Invoice Submission Form Template
Streamline accounts payable by accepting vendor invoices through a structured form that captures all details needed for payment processing.
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What is a Invoice Submission Form?
An invoice submission form enables vendors to submit invoices electronically rather than via email or mail. It standardizes the information needed for payment processing.
The form captures invoice details, PO references, payment terms, and banking information. This reduces data entry errors and speeds up the payables process.
PO matching fields help prevent unauthorized payments. Complete banking details enable efficient payment processing.
Key Features
Invoice Details
Number, date, amount, and due date
PO Matching
Purchase order reference for authorization
Payment Terms
Net 30, Net 60, etc. for scheduling
Banking Information
Account details for payment
Document Upload
Attach invoice PDF for records
Tax Information
Tax ID for compliance
Why Use This Template?
Faster Processing
Complete information reduces back-and-forth
Reduced Errors
Structured form prevents data entry mistakes
Better Tracking
All invoices in one system with status
Audit Compliance
Documentation and PO matching for controls
What's Included in This Template
Vendor Name
textIdentify the supplier for payment
Invoice Number
textUnique identifier for tracking
Invoice Date
dateDate for payment term calculation
Amount
numberTotal amount due for payment
Purchase Order Number
textMatch to authorized purchase
Description
textareaGoods or services provided
Payment Terms
selectNet 30, Net 60, etc.
Invoice Document
filePDF attachment for records
Perfect For
Supplier Payments
Regular vendor invoices for goods and services
Contractor Invoicing
Freelance and contractor payment submissions
Project-Based Billing
Milestone and progress payments
Recurring Services
Monthly service and subscription invoices
Frequently Asked Questions
Should I require purchase orders for all invoices?
Best practice is yes for control. Exceptions for small purchases under threshold. Non-PO invoices should require additional approval. Prevents unauthorized spending.
How do I prevent duplicate invoice submissions?
Check invoice number against existing records. Flag potential duplicates for review. System validation prevents reprocessing. Training vendors helps reduce duplicates.
What payment terms should I offer?
Standard: Net 30. Negotiate: Net 45, Net 60. Early pay discounts (2/10 Net 30) save money. Match to your cash flow and vendor relationships.
How do I collect banking information securely?
Encrypt data in transit and at rest. Verify changes via callback. Consider vendor portal for banking updates. Protect against payment fraud.
Should I require tax ID from vendors?
Yes, for 1099 reporting requirements. Required for payments over $600/year to US vendors. International vendors may have different requirements.
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