As the title suggests, we are going to talk about vendor invoicing. But wait!!!

Why is vendor invoicing a matter of discussion?

Most of us associate online purchases with B2C (business-to-to-consumer) and SaaS (software as a service) transactions. A total of more than $12 trillion has been made in B2B eCommerce transactions as of 2019.

So, vendor invoices play a crucial role in managing business finance. So, in our guide Guide to Vendor Invoicing by Accounting Expert – let’s begin with what vendor invoices are.

What are Vendor Invoices?

Vendor invoice definition –

A vendor invoice outlines the monetary obligations between a buyer and a provider. The vendor generates and mails an invoice when a buyer requests payment terms greater than immediately available.

A vendor invoice from a purchase order is generated when a vendor’s goods or services are delivered following the purchase order. One or more lines may be included in the vendor invoice, which consists of a header and a list of goods and services.

It’s the last step in the purchase order to vendor invoice processing and vendor invoice management.

There may be lines on suppliers’ invoices that don’t match up with any lines on a purchase order, but this isn’t always the case. The supplier prepares an invoice that may be created independently of a purchase order.

A utility bill, for example, might be included in one of these vendor invoices. However, when you sign up for a recurring service, you don’t need to reference a purchase order.

A vendor invoice may be entered in a variety of ways:

  • Supplier invoices may be entered rapidly into the vendor invoice register to accrue the expenditure. You may reverse the accrual by selecting those invoices in the vendor invoice approval journal and posting them to the vendor balance.
  • You may quickly and easily input non-purchase order invoices using the vendor invoice journal.
  • When used in conjunction with the vendor invoice pool, the vendor invoice register allows you to easily input invoices for expenditure accumulation for better vendor invoice management. In addition, the invoice may be posted to the expense account by opening the purchase orders related to the invoice.

What is Vendor Invoice Management?

Handling invoices from suppliers or vendors is referred to as vendor invoice management. Vendor product receipts must be received, approved, and audited as part of the accounts payable process. Businesses may save time and money by switching to automated invoice-handling workflows rather than using manual methods.

The organizational structure of your company will influence the procedures for dealing with vendor invoices.

For example, contractors with less than five full-time workers often have an accountant who helps out regularly but does not work full-time and a group of administrative assistants who handle invoices, other paperwork for the company in general and other factors. While more prominent companies have departments devoted to managing money, small and medium-sized enterprises often employ a single person to handle the finances.

10 Vendor Invoice Terms You Should Know

You may expect these ten components on every vendor invoice you handle. However, a properly functioning system for tracking and paying your business’s vendors’ invoices depends on each part.

1. Invoice Number

For organization and accuracy, each invoice is a document listing either a purchase order or one invoice number. Use the same service providers regularly. They may offer you invoices using a sequential numbering scheme to make things easier to keep track of.

2. Date of the Invoice

Although it may seem apparent, a vendor invoice will likely include more than one date. The current date in question is the transaction date, which is usually the same day a vendor sends a bill to a client.

Payment due dates are specified on vendor invoices and are typically set 30 days or ten days from the invoice date. However, this may differ based on the nature of the transaction.

3. Specs for the Goods or Services in Question

Each good or service on order will be itemized on the accompanying invoice. The order lines will show the unit includes services, default value and registered quantity that is bought. It provides workflow controls for your business.

The subtotal for all the items purchased or services will be included at the bottom of the invoice, followed by any applicable taxes and other charges.

4. Business Information & Contact Details

Know who, what, and where to transfer payment while processing vendor invoices. In the event of any problems, it will be essential for both parties to be able to get in touch with one another. In most cases, you’ll find the following details on both the buyer and the vendor information, such as:

  • Companies or clients’ names
  • Address of business or customer
  • The number for business or customer contact
  • Location-based or personally-owned email server

5. Terms of Payment

A quotation or estimate for the cost of a company’s products or services that the customer receives is often provided before the billing phase, allowing the customer to shop around and avoid disagreements later. However, before committing to a specific vendor or payment conditions, it is in your best interest as the buyer to bargain and set accounts payable parameters with them.

To encourage repeat business and increase cash flow, some businesses may provide credit to their customers through revolving lines of credit billed periodically rather than in a large final amount. It is also important to keep transaction data saved. They also contain details of partial shipments. Once the terms are fixed, they won’t change depending on other factors.

6. PIA – Pay In Advance

To send payment ahead of time is to pay before the due date of invoice lines that represent ongoing services. Payment in advance in full, before delivery, is often expected when purchasing from a company.

A freelance writer may want half of the total fee to begin working on a project in advance.

Sellers may rest easy knowing that advance payment will cover their up-front costs.

7. Immediate Payment

Immediate payment, often known as COD or Payable on Receipt, refers to the practice of having the buyer pay for the item or service as they get it. Payment is made immediately in this process.

However, the seller reserves the right to reclaim the item or intellectual property if payment is not made immediately for the open vendor invoices by any of the following means: credit card, electronic check, wire transfer, or online service payment.

8. Estimates and Quotes

This term describes a business’s approximate cost to a client to purchase its products or services. Consequently, clients can quickly and easily compare prices among several vendors. Estimates help in discussing and fixing to settle on payment terms and the item requires registration that is agreed upon between the two parties.

While these aren’t the exact amounts owed, you’ll be charging the client, an invoice should outline the sale terms and conditions, including price, a detailed breakdown of the costs, and a partial or complete delivery timeline.

After a sale, most invoicing solutions make it simple to transform your quotation or estimate into an invoice.

9. Pay with a Credit Line

Borrowing Against a line of credit with Credit Pay, the client may spread out the payments of their bill over a predetermined length of time, usually monthly or quarterly.

The consumer may make an installment purchase of a service or product with the help of a credit line. Larger businesses are more likely to employ this because of their greater capacity to reduce cash flow risk.

10. Recurring Invoices & Interest Invoices

Monthly service fees, such as those charged for site hosting or home cleaning, are examples of expenses resulting in recurring bills.

These invoices provide regular cash flow for your company with create multiple invoices, simplifying monthly planning, and saving you time.

Interest charges are incurred by businesses whose clients do not pay their invoices on time. Interest on overdue payments is determined by how long it has been since the payment was originally due.

In addition to a gentle reminder that a payment is overdue, an interest invoice includes invoice information like any applicable interest charges and a deadline for payment. It also includes the financial information of the companies that offer discounts.

How to Streamline Your Vendor Invoice Management

1. Implement a Preferred Method for Handling Invoices

When making purchases, the buyer must communicate the accounts payment method to suppliers and negotiate terms as necessary to fix the vendor invoice workflow process.

To determine whether or not a purchase order is necessary, think about the specifics of your transaction with the vendor, such as the nature of the work to be done, the number of units you’ll need, the same price per unit, the conditions of payment, and the timeline for delivery. Ultimately, if you decide to invoice your client regularly, you need to print multiple vendor invoices.

2. Determine Your Chosen Billing Strategy and Stick to it

Determine what details should be included on suppliers’ invoices. For example, are you looking for specifics on the T-shirts you want to purchase, such as their color, size, weight, and material? For purposes of auditing and approving invoices, this is crucial information.

To prevent problems, ensure the invoice properly indicates the net payment conditions, including any discounts for early payments, any late penalties, and the due date. Even while invoicing for International Trade, and managing International duties, it is important to discuss all billing terms and shipping detailed information in hand. A billing strategy will keep transaction currency and other variables in check.

3. Set Up a Formal Procedure for Paying Bills

Accounts payable systems are crucial for organizations of all kinds, from single business owners to Fortune Global 500 corporations. The risk of mistakes and fraud increases with the size of an organization, so even a small business should probably have many people involved.

In a perfect world, one person would be responsible for receiving the invoice and comparing it to relevant documents like the purchase order, while a second person would be in charge of approving it and setting up the payment.

But automation is the greatest of the several ways available to speed things up here. To avoid chaos and mistakes, choose Moon Invoice’s invoicing software designed for small businesses. Automated invoicing with AI, layered approvals, and one-click payments contribute to more efficiency and less room for errors.

4. Pay Your Bills on Time

If you don’t pay your payments on time, late payments may hurt your company credit just as they would on your credit. You may reduce the likelihood of late or missing payments by taking advantage of early payment incentives, maintaining an up-to-date system for handling invoices, and always having enough cash on hand.

A corporate card will ensure that your expenses are recorded and paid on time. You may better monitor and manage company expenditures by utilizing virtual credit cards issued by individual vendors.

When you use Ramp’s vendor management services, you can centralize all of your subscriptions in a single location, simplifying procurement, facilitating consistent communication through Slack integration, and speeding up the closing of your books by a factor of five.

5. Use of Automation to Streamline the Process of Issuing Payments to Suppliers

Moon Invoice’s online accounts payable automation software provides a consolidated view of all your suppliers and contracts in real-time, facilitating more efficient budgeting. Approvals should be smooth and take a few seconds to evaluate and authorize to speed up the purchase planning process.

Even the most efficient businesses waste around 1 percent of their yearly budget on duplicate invoice payments. We may help you avoid overspending by identifying unnecessary subscriptions and suppliers, eliminating any possibility of accidentally paying again for the same service.


So, that was our complete guide to vendor invoicing by an accounting expert.

Better handling of vendor invoices may help you negotiate cheaper pricing on components, less administration spending, and more consistent service. All these factors contribute to your ability to provide exceptional service to clients, such as rapid completion of projects and high-quality results.

Having said that, you will likely fail if you attempt to accomplish it by hand. Invoices may pile up quickly if you don’t have a system to keep track of them and ensure they are paid on time and accurately.


Jayanti Katariya
Jayanti Katariya About the author

Jayanti Katariya is the founder & CEO of Moon Invoice, with over a decade of experience in developing SaaS products and the fintech industry. He holds a degree in engineering. Since 2011, Jayanti's expertise has helped thousands of businesses, from small startups to large enterprises, streamline invoicing, estimation, and accounting operations. His vision is to deliver top-tier financial solutions globally, ensuring efficient financial management for all business owners.