A service entry sheet records the quantity, period or milestone of services a business confirms it has received and accepted. It provides service-receipt evidence for purchase-order matching and invoice approval, similar to how a goods receipt supports physical deliveries.
What should a service entry sheet contain?
Include the supplier, PO and contract reference, service line, period, quantity or milestone, rate or value, location, acceptance evidence, approver and any exception or retained amount.
Who creates and approves it?
The person closest to delivery may prepare the record, while an authorized business owner confirms that the work meets the agreed scope. The supplier should not be the only source of acceptance evidence.
How does it support invoice matching?
The invoice can be compared with the PO and accepted service entry. Differences in hours, milestones, rates, tax or period should be resolved before payment release.
What evidence supports acceptance?
Use approved timesheets, milestone deliverables, inspection records, attendance logs or other contract-specific proof. A signed sheet should not replace substantive acceptance when the agreement requires it.
What are common errors?
Backdated entries, duplicate periods, approval by an unauthorized person and recording the full PO value before completion can overstate liabilities and release payment too early.
