes.

Result you receive

A structured exception report naming invoice numbers, line items, the supporting (or missing) documents, and a practical classification: overbilling, duplicate claim, unsupported charge, timing mismatch, or documentation gap. We close with a briefing so your team can reverse, query, or approve with a clear trail.

Scope included

• Agreed population: named vendors, a full AP extract for a period, or a risk-based sample
• Three-way matching where PO and goods-receipt data exist
• Contract rate checks for recurring service invoices
• Identification of duplicate invoices and reused supporting documents
• Summary of control observations that affect how invoices are approved

Scope excluded

• Full statutory financial statement audits
• Negotiation with vendors on your behalf
• Redesign of your ERP or accounting software
• Ongoing bookkeeping or invoice processing as a managed service

How the work proceeds

1. Intake — You share AP extracts, PO files, receiving records, and key contracts under a confidentiality arrangement.
2. Population design — We agree coverage: full review for high-value vendors, stratified sampling for the remainder.
3. Testing — Each selected invoice is traced to supporting evidence; exceptions are logged as they arise.
4. Draft report — You review factual accuracy before finalisation.
5. Closing briefing — Findings are walked through with your finance lead, usually within one working session.

Duration and location

Typical engagements for a mid-sized Hong Kong trading or services company run one to four weeks. Work can be done at our Admiralty office with secure file transfer, or on your premises when original paper packs must stay on site.

Preparation

Provide AP ageing or invoice listings for the chosen period, vendor master extract, open PO report, and access to goods-receipt or delivery records. Name a single contact who can clarify ambiguous approvals.

Constraints

We do not certify that every unpaid invoice is free of error — only that the agreed population was tested to the stated criteria. Findings are professional opinions for management use, not a substitute for your external auditor’s work.

Fee basis

Quoted after we see approximate invoice count, number of active vendors, and whether documents are electronic or paper. Starting point for a focused sample of up to 80 invoices is discussed on the fees page; larger populations are priced by day rate or fixed project fee.

Next step

Request an estimate with your period and approximate volume, or read how an engagement runs.