How do I find invoices that were never entered?
By Tim White · How-to · Last updated
Reconcile against each vendor's statement first: the vendor's list of what you owe will include bills missing from your records. Then check your inboxes for invoices that arrived but were never processed, and compare recurring vendors month to month for a bill that didn't show up.
1. Reconcile vendor statements
Ask your top vendors for a statement as of month end. Any invoice on their list and not on yours is a bill you received, or should have, and never entered.
2. Search the inboxes
Search everyone's email for 'invoice' and 'bill' from the last 60 days and compare against what's recorded. Project managers and site leads are the usual hiding places. Then make forwarding to one address the rule.
3. Check recurring bills
List vendors who bill monthly (rent, utilities, software, cleaning) and check each has a bill for every month. A gap usually means the invoice went somewhere else, or the vendor stopped sending it and will catch up with one big bill later.
Common questions
How often should I check?
Monthly, alongside vendor statement reconciliation, so a missing bill turns up before it becomes a late fee.
Sources
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