SOP builder
Write the steps, one per line. The builder numbers them and wraps everything in a standard structure. Then test the result with someone who has never done the task, as described in our guide to writing an SOP people follow.
# Process a supplier payment SOP ID: FIN-014 Version: 1.0 Status: Draft Owner: Accounts Payable Manager Last reviewed: 2026-10-12 Next review: in 12 months ## 1. Purpose Make sure supplier invoices are paid correctly, on time and only once. ## 2. Scope Applies to: All supplier invoices above $0 paid by bank transfer. Does not apply to: Employee expenses and payroll. ## 3. Roles - AP Clerk: matches and prepares payment - AP Manager: approves payment runs ## 4. Before you start - Approved purchase order or contract - Invoice received in the AP inbox - Access to the payment system ## 5. Steps 1. Open the invoice and confirm the supplier name and invoice number. 2. Match the invoice to the purchase order and goods receipt. 3. Check the bank details against the supplier record. If they differ, stop and call the supplier on a known number. 4. Enter the invoice in the payment system. 5. Submit it for approval. ## 6. Exceptions and escalation - If the amounts do not match, send it back to the buyer and note the reason. - If you are unsure, ask the AP Manager. ## 7. Quality check The payment run report matches the approved invoices. ## 8. Records Save the invoice and approval in the AP folder for the retention period set by Finance. ## 9. Change log Version | Date | Author | Summary of change 1.0 | 2026-10-12 | Accounts Payable Manager | First version
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