You're preparing payment for office chairs from a supplier in Anji. The salesperson sent a revised invoice on Tuesday, while your colleague saved the bank details from last week's chat and the contract sits in an email attachment. Your accountant needs to approve the purchase before Friday. Put those papers together and you can see whether everyone is looking at the same buyer, price and beneficiary.
This article is general information. It is not legal, tax or investment advice, and preparing documents does not guarantee approval of a payment.
Separate the company from the purchase
The reviewer checks the paying company in one set of files, then the purchase and beneficiary in another. Your registration certificate belongs with the corporate records; the chair invoice and beneficiary instruction belong with the purchase. Mixing the files makes a request for one harder to answer.
At A2vanta, we ask for five things in the first KYB step: company registration, an extract listing directors and shareholders, the tax number, one director's passport and one or two lines about the business. We review documents the same day. That company set remains separate from the invoice or contract for a payment.
A2vanta asks for an invoice or contract for the payment. Use the wider purchase file to reconcile the order in your own business. Before uploading, confirm which supporting documents the reviewer needs for your case.
Give your colleague the current invoice
Your accountant needs the complete contract and invoice, including the pages with party names or payment terms. A purchase order can add context if you explain its relationship to the supplier's invoice. Your accountant shouldn't have to guess whether a purchase order replaces a later invoice.
The cover note can be short: invoice number and date, currency, amount you intend to pay and the goods. For a deposit, state the portion it covers and the balance that will remain. The colleague approving payment should be able to compare those details with the terms without finding Tuesday's message.
Label a revised invoice to identify the current version and explain what changed. Save the earlier version in your records. Let the supplier clarify which document replaces which; if you create your own corrected invoice, you conceal the source of the change.
The office-chair file may contain the contract price and a later invoice with a different amount. Your buyer needs to resolve that difference with the supplier before finance approves. You still need to resolve a price disagreement, even with a neat filename.
Leave the source names intact
Start with your legal company name in the registration record when checking the invoice buyer. You need an explanation linking a trading name to the legal company. If the supplier named the wrong buyer, they need to issue a corrected document; if you edit it, finance won't have a supplier-issued record.
For the supplier, preserve the Chinese name and any English name they provide. Get their explanation of differences in transliteration. Your colleague can compare that explanation with the source records; if you change the names yourself, you remove the evidence of the difference.
Give the beneficiary the same attention. If the supplier asks you to pay another company, get their written explanation and find out what the payment provider needs to review the arrangement. The person approving payments in your business should examine the answer before funding.
A reviewer has little to work with if you write "Same company" without supporting records. Name the source of the explanation and place that source beside the documents with different names. Identify any question you haven't resolved so the reviewer doesn't mistake your assumption for an agreed fact.
Preserve the bank instruction
Your colleague can check a working copy against the supplier's original written account name, account number and bank details. Give them the original instruction alongside the copy. Both colleagues can miss a transcription error in a tidy presentation if they check the summary instead of the source.
A reviewer reading "office chairs for resale" can connect the instruction to this purchase. You do not identify the goods by writing "Business transfer". Use the description the buyer and supplier agreed, with the invoice reference and the finance contact who will confirm receipt. Purchasing and finance need to refer to the same order.
Your accountant needs the recipient currency and expected amount. If you fund with USDT while the supplier receives a bank payment, agree how to present the invoice amount and expected bank credit before preparing the instruction. The funding amount belongs in its own field, separate from the invoice currency.
A new account changes the approval
Confirm updated bank details through an established supplier contact. Record who sent the change, who confirmed the new instruction and the date. Your colleague should compare the amendment with the invoice before approving payment.
The provider needs to know that the details changed. Confirm what they need to assess the new instruction, and mark the current version for the enquiry while preserving the old one in your records. If an invoice changed too, explain whether the revision affects the beneficiary or the amount due. Unresolved answers are a reason to pause funding.
Before submission, confirm accepted file formats, any translation requirement and the approved upload channel. An English summary or screenshot may not replace the original. Send identity documents through the channel confirmed for that purpose.
Read the invoice-payment page and A2vanta overview, or contact the bot about the document requirements. Compare your cover note with the current attachments before sending, and save the submitted files with the purchase record. A colleague taking over the chairs order should be able to follow the file without asking you to reconstruct the chats.