Billing mistakes can feel like trying to untie a knot blindfolded. Each incorrect charge needs careful handling to get fixed, and using the right words makes all the difference between a quick resolution and a lengthy back-and-forth.
Writing clearly while staying professional speeds up corrections and keeps business relationships strong. Here’s the good part – a properly written dispute email can speed up corrections and maintain solid business partnerships. These proven templates will show you exactly how to handle any billing issue through email.
Invoice Dispute Email Samples
Here are proven ways to handle invoice disputes through email, with samples for every situation you might face.
1. Basic Invoice Amount Discrepancy
Subject: Invoice #12345 – Amount Discrepancy Query
Dear Mr. Thompson,
After reviewing Invoice #12345 dated October 15, 2024, we noticed a discrepancy in the total amount charged. The invoice shows $2,500, but according to our purchase order and agreed-upon rates, the correct amount should be $2,000.
Please find attached both the original purchase order and your invoice for reference. Could you kindly review these documents and adjust the invoice accordingly? We want to process this payment promptly but need the correct amount reflected first.
Looking forward to your response and resolution of this matter.
Best regards, Sarah Chen Procurement Manager
2. Double Billing Issue
Subject: Duplicate Charge on Invoice #789-B
Dear Ms. Rodriguez,
We received Invoice #789-B dated November 1, 2024, and noticed that the consulting services for Project Mercury have been billed twice on the same invoice. The $1,500 charge appears on both line items 3 and 7.
We value our business relationship and want to ensure accurate payment processing. Could you please revise the invoice to remove the duplicate charge and send an updated version?
Thank you for your attention to this matter.
Kind regards, Michael Barnes Finance Director
3. Wrong Service Package Billed
Subject: Incorrect Service Package – Invoice #456-XZ
Dear Support Team,
Our company recently received Invoice #456-XZ for our monthly subscription. However, we noticed we’ve been charged for the Enterprise package ($599/month) when we’re currently on the Professional package ($299/month).
Our contract clearly states we’re on the Professional tier until January 2025. Please review our account details and send a corrected invoice reflecting our actual subscription level.
Thank you for your quick attention to this.
Regards, David Wilson Operations Manager
4. Missing Discount Application
Subject: Agreed Discount Missing – Invoice #2024-103
Dear Mr. Lee,
We received Invoice #2024-103 dated November 5, 2024, but noticed our agreed 15% bulk purchase discount hasn’t been applied. This discount was confirmed in your email dated October 25, 2024, for orders exceeding $10,000.
Our current order totals $12,500, which qualifies for this discount. Could you please revise the invoice to include the 15% discount and send an updated version?
Thanks for your help with this matter.
Best regards, Rachel Foster Purchasing Supervisor
5. Incorrect Tax Application
Subject: Tax Exemption Status – Invoice #TR-789
Dear Billing Department,
We received Invoice #TR-789 and noticed that sales tax has been applied to our purchase. As a registered non-profit organization, we’re exempt from sales tax, and our tax exemption certificate was submitted with our initial account setup.
Please find attached our current tax exemption certificate for your records. Could you kindly revise the invoice to remove the sales tax charge?
Thank you for your assistance.
Sincerely, Robert Chang Financial Controller
6. Service Not Received
Subject: Billing Query – Services Not Delivered (Invoice #ABC-123)
Dear Customer Service Team,
We received Invoice #ABC-123 for technical support services supposedly delivered on November 1, 2024. However, our records show that no technician visited our site on that date, and no remote support was provided.
Please check your service delivery records and either confirm the service date or cancel this charge. We’re happy to process payment once this is clarified.
Thank you for looking into this.
Best wishes, Amanda Taylor Office Manager
7. Price Increase Without Notice
Subject: Unexpected Price Change – Invoice #2024-445
Dear Ms. Anderson,
We noticed on Invoice #2024-445 that the unit price for widgets has increased from $45 to $60 without prior notification. Our contract stipulates that price changes require 30 days written notice.
Could you please review this and either apply the previous agreed price or provide documentation of the price change notification? We’d like to resolve this quickly to maintain our payment schedule.
Looking forward to your response.
Kind regards, James Mitchell Supply Chain Manager
8. Incorrect Quantity Listed
Subject: Quantity Discrepancy on Invoice #LMN-456
Dear Accounts Team,
Upon reviewing Invoice #LMN-456, we noticed the quantity listed for item code BT-789 shows 1,000 units, but our receiving records confirm only 750 units were delivered on October 30, 2024.
Please adjust the invoice to reflect the actual quantity received. We’ve attached our receiving documentation for your reference.
Thank you for your prompt attention.
Best regards, Patricia Lopez Inventory Manager
9. Contract Rate Mismatch
Subject: Rate Discrepancy – Invoice #CT-2024-78
Dear Mr. Phillips,
We’re reviewing Invoice #CT-2024-78 and found that the hourly rate charged ($125) doesn’t match our contracted rate of $100 per hour, as per the agreement signed in January 2024.
Could you please review our contract and adjust the invoice to reflect the correct rate? We’ve attached the relevant contract page for easy reference.
Thanks for your help.
Regards, Steven Wright Project Manager
10. Shipping Charges Dispute
Subject: Query About Shipping Charges – Invoice #SH-891
Dear Support,
Regarding Invoice #SH-891, we notice shipping charges of $250 have been applied. According to our bulk order agreement, shipping should be free for orders over $5,000. This order totals $6,750.
Please review our agreement and remove the shipping charges from the invoice. We look forward to processing the corrected version promptly.
Thank you for your assistance.
Best regards, Linda Martinez Logistics Coordinator
11. Incorrect Currency Application
Subject: Currency Error on Invoice #INT-456
Dear Accounts Department,
We received Invoice #INT-456 and noticed the amounts are in USD instead of EUR as specified in our international trading agreement. This has led to a significant difference in the payable amount.
Please reissue the invoice using the correct currency and applicable exchange rate as of the invoice date. We need this corrected to process payment properly.
Thank you for your quick action on this.
Best wishes, Thomas Schmidt International Trade Manager
12. Expired Promotion Applied
Subject: Promotion Validity – Invoice #PR-789
Dear Billing Team,
On Invoice #PR-789, we see that the Summer Special promotion has been applied. However, this promotion expired on September 30, 2024, and our order was placed on October 15, 2024.
Please update the invoice with current applicable rates. We’d appreciate receiving the revised version soon to avoid any payment delays.
Thank you for handling this matter.
Kind regards, Nicole Anderson Accounts Payable Specialist
13. Service Level Agreement Breach
Subject: SLA Credit Request – Invoice #SLA-202
Dear Account Manager,
According to our Service Level Agreement, we’re entitled to a 10% credit for any month where uptime falls below 99.9%. Your October report shows 98.5% uptime, but Invoice #SLA-202 doesn’t reflect this credit.
Please revise the invoice to include the SLA credit. We’ve attached the October uptime report for reference.
Looking forward to your response.
Best regards, Kevin O’Brien Technical Operations Director
14. Misapplied Late Fee
Subject: Late Fee Dispute – Invoice #LF-101
Dear Accounts Receivable,
We received Invoice #LF-101 which includes a late fee of $75. Our records show we submitted payment for the original invoice on October 28, 2024, before the due date of October 30, 2024.
Please find attached our payment confirmation. We request removal of this late fee and issuance of a corrected invoice.
Thank you for your attention to this matter.
Regards, Maria Garcia Treasury Manager
15. Incorrect Account Information
Subject: Wrong Account Details – Invoice #ACC-303
Dear Finance Team,
Invoice #ACC-303 has been issued under account number 12345, but our correct account number is 12346. This has caused confusion in our accounting system and payment processing.
Could you please reissue the invoice with the correct account information? This will help us maintain accurate records and process payment properly.
Thank you for your help.
Best wishes, Peter Johnson Account Manager
16. Bundled Services Dispute
Subject: Service Bundle Clarification – Invoice #BUN-505
Dear Sales Support,
On Invoice #BUN-505, we’ve been charged for the premium support bundle at $799/month. Our agreement specifically includes only the basic support package at $499/month with separate charges for additional services.
Please review our service agreement and adjust the invoice accordingly. We’re happy to provide our agreement copy if needed.
Thanks for your assistance.
Kind regards, Sarah Williams Customer Success Manager
17. Project Milestone Billing Issue
Subject: Project Phase Billing Query – Invoice #PM-606
Dear Project Accounting,
Invoice #PM-606 includes charges for Phase 3 deliverables, but according to our project timeline, Phase 2 is still ongoing and Phase 3 hasn’t started yet. The project schedule shows Phase 3 beginning January 2025.
Please adjust the invoice to reflect only completed project phases. We’ll process payment for Phase 3 once it begins as scheduled.
Thank you for reviewing this.
Best regards, Daniel Kim Project Director
18. Subscription Overlap Charge
Subject: Subscription Period Overlap – Invoice #SUB-707
Dear Billing Support,
We’ve noticed on Invoice #SUB-707 that we’re being charged for a new annual subscription starting November 2024, but our current subscription doesn’t expire until December 2024. This creates a one-month overlap in billing.
Please adjust the new subscription start date to begin after our current subscription ends. This will avoid double billing for December 2024.
Looking forward to your correction.
Regards, Emma Thompson Subscription Manager
19. Volume Discount Threshold
Subject: Volume Discount Application – Invoice #VD-808
Dear Sales Department,
Reviewing Invoice #VD-808, we notice our order of 5,000 units hasn’t received the volume discount. Your pricing structure indicates orders over 4,000 units qualify for a 12% discount.
Please recalculate the total with the applicable volume discount. We’ve attached your published pricing structure for reference.
Thank you for your help.
Best wishes, Christopher Lee Procurement Analyst
20. Service Quality Adjustment Request
Subject: Quality Adjustment Request – Invoice #QA-909
Dear Quality Assurance Team,
Regarding Invoice #QA-909 for cleaning services provided on November 1, 2024, several areas were left uncleaned, specifically the conference rooms and reception area, as documented in our service report.
Given these service gaps, we request a 30% reduction in the charged amount. Photos and our quality check report are attached for your review.
Thank you for your consideration.
Best regards, Michelle Palmer Facilities Manager
Final Tips: Writing Effective Invoice Dispute Emails
A well-written invoice dispute email speeds up billing issue resolution. Keep your tone respectful, add specific details about the problem, and include supporting documentation. Focus on finding solutions rather than placing blame.
Send a follow-up message if you don’t hear back within a few business days. Being professionally persistent often leads to faster answers. These email templates give you starting points – modify them based on your specific situation while keeping a professional, solution-focused approach.