When a revised supplier invoice arrives, first identify the obligation it relates to. Compare the new document with the existing bill, payment status and approval record before entering another transaction. Keep the version history and ask the supplier to clarify whether the new document replaces the old invoice, adds a separate charge or represents a credit.
A filename such as “final invoice” is not enough evidence to decide. A construction office may receive the same paperwork through the project manager, purchasing contact and accounts inbox on different days.
Sort the document before routing it
Use three working categories: unchanged resend, revised invoice and separate credit or additional charge. These are intake labels, not accounting conclusions.
For an unchanged resend, connect it to the existing record and check its status. For a revision, identify what changed and who must confirm the change. For a separate credit or charge, retain the supplier’s references and ask how it relates to the original bill. Do not assume that a new PDF means a new amount is payable.
Compare more than the total
Check the vendor identity, invoice number, invoice date, job reference, purchase-order reference where used, quantities, description and amount. A different total may be explained by a corrected quantity. An identical total can still hide a changed job or payment instruction.
Keep document status, bookkeeping status and payment authority separate. “New version received” does not mean “approved.” If payment details change, follow the company’s established independent verification process rather than accepting an invoice email as sufficient authority.
Worked example: the invoice number stays the same
Illustrative construction-office example. Supplier invoice 4821 for job 207 was received at $6,180. Before payment, the supplier sends a revised document with the same number and a $5,640 total after correcting a quantity. The difference is $540.
The bookkeeper locates the existing bill and records that a revised document has arrived. The project manager confirms the corrected quantity against the relevant delivery support. The designated approver decides whether the revised amount is authorized. The person maintaining the accounting records follows the agreed correction procedure.
Do not leave both $6,180 and $5,640 as independent payable obligations simply because two documents exist. Do not assume the $540 difference is automatically a credit transaction; first establish how the supplier documents the replacement and how the original was recorded.
If payment had already been released, stop this simple unpaid-bill workflow. The payment, revised invoice and supplier account need a separate review so any credit or refund is tracked correctly.
Leave a compact version record
Record the existing bill reference, each document’s received date, the stated reason for revision, changed fields, person confirming the change and final decision. Preserve the original document and clearly identify which version supports the current record.
QuickBooks supports attachments on bills and several other transaction types. Use an attachment or your controlled document system to retain the source trail. An attachment proves what was received; it does not prove approval, delivery or payment.
Check for actual duplicate activity
If two entries already exist, investigate how each was created and whether either is linked to a payment or reconciliation. Intuit’s duplicate-transaction guidance emphasizes confirming a duplicate before correcting it. A pair of real bank charges is a different issue from one charge represented twice in the books.
Escalate corrections affecting reconciled periods or linked records to the responsible reviewer. Avoid deleting whichever entry is easier to find and losing the support needed to understand the other one.
Make the next handoff explicit
End the intake review with a named next action: confirm the replacement, obtain support, approve the revised amount or review the paid balance. Use the construction invoice approval map to route that decision. This version check gives the approver a defined document to consider; it does not grant the bookkeeper authority to release funds.
Sources and further reading
Source links provide background. The workflow and illustrative examples above are original educational material.