Two approvals can reduce payment mistakes and fraud, but only if both people check the final transaction. One person approving an invoice and another approving a general budget is not necessarily a check of the actual destination. The process should make the important details visible to both.
Understand the idea
Agree which payments need a second reviewer and what that reviewer verifies. Include the beneficiary, account details, amount, and business reason. A change after approval may need renewed approval. The bank or payment system should enforce the chosen rule where suitable, rather than relying only on a promise.
- Prepare
Match the payment to the approved business purpose.
- Review
Have a second authorized person verify the final details.
- Release
Prevent unchecked changes between approval and execution.
A practical example
For example, a supplier changes bank details after an invoice has been approved. The finance officer verifies the change independently, and the second approver reviews the exact destination before release. The earlier invoice approval does not silently cover a different account.
What to do next
- Confirm the underlying purchase or obligation from trusted records.
- Compare the beneficiary with the approved supplier record.
- Independently verify changed payment instructions using a previously established contact route.
- Inspect the actual payment being released, including amount and destination.
- Record the approvers, evidence, and time in the controlled payment system.
How to check the result
Use a harmless test to check whether an unapproved change can bypass the rule. Keep the confirmation and final approval with the payment record.
The invoice was approved, but the account number changed afterward.
The payment needs a renewed check of the changed destination. Approval of an earlier version should not silently authorize different payment instructions.
Sources and useful guides
The following resources provide background and more detailed guidance. Use the sections that match your service and situation.
