Cannabis Operations
Dispensary vendor invoice approval workflow
DispensaryVA Editorial TeamPublished
vendor invoicesaccounts payabledispensary operations
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Cannabis Operations
An invoice workflow keeps vendor bills from becoming a series of disconnected emails. It gives the operator a repeatable way to compare what was ordered, received, and approved.
Log the vendor, invoice number, business date, due date, location, purchase order if one exists, and the person who received the goods or service. Store the source file in the approved folder before routing it. The dispensary purchase order workflow explains how the request should connect to the invoice. Use the vendor scorecard template for recurring supplier review.
Compare line items, quantities, unit descriptions, tax treatment, and credits with the receiving record. Mark a missing receipt, price variance, duplicate invoice number, or damaged delivery as an exception. Do not edit the source invoice to make the match appear complete.
Use a named approver and backup. The approver should record the decision, date, and any permitted correction. Keep payment status separate from operational receipt status so an unresolved delivery issue remains visible.
Use stable file names and retain the invoice, purchase order, receipt, and exception note together. The IRS recordkeeping guidance is a useful reference for organizing business records; apply the operator's retention policy and professional advice.
Once a week, review unpaid invoices, repeated vendor variances, and approvals waiting on the same person. Fix unclear ownership or receiving instructions instead of adding another spreadsheet column.