Supplier invoice & freight bill audit
Supplier invoices and freight bills checked against your POs and agreed rates.
Check Retailer deductions & AP portal desk for small CPG brands
What UNFI, KeHE and Walmart took off your payment, listed with the backup to dispute it.
{{BRAND}} submits your invoices to your customers' AP portals and watches for rejections. Each week we match every remittance to your invoices and list each deduction and short-pay with its backup: the PO, the delivery receipt, your promo agreement. For the ones that look wrong, you get a dispute packet to submit yourself. A person checks every line.
- No card needed
- No software to install
- Your sheet stays yours
Week of 28 Sep · 2 customers4 to dispute
DisputePromo allowance taken: $1,240.00. Your promo sheet allows $800.00, so $440.00 over
DisputeShortage of 12 cases on INV-3318: $386.40. Signed receipt shows 96 of 96 delivered
Need info"Damage allowance" 2% on INV-3360: $182.40. Not in the terms you sent
PortalINV-3371 rejected for a PO number mismatch. Corrected and resubmitted
Matches4 of 9 invoices on the 30 Sep remittance paid in full
Sample with made-up invoices and amounts
The problem
The payment arrives short, and nobody has time to find out why.
A code, not a reason
The remittance says "MCB", "spoils" or "shortage" and a number. The proof sits in a retailer portal, a distributor PDF, your promo calendar and a delivery receipt in someone's inbox.
The dispute window is short
Retailers and distributors set their own windows for disputing a deduction. One nobody looked at before it closes is usually written off.
Five customers, five portals
An invoice rejected over a PO number or a missing delivery date sits unseen in one of several logins, and payment usually waits until it's fixed.
One promo deduction taken in error can be worth more than a month of {{BRAND}}. We do the portal, matching and listing work for a flat fee from $200 a month, and you don't have to hire or train anyone.
How it works
Three steps. Your first check is last month's.
Send last month's files
An open-invoice export from QuickBooks Online, NetSuite or Excel, the month's remittance advices and deduction reports, and your vendor and promo agreements. For the free check we need files only, no logins.
We match and list every gap
We match each payment to your invoices and list every deduction and short-pay with its reason code. A person then checks each one against your PO, delivery receipt and agreement. If we can't back it up, it goes on a "need info" list, not the dispute list.
You get a packet to submit
A sheet with each deduction, the backup and the dispute deadline, plus a drafted packet for every one we can support. You submit it from your own portal or email. Deductions your paperwork supports are marked valid and left alone.
What changes hands
What you send, and what you get each week
You send
- An open-invoice export from QuickBooks Online, NetSuite, Business Central or Excel
- Remittance advices and deduction reports as they arrive (forward the emails)
- Your vendor agreements, promo calendars and price lists, once and again when they change
- POs, bills of lading and signed delivery receipts for what shipped
- For ongoing portal work: a separate named user for us in each portal, where the portal's terms allow one
You get
- Invoices submitted to each customer portal, with rejections fixed or flagged to you
- Remittances matched to invoices in your own sheet, ready for your bookkeeper to post
- Every deduction and short-pay listed with reason, amount, backup and dispute deadline
- A drafted dispute packet for each deduction we can support
- A month-end summary: submitted, paid, deducted, disputed, credited
- A real person to reply to: {{FIRST_NAME}}
Sample deductions report
What lands in your inbox each week
A short summary, a dispute list you can work from, and the note to send with it. This sample uses a made-up brand, distributor, retailer and numbers.
From {{FIRST_NAME}} at {{BRAND}}
Subject Week of 28 Sep: 4 deductions to dispute ($1,353.40), 2 need your paperwork, 2 portal rejections
Dispute with Distributor A (4) · $1,353.40
- DED-7701 · Promo allowance · INV-3302: $1,240.00 taken. Your promo sheet (1–30 Sep) allows $0.50 a case on 1,600 cases, $800.00. Promo sheet attached, tab "Sep promos". $440.00
- DED-7705 · Shortage · INV-3318: 12 cases at $32.20. Signed delivery receipt shows all 96 cases received on 14 Sep. $386.40
- DED-7712 and DED-7719 · Duplicate · INV-3342: the same $215.00 taken twice. $215.00
- Short-pay · INV-3350: 240 cases paid at $21.10. PO-5521 says $22.40. $312.00
Need your paperwork (2) · $432.40
- Damage allowance · INV-3360: 2% of $9,120.00, $182.40. Not in the vendor terms you sent us. Is there an allowance clause we haven't seen?
- Compliance fee, Retailer B · $250.00 for a "late ASN". We need the time the ASN was sent from your system to say whether it was late.
Portal watch (2)
- INV-3371 · Retailer B: rejected, PO number didn't match. Corrected from your order confirmation and resubmitted on 2 Oct.
- INV-3374 · Retailer B: rejected, delivery date missing. Waiting for the receiving date from you.
Checked and matches
- Distributor A's 30 Sep payment of $18,640.00 is matched to 9 invoices. 4 were paid in full and the other 5 are listed above.
Attached: the report (also in your Google Sheet, tab "Wk 40") and one dispute packet for each deduction above. Your vendor agreement with Distributor A, in this sample, allows 60 days from the remittance date, so please submit by 29 Nov.
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
The dispute list for Distributor A
In your sheet, each line links to the remittance, the PO, the receipt or the promo sheet behind it.
| Item | Taken or short | Your paperwork supports | To dispute |
|---|---|---|---|
| DED-7701 promo allowance on INV‑3302 (promo sheet, Sep) | $1,240.00 | $800.00 | $440.00 |
| DED-7705 shortage, 12 cases on INV‑3318 (receipt: 96 of 96) | $386.40 | $0.00 | $386.40 |
| DED-7712 and DED-7719, the same $215.00 twice on INV‑3342 | $430.00 | $215.00 | $215.00 |
| INV‑3350 short-pay: 240 cases at $21.10, PO says $22.40 | $312.00 | $0.00 | $312.00 |
| Total to dispute, remittance of 30 Sep | $2,368.40 | $1,015.00 | $1,353.40 |
From You (we draft it, you send it)
To Deductions team, Distributor A
Subject Remittance of 30 Sep: 4 deductions to correct, 1 question
Hi team,
We've reviewed the 30 Sep remittance against our POs, delivery receipts and promo agreement. The attached packet lists 4 items, $1,353.40 in total, with the backup for each one.
Could you confirm these and show the credit on the next remittance? We'd also like to see the clause that supports the 2% damage allowance on INV-3360.
Thanks,
[Your name]
Pricing
Priced by invoices a month, not by seat or a share of what you recover
Up to 60 invoices a month
$200/month
For a founder-run brand with a few customers
Up to 200 invoices a month
$400/month
For a brand with a distributor and several chains
Up to 500 invoices a month
$700/month
For many portals and a busy deductions queue
Every plan includes
- Invoices submitted to your customers' AP portals
- Rejections caught, fixed or flagged to you
- Remittances matched to invoices in your own sheet
- Every deduction and short-pay listed with its backup
- A drafted dispute packet for each one we can support
- Dispute deadlines noted from your agreements
- A flat fee: we never take a share of what you recover
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 500 invoices a month? Ask us.
Last month checked free. Send last month's remittances, your open-invoice list and your agreements. No card, no contract.
Get my free checkFor context: a full-time offshore assistant costs about $500–1,400 a month, plus the time it takes you to train and check them. A deductions coordinator in one US job ad was paid $25–27 an hour. Some deduction recovery services charge a share of what they recover, and third-party lists put one claim-based tool at about $0.40–0.70 per claim.
What we don't do: collect money, call your customers to demand payment, send disputes or agree to credits in your name, negotiate with buyers, or give legal, tax or accounting advice. We don't post to your books unless you ask, and we're not a collection agency. We're not affiliated with any retailer or distributor named on this page.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. The work runs on portals, email and shared files, so the time difference doesn't slow it down: your free check comes back within 5 working days of getting the files.
What access do you need?
For the free check, files only: remittances, an open-invoice export and your agreements. For ongoing portal work we ask for a separate named user in each portal that allows one, which you can switch off any time. We never need passwords to your bank, your email or your accounting system.
Is my data safe?
Your invoices, remittances and agreements are used only to check your payments. They're kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold, and are deleted within 7 days if you leave. Vendor agreements are often confidential, so check yours allows sharing with an outside helper; we're happy to sign your NDA first. If you're in the UK or EU, we'll sign a data processing agreement. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software helps us read remittances and sort lines. A person checks every deduction against your paperwork before it goes on the list. If we can't point to a document and a number, it goes on the "need info" list, not the dispute list.
How do you handle portal logins?
Where a portal allows more than one user, you create a named user for us and can switch it off any time. If a customer's terms don't allow that, you keep the login and send us the invoice files, and we prepare them for you to upload. We only submit invoices. We don't change bank details or remittance settings.
Do you contact my customers?
We submit invoices to the portals you set up. We don't email or call buyers about disputes or late payment, and we never ask anyone for money. You send the dispute packet yourself, from your own portal or email.
What if a deduction is valid?
Then we mark it valid and say why, for example that your promo sheet covers it. It stays off the dispute list. Some months most deductions are fine, and we'll tell you so.
What don't you do?
We don't collect or move money, call customers to demand payment, negotiate with buyers, or agree to a credit or settlement in your name. We're not lawyers, accountants or a collection agency, and we don't give legal, tax or accounting advice. We read your agreements as written and flag unclear clauses rather than give a legal view. Promotion planning and trade-spend strategy are yours.
What happens after the free check?
The free check covers last month's remittances, from files only, with no card. Then pick a plan or stop. Either way, the report, the dispute packets and every file we made are yours.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Last month checked free
Start with last month's remittances
Tell us who you sell to and roughly how many invoices you send a month. {{FIRST_NAME}} will reply within one working day with a short list of files to send. Your free check comes back within 5 working days of getting them.
Prefer email? {{EMAIL}}