About this template
Streamline your accounts payable workflow with this Vendor Invoice Submission Google Form Template. Designed specifically for businesses working with external contractors, suppliers, and service providers, this form provides a standardized portal for collecting billing details. Instead of chasing down lost PDF attachments or missing invoice numbers in your email inbox, vendors can securely provide all necessary information in one organized place.
The form captures essential details including vendor contact information, unique invoice numbers, billing periods, total amounts due, and itemized descriptions of goods or services rendered. It also includes fields for attaching invoice documents, payment instructions, and an authorized signature confirmation. By centralizing invoice submissions, your finance and accounting teams can drastically reduce manual data entry, minimize payment processing delays, and maintain an accurate, searchable record of all financial obligations.
Key features
- Standardize invoice submissions from all external vendors and contractors.
- Collect itemized costs, quantities, and total amounts due effortlessly.
- Gather digital invoice documents and file links in one place.
- Track invoice dates, payment terms, and due dates accurately.
- Confirm submission accuracy with built-in vendor sign-off fields.
Use cases
Monthly retainer billing for freelance designers, writers, and consul…
Monthly retainer billing for freelance designers, writers, and consultants.
Product and inventory shipments from wholesale merchandise suppliers.
Facility maintenance, janitorial, and repair service billings.
Marketing agency ad spend and campaign production invoicing.
What this form collects
- Vendor / Company Name (Short answer)Enter the legal business name or your registered freelance business name.
- Contact Email Address (Short answer)Where should we send payment confirmations and accounts payable inquiries?
- Billing Address (Paragraph)Provide your official business mailing address as it appears on your tax documents.
- Invoice Number (Short answer)Enter the unique invoice number assigned to this billing.
- Service Month & Year (Short answer)Specify the billing period covered (e.g., October 2026).
- Invoice Date (Date)Select the date the invoice was issued.
- Payment Due Date (Date)Select the payment due date based on your agreed payment terms.
- Currency (Dropdown)Select the currency for this transaction.
- Total Invoice Amount (Short answer)Enter the final numerical amount due (e.g., 1250.00).
- Goods and Services Description (Paragraph)Provide a clear, itemized breakdown of the deliverables, hours, or products billed.
- Invoice Document Link (Paragraph)Please paste a link to your PDF invoice (Google Drive, Dropbox, etc.) or describe the document.
- Preferred Payment Method (Multiple choice)Indicate how you expect to receive funds for this invoice.
- Payment Instructions / Banking Details (Paragraph)Provide routing numbers, account numbers, or payment links if applicable.
- Additional Comments (Paragraph)Share any extra notes, purchase order numbers, or context for our finance team.
- Authorized Vendor Signature (Short answer)Type your full legal name to confirm that the submitted invoice details and totals are accurate.
- Date Signed (Date)Select today's date.
FAQ
How do vendors attach their actual invoice documents?
Vendors can paste a shareable cloud storage link (such as Google Drive, Dropbox, or OneDrive) directly into the designated file upload field on the form.
Can I customize the currency options for international vendors?
Yes! You can easily edit the dropdown list of currencies in Google Forms to match the specific regions and currencies your business operates in.
How do I receive notifications when a new invoice is submitted?
You can configure Google Forms to send an email notification to your accounting or finance team instantly whenever a vendor submits a new invoice.
Can I export these invoice submissions into Google Sheets for tracking?
Absolutely. Google Forms automatically links responses to a Google Sheet, allowing your finance team to track payment statuses, totals, and due dates in real time.
Is this form template free to use?
Yes, this template is completely free to set up and deploy using Doc2Form and Google Forms.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.