Invoice Missing Fields Checker

Critical fields

Invoice number, issue date, due date, seller and buyer names, line items with amounts, currency, and total due are the baseline. Missing any of these often stops AP from processing the invoice.

• Document number and dates
• Seller and buyer names
• Currency and total

Corporate requirements

B2B clients may require PO numbers, billing addresses, tax IDs, or payment references. Ask upfront and add them before the first invoice — not after a rejection.

• Corporate PO numbers
• Tax IDs when B2B
• Billing vs service address

Check before you send

Run through a checklist or use the Invoice Checker to catch gaps while you still have context. Fixing fields after sending looks unprofessional and delays payment.

• Invalid quantity or rate
• Total does not match lines
• Vague descriptions

Run a two-minute preflight

First match the invoice to the approved quote, contract, timesheet, or purchase order.

Then verify seller and buyer names, invoice number, issue and due dates, currency, line-item math, tax treatment, total, payment method, and reference instructions.

Finally, open the exported PDF and check that no text is clipped and that the filename is recognizable. Send it to the billing address specified by the client and copy the project contact only when appropriate.

A repeatable preflight is faster than answering a rejection several days later.

Correct a rejected invoice cleanly

If accounts payable rejects an invoice, ask for the exact reason and required field. Correct the document promptly and label the email clearly as a replacement.

Follow the client's rule on whether to keep the original invoice number, add a revision marker, or issue a new number; do not create two active payment requests for the same work.

State what changed, preserve the original in your records, and confirm whether the payment clock restarts. This avoids duplicate entry while keeping the history understandable.