Invoice field requirements
Every invoice is read and then checked against the rules below. An invoice is accepted only when every required field is present and every check passes. Anything else goes to a human reviewer, and invoices that fail a check are never billed.
Required fields
If one is missing or unreadable, the invoice is flagged REQUIRED_MISSING with the field's name and sent to review.
- Vendor name
- Invoice number
- Invoice date (a valid calendar date)
- Due date or payment terms
- Currency
- Subtotal
- Tax (0 is fine if the invoice states it)
- Total
- At least one line item with an amount
Optional fields
We capture these when they're on the invoice and show you when they're absent, but they never block acceptance.
- Vendor address
- Vendor tax ID
- PO number
- Bill-to
- Payment terms
- Line quantity and unit price
- Item codes
- GL / account coding
- Shipping
- Discounts
- Notes
Other checks on every invoice
- Math: line amounts, subtotal, tax and total must add up to the cent.
- Currency: every amount must be in the invoice's currency, and the currency must match the vendor's usual currency (USD by default).
- Tax rate: tax must match the vendor's expected rate (8.25% Texas default, ±0.05 percentage points) unless your reviewer has set a different rate for that vendor.
- Duplicates: checked against your full history, both for the same vendor and invoice number and for the same vendor and total within 7 days.
- Dates: they must be real calendar dates, and stale or future-dated invoices are flagged.
Your WorkUnit Labs reviewer can change which fields are required for your account. Signed-in clients can see the current list under Client login → Invoice requirements.