This form allows you to raise a notification to a supplier that invoice payments will be put on hold. Details and approval information can be added to the form.

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Further Reading

Further guidance on supplier invoices and purchasing control:

• Control of External Providers (ISO 9001 Clause 8.4)
• Purchasing and Supplier Management
• Quality Management Systems Explained

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How to Download

This file is included in the alphaZ subscription. This form is also included in the ISO 9001 Toolkit and every alphaZ ISO toolkit that covers quality management, so the toolkit route gives you this file plus everything else you need in one download.

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If you'd like hands-on help setting up your supplier invoice controls, or your wider quality management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Invoice Hold Notification Template

An invoice hold notification for telling a supplier that their invoice is on hold and why - the supplier and contact details, the invoice number, date and value, the clarification being awaited, and an office section to confirm the query is resolved and the invoice released for payment. It keeps a clear record of the hold and its resolution.

Controlling what you pay suppliers is part of controlling your purchasing, which a quality management system aligned with ISO 9001 (clause 8.4) expects. A written hold notification makes the reason clear to the supplier and gives you an auditable trail from query to release.

Built for Controlled Supplier Payments

The form captures what an invoice hold needs:

• The supplier, address and contact
• The invoice number, date and value being held
• The clarification being awaited before payment
• An office section to confirm the issue is resolved and release the invoice

What's Included in this Invoice Hold Notification

The form is set out as a single notification:

• Supplier details - supplier, address and contact
• Invoice held - invoice number, date and value
• Reason for hold - the clarification being awaited, with space for the supplier's response
• Approval - confirmation the issue is resolved and the invoice can be released, approved and dated

Who Needs a Invoice Hold Notification?

Any organisation that receives supplier invoices and needs a clear, recorded way to query and hold them before payment. It suits small and medium businesses that want purchasing and payment kept controlled and auditable under ISO 9001.

Pairs with the Purchase Order Form

Checking an invoice against the order it relates to is where holds often start. The F-Q50 Purchase Order Form gives you the order to check it against.