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bill verification checklist

Compliance Documents

Verify that all necessary compliance documents are included with the bill

Ensure that all required permits and licenses are up to date

Check for any certificates or approvals required for the work completed

Confirm that all compliance documents are signed and dated by the appropriate parties

Review any insurance policies or bonds required for the project

Check for any environmental or safety certifications needed for the work

Verify that all subcontractors have submitted the necessary compliance documents

Ensure that all documents are in the correct format and properly filled out

Work Order Number Check

Confirm that the bill references the correct work order number

Verify that the work order matches the scope of work completed

Ensure that any change orders are properly documented and accounted for

Confirm that the work order number is correctly entered into the billing system for tracking and reference purposes

Bill Amount

Review the total bill amount for accuracy

Check for any discrepancies in pricing or calculations

Verify that all applicable taxes and fees are included in the total amount

Cross-reference the bill amount with any previous estimates or quotes provided

Confirm that any additional charges or fees are clearly outlined and justified in the bill

Validate that the payment terms and schedule align with the agreed upon terms

Quality Clearance

Obtain clearance from the quality control department before approving payment

Confirm that all work meets quality standards and requirements

Address any quality issues or defects before processing payment

Review any quality control reports or documentation

Conduct a final quality inspection of the completed work

Verify that all necessary quality control checks have been completed

Consult with the quality control department for any additional input or recommendations

Document any discrepancies or concerns regarding the quality of the work

Work Schedule

Verify that the work completed aligns with the project schedule

Confirm that all milestones and deadlines were met

Address any delays or scheduling conflicts before approving payment

Review any change orders or modifications to the original work schedule

Validate that all subcontractors and vendors adhered to the agreed-upon schedule

Document any unforeseen circumstances or obstacles that may have impacted the work schedule

Obtain confirmation from project managers or supervisors that the work was completed on time and within budget

Final Inspection

Conduct a final inspection of the completed work before approving payment

Confirm that all punch list items have been addressed satisfactorily

Obtain sign-off from the project manager or client before processing payment

Review any warranty information or guarantees for the completed work

Document any final changes or adjustments made during the inspection

Confirm that any required permits or approvals have been obtained

Ensure all safety and quality standards have been met

Verify that all necessary documentation and records have been completed and filed appropriately

Payment Approval

Obtain approval from authorized personnel before processing payment

Double check all calculations and totals on the bill

Submit approved bill for payment processing.

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