Start with an independent reference
A professional-looking invoice is not enough to establish that a bill is correct. Start with your purchase order, agreed quote, supplier record, and evidence that the goods or service were received. Use your own approved records rather than treating the new invoice as its own proof.
When you use a prior invoice as a reference, check which facts should stay the same. A supplier's account may remain unchanged while the invoice number and billing period legitimately change.
Check the six core details
- Supplier: confirm the billed entity is the one you ordered from. Similar trading names can belong to different legal businesses.
- Invoice number: look for a prior entry in your invoice and payment records. A second emailed copy does not necessarily create a new bill.
- Date and service period: check that the work or delivery belongs to the period being charged.
- Currency and total: match the agreed amount and currency. A total change may be valid, but it should have a clear explanation.
- Bank details: compare with a verified supplier record. Confirm changes through an established independent channel.
- Approval: follow your normal authorization process before sending payment.
Keep a short review record
A useful record says what differed, which source you checked, and what follow-up resolved the question. Keep original invoices and any approval messages in your own filing system. A comparison report supplements those records; it does not replace them.
Vault Mail places selected fields from two invoices side by side. Review what the tool extracted before comparing. A blank field means you need to check it, not that it is unimportant.
Use the finding to guide your next step
A changed bank account is a reason to confirm payment instructions. A matching invoice number is a reason to check for an earlier entry or payment. Different totals are a reason to review the agreed work, tax treatment, or revised quote with the appropriate person. The comparison itself should not approve or reject a payment.
For any changed payment instructions, use contact details from your established records. Do not rely only on a number supplied in the message announcing the change.
Compare two invoices privately, or read the supplier bank details guide for a closer look at account changes.