Check amounts, references and line items against the records that support them. Give discrepancies an owner and keep the answer available when the invoice moves to another reviewer.
Invoice dispute email
The invoice shows £12,400, but the delivered quantity differs from our order.
Invoice follow-up
Record the next step beside the invoice and delivery evidence.
The amount and its supporting records
An invoice may need to be read beside a purchase order, agreement, delivery record or supplier explanation. Group them by invoice or order reference so the reviewer can see which transaction the question concerns.
Keep revised invoices and follow-up correspondence identifiable. A later attachment can answer a question without making the earlier document irrelevant to the review.
Bring invoice references, suppliers, amounts, currencies, due dates and line items into a table. Extract the same details from different suppliers’ emails and documents, with the original material available beside each value.
Compare units, repeated rows and missing details as you review. Correct the working data without changing the invoice, retain the review history and choose which reviewed rows to include when you share the table.
Disputes and finance updates
Assign a question about a different amount, unexplained charge or missing delivery record to someone who can resolve it. Keep the invoice and other supporting documents with the request.
Record the supplier’s answer, the accepted correction or the remaining dispute beside its correspondence. Your finance process handles invoice approval and payment.
Finance may need a reviewed line-item export. An account owner may need only the disputed reference, next action and stated date. Prepare the output around that audience rather than sharing the entire correspondence set.
Get an alert before a checked due date while a question is still open. Export the reviewed fields to a spreadsheet or share them with your accounting integration; posting and payment stay in the finance system.
Yes. Extract common fields and use invoice or order references to compare related items. Open revised invoices and conflicting amounts beside their original documents when you review the table.
Prepare checked invoice data and record the questions and answers behind it. Your existing finance process remains responsible for approving and paying the invoice.
Compare the invoice with the order and supplier’s explanation, then assign and record the answer to the discrepancy.
