Did that bill even get approved?

Don’t Pay First — Approve First

In the rush of running a business, it’s easy to assume every invoice that hits your inbox is valid. But here’s the truth: paying before verifying is one of the fastest ways to lose control of your cash or get tied up in paying fraudulent invoices. Whether it’s a duplicate charge, a mispriced service, or a fake invoice that slipped through, skipping approval can cost you real money.

Every payable should go through a structured approval process before the payment button gets clicked. That means confirming three simple things:

• Was it ordered? There should be a valid purchase order or documented request.

• Was it received? Someone on your team should confirm the goods or services were delivered as expected.

• Was it priced correctly? The invoice should match agreed terms and quantities.

This step doesn’t need to slow your process — it just adds a layer of protection. Even small companies benefit from approval workflows, whether that’s a manager sign-off in QuickBooks, an email confirmation, or an automated system tied to purchase orders.

Here’s why it matters:

• Prevents Overpayments: Ensures you only pay what’s owed… no duplicates, no errors.

• Stops Fraud: Fake or altered invoices can sneak in when no one’s watching.

• Protects Cash Flow: Keeps funds available for legitimate expenses, not mistakes.

• Improves Accountability: Teams take ownership when approval is required.

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Approval before payment isn’t about bureaucracy, it’s about control. Cash going out should always be as deliberate as cash coming in. When every payable has a clear paper trail, you not only protect your money but build a stronger foundation for accurate financial reporting.

So before you pay that next invoice, pause and ask — has this been approved?

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