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Vendor Invoice Submission Form Template

Streamline Your Vendor Invoice Submission Process

If submitting vendor invoices is slowing down your business, this template is designed for you. It empowers you to easily collect invoice details, ensuring that submissions are organized and efficient. Benefit from faster processing times, reduced errors, improved tracking of invoices, and streamlined communication with vendors. Plus, this vendor invoice submission form is WCAG-aligned, making it accessible for everyone. Explore the live template to start optimizing your workflow today.

Use this Template (FREE) Live Preview
Vendor legal name
Remit-to address
Primary contact full name
Contact email
Invoice number
Invoice date
Total invoice amount
Purchase order number (if applicable)
Brief description of goods or services
Service period (if applicable)
Invoice file link (URL)
Currency
USD - US Dollar
EUR - Euro
GBP - British Pound
CAD - Canadian Dollar
AUD - Australian Dollar
JPY - Japanese Yen
Other
Please Specify:
Payment terms
Due upon receipt
Net 7
Net 15
Net 30
Net 45
Net 60
Other
Please Specify:
Preferred payment method
ACH/Bank transfer
Wire transfer
Check
PayPal
Other
Please Specify:
Type your full name as signature
Signature date
I confirm the information provided is accurate and I am authorized to submit this invoice.
Strongly disagree
Disagree
Neither
Agree
Strongly agree
{"name":"Vendor legal name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Vendor legal name, Remit-to address, Primary contact full name","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
Paper art illustration related to vendor invoice submission form template and FormCreatorAI.

When to use this form

Use this form when a supplier needs to send a bill for goods or services and you want clean data for fast approval and payment. It suits AP teams, project leads, and vendors who need a consistent vendor invoice format. Examples: match an invoice to a PO, request payment for a monthly retainer, or bill milestone deliverables. If the vendor has not been onboarded, start with the New vendor form to collect legal and tax details. When bank info or tax IDs changed, route updates through the Vendor information form before invoice submission. The result is fewer back-and-forth emails, on-time payments, and accurate records you can audit.

Must Ask Vendor Invoice Submission Questions

  1. What is the purchase order (PO) number and PO amount for this invoice?

    This lets AP match the bill to the order and receipt, which speeds up approvals. It also flags overages before they hit your budget.

  2. What is the invoice total, currency, and due date?

    These fields drive payment timing, cash forecasting, and FX checks. Clear terms help your team capture early-pay discounts and avoid late fees.

  3. Which line items are you billing, including quantities, rates, and service or delivery dates?

    Detailed lines allow validation against delivered goods or agreed scope. It reduces disputes and clarifies partial shipments or proration.

  4. Who is the billing contact for questions (name, email, phone)?

    A direct contact lets approvers resolve issues in one step. If this differs from your account contact, update the Simple vendor contact form so we reach the right person.

  5. Has your agreement, SOW, or PO term changed or expired?

    Knowing this prevents paying against lapsed terms. If you need more time, submit a Vendor agreement extension form before you invoice again.

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