A recurring supplier deduction review should be assigned before a new company’s first automatic collection takes place. Keep the authorised arrangement, expected charges and evidence route together. Permission to collect money does not by itself establish that every later invoice is correct or that the service remains required.

Hands signing a document at an office desk
Illustrative photograph by Pavel Danilyuk.

Confirm the approved arrangement

Record the company, supplier, service, account reference and agreed charging basis. Keep the actual authorisation and engagement terms in secure company storage. Do not place banking credentials in a shared checklist.

Identify who may approve changes or cancel the arrangement. The person receiving invoices may not have authority to alter a payment mandate.

Establish a monthly evidence route

Agree where invoices, statements and bank records will reach the bookkeeper. Name the reviewer and a backup who will check the amount, service period and any changes.

Keep an invoice and the payment for the same charge linked rather than entering the bank deduction as a second expense.

Example: collection changes without an explanation

The next deduction is larger than expected, but no revised invoice or accepted variation is found. Ask the verified supplier contact for support and escalate through the company’s approval process. Do not assume that an automatic bank collection proves the company accepted a new fee.

Reconcile and retain control

Match the actual bank debit to the approved charge and accounting entry. Keep disputes, refunds and cancellation instructions visible until resolved. Review the service and renewal responsibilities separately so a payment routine does not continue indefinitely merely because its original setup was completed.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: IRAS official guidance.

Help with your company records

For corporate secretarial and company administration support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.