How to handle a supplier invoice that does not match the order

Catch pricing and quantity mismatches before they eat your margin.

Compare it the day it arrives. Check the invoice against the purchase order or quote and the delivery slip while the delivery is fresh.
Check price, quantity and item. Look for a changed unit price, short counts, substitutions and items you never ordered.
Photograph the evidence. Take photos of the delivery, packing slip and any damaged items.
Contact the supplier in writing. Send the invoice number, the difference and what you expect, such as a corrected invoice or credit.
Hold the payment on the disputed line. Pay what is correct and keep a note of what is in question and who you spoke to.
Record the fix on the job. Update the job cost so the margin you see is the real one.

Common questions

Check your account terms and your supplier agreement. Many shops pay the undisputed amount and dispute the rest in writing.

Ask the supplier for a date when you send the dispute and follow up when that date passes.

General information, not legal or financial advice. Verify with your attorney or accountant.

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