Payment Request / Voucher

A payment request is the internal document that asks the people who control the money to pay a bill. It says who is asking, who is paid, how much and why, and it carries the evidence and the approvals that let the finance team release the payment with confidence. Almost every company has one in some form: a voucher, an authorisation to pay, a check request, a 지출결의서, a 支払依頼書 or a Zahlungsanweisung.

Use this form when a bill has to pass through someone else before it is paid: a supplier invoice, a contractor's fee, a reimbursement that does not go through your expense system. It lists the invoices with a computed total, shows the payee's bank fields only when you pay by bank transfer, and ends with lines for the requester, the budget owner and finance. Bank details are typed for each request and never saved to your profile.

Pick a country to switch to its habits. The Korean version splits the supply value from VAT and adds approval boxes, the Japanese one asks for the invoice registration number and who bears the transfer fee, the German one works out a cash discount (Skonto) and has the usual checking stamps, and the US one asks for the routing number and the W-9 on file.

• A supplier invoice needs a manager's sign-off before it is paid.
• You want one record that ties the invoices, the cost centre, the account code and the approvals together.
• A colleague or contractor is to be paid outside the regular expense process.
• Your accountant or auditor asks who approved a payment and on what evidence.
• You pay by bank transfer and want a second person to check the payee's details first.

1. Fill in the request number and date, and copy the due date from the invoice or contract.
2. Add the payee. For a bank transfer, enter the bank, the account holder and the account number or IBAN.
3. List each invoice with its number, date, description and amount. The total is added up for you; type any tax withheld or deduction yourself.
4. Add the cost centre and account code, tick the documents you attach and note anything the approver should know.
5. Print it for signatures or download it as a Word file, and keep the approved request together with the invoice.

• Copying bank details from an email without checking them by phone first. Changed bank details are a common route for payment fraud.
• Paying an invoice twice because its number was never written down. Fill in the invoice number every time.
• Leaving out the cost centre or account code, so the booking has to be chased later.
• Treating the form as proof that tax or withholding is right. It records and adds the amounts you type.
• Treating the request as the payment itself. Nothing is paid until finance releases it.

1. Fill in
2. Check the preview
3. Save as PDF, Word or Excel

Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.

• International (XX): Written in English, Korean, Japanese, German
• United States (US): Written in English – check with local advice
• United Kingdom (GB): Written in English – check with local advice
• Korea (KR): Written in Korean, English – check with local advice
• Japan (JP): Written in Japanese, English – check with local advice
• Germany (DE): Written in German, English – check with local advice