Task Overview

What: Process incoming invoices and manage payment workflow

When: Daily check, process within 48 hours

Who: EA/Finance Assistant

Time Required: 15-30 minutes per invoice

Prerequisites

• [ ] Access to accounting system
• [ ] Vendor database
• [ ] Approval workflow knowledge
• [ ] Budget tracking spreadsheet

Step-by-Step Process

1. Invoice receipt and verification
   • Check invoice against purchase order
   • Verify vendor details and payment terms
   • Confirm receipt of goods/services
   • Flag any discrepancies
2. Coding and approval
   • Assign to correct budget category
   • Route for approval if over threshold
   • Enter into accounting system
   • Attach supporting documentation
3. Payment processing
   • Schedule payment according to terms
   • Generate payment batch
   • Send payment confirmation to vendor
   • Update vendor records

Quality Standards

• [ ] All invoices processed within 48 hours
• [ ] 100% accuracy in coding
• [ ] Supporting documentation attached
• [ ] Payment terms honored

Success Metrics