1. The identifiers do not match
An incorrect purchase order, contract number, invoice number, legal vendor name, or remit-to address can stop automated matching and require manual review. Copy identifiers from the authoritative agency record and check every character. If the vendor’s information changed after award, confirm the correct update process instead of simply entering new details on the invoice.
2. Proof of performance is missing
A government invoice may require delivery receipts, time records, inspection results, milestone acceptance, or a project manager’s confirmation. An invoice total alone does not prove that the billed work was received. Build the supporting package before submission and label the evidence so the reviewer can connect it to the applicable line item or billing period.
3. Approval or billing instructions were overlooked
Some contracts require a signature, department code, portal field, certified payroll record, special email address, or specific file format. Reusing the last jurisdiction’s process can cause a correct invoice to arrive in the wrong place. Create a billing profile for each contract and update it when the agency issues an amendment or new instruction.
4. Dates, quantities, rates, or totals conflict
Service dates outside the authorized period, unapproved rates, quantity differences, unsupported expenses, duplicate invoice numbers, and math errors create questions. Reconcile invoice lines to the contract, purchase order, and delivery record. Use a second-person review for high-value or complex invoices, especially when change orders or partial deliveries are involved.
5. The vendor cannot prove what was submitted
Without a confirmation number, email receipt, portal timestamp, or saved final package, a vendor may struggle to establish when and how the invoice was delivered. Preserve the exact submitted version and every follow-up. A digital audit trail helps the team answer questions quickly, identify the current status, and avoid sending duplicates that can create additional confusion.
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