The 30 invoice validation checks
We group checks the way Accounts Payable teams think: what breaks posting, what creates rework, and what delays payment.
● Clear
● Needs attention
● Issue detected
A) Document structure (8)
Can the invoice be reliably processed?
- Required invoice fields present
- Readable text layer detected
- Single invoice per document
- Valid invoice date format
- Currency present and consistent
- Header vs footer conflicts
- Page continuity / missing pages
- File integrity signals
B) Totals & calculations (7)
Do the numbers add up?
- Line items sum matches subtotal
- Subtotal matches total amount
- Tax amount consistency
- Rounding tolerance exceeded
- Negative or zero totals
- Duplicate totals / repeated blocks
- Calculation anomalies
C) Supplier & master data consistency (6)
Can AP match the invoice to the correct supplier?
- Supplier name consistency
- Supplier identifier present
- Supplier tax identifier present
- Bank detail anomalies
- Address conflicts
- Normalization signals
D) Duplicate & timing risks (5)
Is it safe to post?
- Duplicate invoice number patterns
- Duplicate amount + date patterns
- Reused PDF fingerprint signals
- Posting-period conflict indicators
- Submission timing anomalies
E) ERP rejection patterns (4)
Common SAP / ERP blockers.
- Mandatory field gaps
- Invalid formats
- Known rejection signatures
- Manual-review triggers