Dispute a transport invoice: create a usable discrepancy file

Disputing a transport invoice starts with a difference that you can explain: a surcharge, a rate, an invoiced weight or a potentially duplicated line. The objective of the file is to allow your interlocutor to find the operation and understand your calculation without reconstructing the entire analysis themselves. The procedure below concerns the operational preparation of parts.

Qualify the discrepancy before transmitting it

First check the validity period of the grid and the special shipping conditions. A volumetric weight, a minimum billing or an additional service may explain an amount different from the basic price. Consult the credits already received and previous exchanges so as not to open two files for the same settlement.

1. 01

   Identify the invoice and the line

   Note the customer account, invoice number, line reference, date and amount invoiced excluding tax. Attach the original document and shipping or waybill reference.

2. 02

   Present the expected reference

   Attach the applicable rate schedule or condition with its effective date. Show the area, service, weight and parameters actually selected.

3. 03

   Show the calculation

   Detail the expected amount, the amount billed and the difference. Separate the different reasons for discrepancies so that the carrier can respond to each.

4. 04

   Make the request

   Request a check of the line and, if the discrepancy is confirmed, the corresponding settlement. Specify the reference to recall in the response.

Example of factual request

Fictitious example: “Regarding invoice FG-EXAMPLE, line 12, shipment EXP-001, the surcharge invoiced is €60 excluding VAT. The attached rule provides, for this operation, 8% on a base of €500 excluding tax, or €40 excluding tax. We therefore note a difference of €20 excluding tax. Could you check the application of this rule and, if the discrepancy is confirmed, proceed with the settlement? You will find attached the invoice, the applicable rule and the details of the calculation. »

Adapt the message to the actual file. If the basis or rate is uncertain, first ask for an explanation. A clearly identified request for clarification avoids presenting a hypothesis as established overbilling. The applicable terms and deadlines depend on the file: check your conditions and seek assistance for any legal questions.

Maintain joint monitoring of transport and finance

A shared table is enough to get started, provided that each folder has a stable reference. Use the statuses to qualify, ready to transmit, transmitted, response received and closed. Add the person responsible for the next action and the expected part. A file can be closed because the carrier has justified the amount, even without a credit.

• File reference, invoice, shipping and reason.
• Amount of the proposed difference and version of the calculation.
• Transmission date and channel used.
• Response from the carrier and additional supporting documents.
• Credit reference or reason for closing.
• Accounting reconciliation and possible preventive action.

Transform responses into improved control

Analyze the reasons for resolution. If a poorly understood rule explains several discrepancies, update your references. If a grid error is confirmed, identify other perimeter lines to which this version applies before requesting an extension. Maintain the distinction between a similar anomaly and an anomaly actually verified.

FretGuard can take care of qualification, sending claims and reminders up to tracking credit notes. You maintain visibility on each file and the decisions that are yours. The mission framework specifies the exchanges managed by our team.

Discover support for transport invoicing discrepancies

Consult the checklist before an invoice audit