What Invoices Amazon Expects from Amazon Sellers

Amazon Invoice Requirements 2025

• New AI-verification team: Amazon now cross-checks invoices with suppliers & machine-learning fraud tools—any alteration triggers suspension.
• 365-day rule: invoices older than one year, pro-forma invoices & screenshots are automatically rejected.
• Forge-proof strategy: use genuine suppliers, match seller-profile info exactly, and keep high-resolution PDFs ready for audits.

Why Amazon Demands Bullet-Proof Invoices in 2025

Amazon expanded its U.S. Document Authenticity Review team in Q1 2025, pairing human analysts with AI that flags forged or manipulated paperwork within seconds. Sellers whose invoices fail validation face immediate “Inauthentic item” listing removals or, worse, full account deactivation.

Complete 2025 Invoice Checklist

1. Date: within the last 365 days (no exceptions).
2. Unique invoice # & final invoice status (no pro-forma).
3. Supplier’s full contact data: name, street address, phone, website & email.
4. Your legal entity & address matching Seller Central.
5. Product identifiers: brand, model, and GTIN that align with your ASIN listing titles.
6. Quantity & units (price may be redacted but never blurred or digitally altered).
7. Proof of payment OR supplier attestation if contacted.
8. VAT / tax notation (“VAT not applicable” if U.S. domestic).

AI-Era Red Flags That Trigger Suspensions

• Edited PDF metadata or mismatched fonts/kerning.
• Supplier phone disconnected or website WHOIS recently registered.
• Image artifacts from adding zeros to quantities or altering dates.
• Invoices provided by “ungating” or “wholesale list” services.

Pro Tips to Stay Suspension-Proof

• Source from distributors listed in Amazon’s internal Trusted Supplier database or national brand wholesalers.
• Store invoices in high-resolution PDF form; never send photos of pallets or screenshots.
• Cross-check listing titles against invoice product names monthly.
• Train staff to reject any “ungating invoice” offers—100 % chance of fraud.

Related Reading

• What Invoices Amazon Expects from Sellers
• Understanding Amazon Invoice Requirements

Free Invoice Compliance Review ›

Amazon Invoice FAQ (“People Also Ask”)

What happens if my invoice is older than 365 days?

Amazon rejects it automatically and may remove the listing; always supply fresh paperwork.

Can I redact prices on invoices?

Yes, but use a PDF editor—blurring or covering text in images is flagged as manipulation.

Will Amazon contact my supplier?

Often. They phone or email randomly chosen vendors to confirm authenticity.

Are ungating services safe?

No—buying fake invoices is fraud and leads to irreversible suspensions.

Do I need invoices for books or used goods?

Yes, if Amazon challenges authenticity; receipts or supplier letters may suffice for used books.

How many invoices should I submit in an appeal?

Submit three recent invoices covering enough quantity to match flagged sales.

Can I use a purchase order instead?

No—Amazon demands final, paid invoices, not POs or quotes.

What file format should invoices be?

PDF (preferred) or a clear image; no editable Word or Excel files.

How long must I keep supplier invoices?

At least two years to cover retroactive authenticity investigations.

Can AMZ Sellers Attorney help if my invoices were rejected?

Yes—our attorneys draft POAs, liaise with suppliers, and escalate appeals for faster reinstatement.