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Invoice Approval

Invoice Approval Template for New Zealand

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Key Requirements PROMPT example:

Invoice Approval

"I need an Invoice Approval document for my medium-sized technology company that operates across New Zealand, with specific approval thresholds for different management levels and integration with our digital approval system to be implemented by March 2025."

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Document background
This Invoice Approval document serves as a critical internal control mechanism for organizations operating in New Zealand, ensuring compliance with local financial regulations and tax requirements. It is designed to be implemented when organizations need to establish or update their financial control procedures, particularly in relation to payment authorizations and vendor invoice processing. The document incorporates requirements from New Zealand's tax legislation, including GST considerations, and aligns with best practices for financial governance. It includes specific approval thresholds, roles and responsibilities, documentation requirements, and processing workflows, making it essential for maintaining financial integrity and audit compliance.
Suggested Sections

1. Purpose: Defines the objective of the invoice approval process and scope of the document

2. Roles and Responsibilities: Outlines the key roles involved in the invoice approval process and their specific responsibilities

3. Approval Thresholds: Specifies the monetary thresholds and corresponding approval levels required

4. Invoice Verification Process: Details the steps for checking invoice accuracy, validity, and compliance

5. Approval Workflow: Describes the sequential steps in the approval process

6. Documentation Requirements: Specifies required supporting documents and record-keeping procedures

7. Processing Timeframes: Establishes standard timeframes for each step of the approval process

8. Compliance Requirements: Outlines compliance with tax regulations and internal control policies

Optional Sections

1. Electronic Approval Procedures: Include when organization uses digital approval systems - details the electronic workflow and digital signature requirements

2. Foreign Currency Invoices: Include when dealing with international suppliers - specifies exchange rate policies and additional verification requirements

3. Delegation of Authority: Include when temporary delegation of approval rights is permitted - outlines the process for delegating approval authority

4. Emergency Approval Process: Include when expedited approvals may be needed - defines circumstances and procedures for urgent approvals

5. Contractor/Consultant Invoices: Include when dealing with contractors - specifies additional verification requirements for contractor invoices

Suggested Schedules

1. Approval Authority Matrix: Detailed matrix showing approval thresholds and authorized approvers for different invoice types and amounts

2. Required Documentation Checklist: Checklist of mandatory supporting documents for different types of invoices

3. Invoice Review Checklist: Standard checklist for reviewing invoice accuracy and compliance

4. Exception Request Form: Template for requesting exceptions to standard approval procedures

5. Approval Workflow Diagram: Visual representation of the approval process flow

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Approval Authority
Authorized Approver
Approval Hierarchy
Approval Threshold
Business Day
Delegated Authority
Emergency Approval
Exception Request
GST
Invoice
Invoice Processing System
Material Deviation
Payment Terms
Purchase Order
Supporting Documentation
Tax Invoice
Verification Process
Workflow
Working Day
Authorized Signatory
Delegation Matrix
Electronic Approval
Digital Signature
Internal Controls
Processing Period
Segregation of Duties
System Administrator
Valid Invoice
Vendor Master File
Chart of Accounts
Relevant Industries

Financial Services

Manufacturing

Retail

Healthcare

Education

Government

Construction

Professional Services

Technology

Non-profit Organizations

Mining

Agriculture

Telecommunications

Transportation and Logistics

Relevant Teams

Finance

Accounts Payable

Procurement

Internal Audit

Compliance

Treasury

Operations

Administration

Risk Management

Relevant Roles

Chief Financial Officer

Finance Manager

Accounts Payable Manager

Financial Controller

Department Manager

Procurement Manager

Internal Auditor

Compliance Officer

Treasury Manager

Senior Accountant

Budget Manager

Operations Manager

General Manager

Managing Director

Industries
Goods and Services Tax Act 1985: Governs GST requirements for invoices, including mandatory information that must appear on tax invoices and record-keeping requirements
Contract and Commercial Law Act 2017: Provides the legal framework for contract formation and enforcement, including electronic transactions and digital signatures
Financial Reporting Act 2013: Sets requirements for financial record-keeping and reporting standards that businesses must follow
Tax Administration Act 1994: Establishes requirements for maintaining business records, including invoices, for tax purposes
Fair Trading Act 1986: Ensures fair trading practices and prevents misleading conduct in business transactions
Companies Act 1993: Provides framework for company operations including requirements for financial transactions and record-keeping
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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