An invoice is part of the request workflow—not a separate piece of mail.

Connect the invoice to the request

The request tracker should show whether an invoice is expected, received, submitted for approval, paid, disputed, or blocking release. Store the approved invoice copy according to the office’s document policy and reference it from the request entry.

Track the minimum useful facts

• Request reference and provider
• Vendor or invoice issuer
• Invoice number and date
• Amount
• Date received
• Approval owner
• Payment method and payment date
• Confirmation or check reference
• Whether records were released after payment

Create exception queues

Separate ordinary invoices from exceptions: duplicate charges, draft invoices, invoices marked invalid for payment, fees requiring approval, payment sent but not posted, and records not released after payment. Exception queues keep unusual problems from disappearing inside general notes.

Close the loop

Payment is not the end of the task. Confirm that the payment posted, the request returned to production, the records were released, and the final file reached the person who needed it.