BOTSOURCE | PRACTICAL HANDOFF CHECKLIST

Before you hand off invoice preparation

**Define the work before payment approval.** Use a synthetic or appropriately redacted example to scope the process before sharing financial records.

- Name the approved intake channel and the accounting system where reviewed information belongs.
- Define required fields: vendor, invoice number, date, currency, amounts and the relevant purchase or account references.
- Specify duplicate checks and how credit notes, partial invoices and missing information should be routed.
- Identify which invoices require a purchase-order match and how mismatches are escalated.
- Provide approved coding rules and a clear route for ambiguous cases.
- Define access, data handling, record retention and the person responsible for review.
- Keep payment release and changes to vendor payment details under the agreed authorized approval process.
- Review a small representative batch before expanding. Check both captured data and exception handling.

**Sample review record**

| Check | Result |
|---|---|
| Required fields captured from source | Pass / Needs review |
| Duplicate and reference checks completed | Pass / Exception |
| Missing information routed correctly | Pass / Needs review |
| Reviewer accepted preparation | [Name / Date] |
| Payment approval remains with authorized person | Confirmed / Unresolved |

**Useful measure:** invoices accepted on first review, correct exceptions and reviewer time. A faster entry is valuable only when the information and controls are right.

To discuss sourcing and onboarding an AI accounts payable clerk, visit [Botsource](https://www.botsource.ai/roles/accounts-payable-clerk).