This is a beta course, so its structure, chapters, and examples may continue to change.
Storing Invoices and Reimbursement
“Findable, legible, and reconcilable” is the baseline for filing and reimbursing invoices.
- Electronic invoices: download the PDF or image, and name the file with the date, title, amount, and category; keep both a cloud copy and a local backup.
- Paper invoices: lay them flat in a moisture-proof folder, sorted by month, department, or project; avoid staples that would pierce the QR code.
- Indexing rules: build a unique index (such as “date + title + amount + number”) so that they are easy to retrieve and audit.
- The title, tax number, amount, date, and category should be complete and legible, and should match the reimbursement form, the contract, or the approval slip.
- Attach the payment evidence (a transfer screenshot or a POS receipt) and the business evidence (contract, order, itinerary, and so on).
- Mind the reimbursement deadline: many companies require reimbursement within 1-3 months, and an invoice issued after the deadline may be rejected.
- For special invoices, also confirm whether the VAT has already been deducted, so that you avoid claiming the same expense twice.
- Do not split the amount to get around an approval; splitting the amount across invoices may be judged as abnormal.
- Do not invoice under a category that does not match the business; it is easily judged non-compliant in an audit or tax inspection.
- Avoid duplicate reimbursement: keep a reimbursement register or use a system check so that one invoice number is only claimed once.