Vendor Invoice Checker for Parts Orders
Compares a parts vendor invoice line by line against what the shop ordered and the prices the vendor quoted.
Before and after
Vendor Invoice Check
Vendor: Beacon Auto Parts
Invoice: 48213, dated 3/12
Invoice total as billed: $456.75
Summary
We checked 7 invoice lines and compared them to 5 ordered items. We found 5 issues and 2 items to confirm. If every flagged issue is corrected, we should owe $368.50 instead of $456.75. Invoice total minus what we should owe: $456.75 - $368.50 = $88.25.
Overcharges and errors
- Front brake rotors (ACD-R1): quoted $48.00 each, billed $52.00 each. 2 x $4.00 = $8.00 too high. Should be $96.00, billed $104.00.
- Spark plugs (SP-44): you ordered 4, billed 5. One extra plug is $6.25. Should be $25.00, billed $31.25.
- Serpentine belt (BLT-871): billed 2 at $22.00 = $44.00. You ordered 1. The wrong belt went back and a replacement came, so you should owe $22.00 for one belt. Overbilled $22.00. Ask for a credit for the returned belt.
- Alternator core charge: billed $40.00. You returned the core on 3/13 under slip RC-9917, but no credit shows. Ask for a $40.00 credit. The core charge itself matches the quote, so the issue is the missing credit.
- Delivery fee: billed $12.00. You were quoted free delivery over $100, and this order is well over $100. Overbilled $12.00.
Difference total: $8.00 + $6.25 + $22.00 + $40.00 + $12.00 = $88.25.
Items to confirm
- Tax: the lines add up to $456.75 as billed (104.00 + 36.50 + 189.00 + 40.00 + 31.25 + 44.00 + 12.00), so the vendor's addition is right. Tax shows $0.00. Please confirm locally, or with your accountant, whether tax should apply to this purchase.
- Belt return slip: return slip RC-9917 covers the core. Please confirm whether the wrong belt had its own return slip, and share the number if so, so the vendor can match it.
Lines that match
- Front brake pads (ACD-P7): 1 at $36.50, as quoted
- Alternator (ALT-220): 1 at $189.00, as quoted
Safety reminder
This invoice includes brake parts (rotors ACD-R1 and pads ACD-P7) for the Durango, RO 5521. A wrong part (the belt) was already delivered on this same order, so before the rotors and pads go on the vehicle, please confirm the part numbers and fit match the Durango and what you ordered.
Corrected amount
Rotors $96.00 + pads $36.50 + alternator $189.00 + spark plugs $25.00 + belt $22.00 = $368.50. The $40.00 core charge is offset by the $40.00 core credit, so net $0.00. Delivery $0.00. Corrected total: $368.50. Still unconfirmed: the tax question and the belt return slip.
Draft message to Beacon Auto Parts
Hi, I am checking invoice 48213 dated 3/12 before payment and found a few items to fix:
- ACD-R1 rotors were quoted at $48.00 each and billed at $52.00 each. Please adjust by $8.00.
- SP-44 spark plugs: we ordered 4 and were billed for 5. Please credit $6.25.
- BLT-871 belt: we were billed for 2. One was returned as the wrong part and replaced. Please credit $22.00.
- ALT-220 core: we returned the core on 3/13 under slip RC-9917. Please credit the $40.00 core charge.
- Delivery: this order was quoted with free delivery over $100. Please remove the $12.00 fee.
With these changes the invoice total should be $368.50. Please send a corrected invoice or credit memo. Thank you.
What it does
Compares a parts vendor invoice line by line against what the shop ordered and the prices the vendor quoted. It flags overcharges, wrong quantities, missing items, unexpected fees, and credits you should have received, so you only pay what you owe.
Use it when: Use when an auto repair shop needs to check a parts vendor invoice against what was ordered and what the vendor quoted, such as "check this invoice," "did the vendor overcharge us," "does this match our order," or "look over this parts bill before I pay it."