AP · Approvals
Invoice approval matrix
Who approves an invoice, up to what amount, who covers when they are out, and when a stuck approval moves up.
- Limits by amount
- Spend types
- Backups
- Escalation
- Separation of duties
Free templates
Free templates for AP, records and scanning
Policies, matrices and conventions you can copy into Word or Google Docs today, plus retention schedules, checklists and a 2-minute CapturePoint 6 tour. No sign-up.
How to use these
- 01
Copy, then make it yours
Each template page has a Copy template button. Paste into your own document and fill in the parts in brackets.
- 02
Start with what you do today
Write down your current practice first, then tighten the rules that matter. A policy that matches real work gets followed.
- 03
Have it reviewed, then automate it
Policies are starting points, not legal advice. Once reviewed, put the rules into your systems so they run without reminders.
01Policy and process templates
Copy it, fill it in, get it signed.
Complete documents with example rows clearly marked, a short guide on adapting each one, and a print layout that leaves the website behind.
AP · Policy
Accounts payable policy
A sample AP policy in eleven short sections, from how invoices arrive to how payments are audited.
- Invoice receipt
- Duplicate checks
- Vendor setup and W-9s
- Payment timing
Records · Policy
Records retention policy
The rules around your retention schedule: roles, legal holds, destruction with a log, and yearly audits.
- Roles
- Legal holds
- Destruction log
- Schedule appendix
Files · Naming
File naming convention
One page that settles how every file is named, with patterns for invoices, contracts, HR files and scans.
- Date formats
- Separators
- Versions
- No private numbers
02Retention schedules and tools
The periods, and the numbers.
The retention policy template points to a schedule rather than repeating it. Build that schedule here.
Reference
Retention schedules by record type
How long to keep tax, HR, healthcare, banking, education and legal records, with the rule behind each period. Free CSV download.
Tool
Retention policy generator
Pick your industry, add your record types, adjust the periods and download a schedule for counsel to review.
Tool
Invoice processing cost calculator
What each invoice costs you today, step by step, from your own volumes and hours.
03Checklists
Before you scan, before you pay.
AP
AP document capture checklist
Intake, scanner settings, separation, fields, exceptions, naming, destinations, roles and rollout for invoice capture.
Scanning
Document scanning best practices
Scanner settings by document type, paper prep, separator sheets, file naming, searchable PDF and PDF/A, and batch checks.
AP
Invoice processing best practices
From intake to export: capture, validation and duplicate checks, approval rules, posting, and who handles each exception.
Compliance
Compliance checklist
The record-keeping requirements in HIPAA, SOX, GDPR and FERPA, with rule references and evidence to keep. Exports to CSV.
04CapturePoint 6 tour
Two minutes on sample documents, then your own.
CapturePoint 6 comes with a 2-minute tour on five sample accounts payable documents. You do real steps in the real workspace on your own PC, and the tour ends in a job for your own documents.
Questions
Good to know.
Are these templates free?
Yes. Copy, print, edit and share them inside your organization. There is no sign-up and no email gate. The CapturePoint 6 free trial includes a 2-minute tour on sample documents.
How do I get a template into Word or Google Docs?
Press Copy template on the template page and paste. Word and Google Docs keep the headings and tables; plain-text tools such as Notion or a code editor get Markdown. You can also print a template, or save it as PDF from the print dialog.
Are the policies legal or tax advice?
No. They are general starting points. Have your accountant review the AP policy, and counsel review the retention policy and every retention period, before you adopt them.
Can software enforce these rules?
Yes, that is the point of writing them down. Content Central runs approval chains, retention schedules and legal holds, in the cloud or on your own servers, and CapturePoint 6 names and files scanned documents by your convention.
Next step
Turn the template into the way work happens.
Try CapturePoint 6 free to name and file scans by your convention, or book a Content Central demo to see approvals and retention run on their own.