Introduction
Enter the invoice details exactly as printed. Do not type bank account numbers or card numbers into this form.
Finance & AccountingForms
Invoice submission form: log the bill, keep the file elsewhere
An invoice submission form records the details of a supplier invoice so your accounts payable team can match it, check it and approve it through its own process. It should capture the supplier, invoice number, invoice date, amount, any purchase order number and a plain description of what was delivered. The original invoice stays in your mailbox or accounts payable system, and approval is a separate decision.
Words for the respondent
Words that appear on the form
Confirmation
Thanks. Your invoice details are recorded for review. Keep the original invoice, because the team may ask for it.
Invoice number
Enter it exactly as printed, including any letters or hyphens.
Purchase order number
Write N/A if the invoice has no purchase order.
Bank details changed since your last invoice
Answer yes if your bank details changed. The team will call you on a known number before it changes anything.
Field blueprint
Invoice fields that make matching possible
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Supplier company name | Short text | Required | Identifies the supplier record, so the invoice is matched to the right account. |
Supplier contact name | Short text | Required | The person who sent the invoice, so accounts payable knows who to ask about it. |
Supplier contact email | Required | Where accounts payable replies with questions or asks for the original invoice. | |
Invoice numberEnter it exactly as printed. | Short text | Required | The main match key. Together with the supplier name, it is the first check for a duplicate. |
Invoice date | Date | Required | Shows when the supplier issued the invoice, which decides the period it belongs to in your month-end. |
Amount dueEnter numbers only, without a currency symbol. | Number | Required | The total to approve. Enter the figure on the invoice, including tax. |
CurrencyUSDOther, explained in the description | Dropdown | Required | Makes it clear when an invoice is in another currency, so it is not read as dollars. |
Purchase order number | Short text | Required | Lets the reviewer match the invoice to the approved order without searching. Write N/A if no order exists. |
Description of goods or services | Long text | Required | Lets the reviewer confirm the work or items were received and fit the approved purpose. |
Department or budget line | Short text | Required | Tells the reviewer which team approved the spend. |
Pay-by date on the invoice | Date | Optional | Records the date the supplier asked to be paid by. The form does not track that date for you. |
Where the original invoice is kept | Short text | Optional | Points the reviewer to the mailbox folder or file location, since the form cannot hold the invoice itself. |
Bank details changed since your last invoiceNoYes, call back before approval | Single choice | Required | A changed bank detail is a common warning sign of fraud. A yes means the team must call back to a number already on file before approval. |
At a glance
13Fields
11Required fields
5Estimated time (minutes)
Estimate based on question types; actual completion time varies.
Try it
Try the form
After a response arrives
What accounts payable does with a submission
Allow for the hourly run
Each invoice submission waits for the hourly production run before the form's creator hears about it. Only that creator is notified, so tell your accounts payable lead directly when an invoice is overdue.
Match before anyone approves
Compare the invoice number, supplier name and amount against the original invoice and the purchase order. Search your records for an earlier invoice with the same number before you approve.
Export a log for month-end
Submissions appear in the grid for review. Export a CSV each month, and keep it with the approvals and the original invoices.
Route case questions only if your team uses cases
If the form creates a Customer Care case for each submission, set the priority, tags and assignees in the form settings. Use that path only when your team already works invoice questions from cases.
Mistakes to avoid
Where invoice forms go wrong
Treating a submission as an approval
A submission records an invoice for review. Approval, scheduling and release decisions belong to your accounts payable process, and each one needs its own record.
Leaving the purchase order field blank
A blank field looks like a mistake. Write N/A when there is no purchase order, so the reviewer knows the gap was intended.
Putting bank details in the description
A free-text note is the wrong place for a bank change. Route any change through the callback check, not through a sentence in the description.
Using the form for an urgent question
Because processing runs hourly, a late-invoice question that cannot wait belongs in a direct message to your accounts payable contact.
Frequently asked questions
What should an invoice submission form collect?
Collect the supplier name and contact, invoice number and date, amount and currency, the purchase order number, a description of the goods or services and the budget line. Add the bank-change question, so anyone reviewing a bank change knows to call back first. Leave the invoice file in your accounts payable mailbox.
Can a supplier attach the invoice PDF to the form?
No. Attain OS forms cannot hold an invoice file, so ask the supplier to send it to your accounts payable mailbox, and record where it is stored in the form.
Should suppliers include bank details with an invoice?
No. Bank details should not travel with an invoice. If a supplier's bank details change, confirm the change through a phone number you already had on file before you update anything.
How soon does a submission reach the team?
Each submission waits for the hourly run in production. The creator is the only person notified, so expect a delay and use a direct message for anything that cannot wait.
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