Step 1: Confirm the error
Recalculate the figures yourself or upload the invoice. A confirmed finding gives you the expected amount, the amount on the invoice and the page where it appears. Rule out a misunderstanding first, such as a discount that applies only to a different order.
Step 2: Contact the supplier in writing
Be specific and brief. State the invoice number, the line or total that is wrong, the amount you calculate, and the document you want back.
Subject: Invoice INV-1042, correction needed
Hello, invoice INV-1042 shows a subtotal of 1,250.00, but the line items add up to 1,205.00. Please send a corrected invoice or a credit note for the 45.00 difference. A calculation report is attached. Thank you.
Step 3: Choose the right document
- Credit note. Reduces the amount you owe, keeps the original on record. Suits an overcharge.
- Corrected invoice. Replaces the original, which is cancelled. Suits errors in details or an invoice that should not have been issued as is.
Ask your supplier or accountant which applies, as tax rules differ by country.
Step 4: Handle payment
Do not pay the disputed amount until it is resolved. If payment is due, many businesses pay the undisputed part and note the reason in writing. Keep the correspondence together with the invoice.
Step 5: Prevent repeats
Check invoices before approval, not after payment. A pre-payment check takes seconds. See the list of common invoice errors for what to look for, and the longer guide on what to do when the total is wrong.