Find the record that explains the difference
Scroll the table sideways to compare all columns.
| Difference | Record and question to check |
|---|---|
| Quantity or item | Compare the order with the delivery or acceptance record. Was everything billed supplied under the agreement? |
| Unit price or discount | Check the quote, contract or agreed price change. Which price applies to this order? |
| Hours or service period | Check the approved timesheet or work record. Do the billed hours and dates match? |
| Total, tax or extra charge | Recalculate the lines and check the applicable terms. Is the arithmetic right, and does the charge belong? |
| Possible duplicate | Check the invoice reference and payment history. Is this a new obligation, a reminder or another copy? |
| Wrong recipient or missing reference | Check the customer and purchase-order records. Has the bill reached the correct account? |
| Unexpected payment details | Use a previously verified supplier contact to confirm the change independently. |
A late invoice may raise a timing or accounting question even if the amount is correct. Keep the date of the work separate from the date the bill arrived, and ask the responsible accountant how to record it.
Correct both quantity and price
Suppose a workshop orders 12 filters at $40 each, plus $20 delivery. Only 10 arrive, and both parties agree to bill those 10 now and any later delivery separately. This example excludes tax and other charges; partial billing depends on that agreement.
The invoice instead lists 12 filters at $44 each: $528 for filters plus $20 delivery, or $548. The agreed correction is 10 × $40 = $400 for filters, plus $20 delivery, totaling $420.
The difference is $128. Correcting only the price would leave a $500 total; correcting only the quantity would leave $460. Both errors must be corrected to reach $420.
Keep the order, delivery record and written agreement with the correction so someone reviewing the bill can follow how the amount was settled.
Agree on the correction and update the records
- Record the invoice reference, disputed line, amount and supporting document.
- Ask the supplier to explain the difference or provide a linked correction.
- Retain the original invoice and the agreed adjustment, replacement or credit documentation.
- Update the amount approved for payment and the related accounts consistently.
- Check any payment already made before sending more money.
Flag a disputed item in the approval process so it is not paid accidentally. Review the contract’s notice and payment terms, and agree how to handle any undisputed amount. A discrepancy does not automatically give you the right to ignore a due date or withhold all payment.
Verify changed payment instructions separately
A bill can show the correct amount and still direct money to the wrong account. Confirm an unexpected change through an independently trusted contact method, not only the phone number or link in the message requesting it.
A billing mistake, a changed agreement and a suspicious payment instruction need different responses. A discrepancy alone does not prove dishonesty. Resolve questions about the order separately from verification of the payment destination.
Fix the cause of a recurring mismatch
If a price came from an old list, correct the list. If a reminder looked like a new invoice, make its reference and status clear. If the wrong buyer received the bill, fix the customer record instead of repeatedly forwarding the email.
Tools can flag possible duplicates and compare records, but someone must resolve the exception. Keep the agreed amount and the documentation showing how it was corrected. Do not silently edit an invoice to match the total you expected.
References
See Trolleys payment acceptance and fees
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