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What happens to an invoice inside a local government

From the outside, an unpaid invoice looks like silence. Inside, it is moving through steps set by law and by the government's own rules. Knowing the steps tells you whom to ask and what to ask for.

  1. Received and logged

    The invoice is recorded with the date it arrived. If something is missing, the government may return it or ask for a correction. Ask what is missing and resubmit promptly.

  2. Approved by the department

    Someone in the department that ordered the work confirms that it was received and that the price matches the order.

  3. Reviewed by the finance office

    The finance office checks the account to be charged and that money is available, then prepares the invoice for payment or for the board.

  4. Allowed by the board, where required

    Many townships, cities and counties pay claims only after their board approves a list of them at a public meeting. An invoice that misses one meeting's list waits for the next.

  5. Paid

    Payments go out in batches, by check or bank transfer. Where your state's prompt-payment law sets a pay-by date, it counts from the dates above.

Four questions to ask

Which step is the invoice at? Is anything missing? Which meeting's list is it on? When is the next payment run?

This is general information, not legal advice. Steps and names differ from one government to the next.

Check when an invoice must be paidHow Early Pay works