The invoices differ from approved quotations
Three supplier invoices have arrived after the event, and each total is higher than the quotation the committee approved.
The short answer
Do not pay or dispute yet. Put each quotation and invoice side by side, line by line, and mark every difference as unexplained, explained by an approved change, or needing the supplier's evidence. Then ask the person with finance authority what may be paid, held or queried.
The invoice reconciliation worksheet lists mismatched quantities, prices, duplicates and unresolved items. It does not connect to finance systems or make payments.
What is known and what is not
| Known | Not yet known |
|---|---|
| The catering invoice is higher by 12 percent, the AV invoice has two extra lines and the printing invoice repeats a reference. | Whether the differences are approved changes, errors, extras requested on site or duplicates. |
| The committee approved the three quotations in writing before the event. | Whether any variation was approved in writing, and who gave the approval. |
| Delivery notes were signed on the day for catering and printing. | Whether the AV supplier has a signed delivery or completion record. |
| Payment terms appear on the quotations. | What the contract says about disputed invoices. That is a question for the competent party. |
Who has authority to decide
The treasurer or finance lead decides what is paid, held or queried. The person who approved the quotation confirms whether a change was agreed. Contract terms, late payment and disputes are for the competent party. The event team prepares the comparison and does not decide the commercial position.
Record each difference, the evidence and the decision owner in the decision log.
The realistic options
| Option | What it involves | Consequence to weigh |
|---|---|---|
| Pay the undisputed amount and query the rest | Pay the approved quotation amounts and ask the supplier to explain the difference in writing. | Maintains the relationship. Terms for partial payment depend on the contract. |
| Hold all three until explanations arrive | Pause payment and request itemised explanations by a stated date. | Clear, but may affect the relationship and any terms that apply. |
| Accept explained differences through a change record | If a change was approved or delivered at the committee's request, record it and approve payment. | Closes the item with evidence. Needs a change request afterwards. |
| Escalate to the competent party | Send disputed items to the adviser or lawyer to advise on the contract. | Provides a view on rights. May cost time or fees. |
Communications: who says what to whom
Write to each supplier with the quotation reference, the invoice reference and the specific difference. Ask for an itemised explanation and any delivery evidence by a stated date. Do not allege error or bad faith.
Tell the committee the totals, the differences and the decisions needed. Do not share unproven claims about a supplier.
- Short message template: Thank you for invoice [number]. It differs from approved quotation [number] by [amount] on [line]. Please send an itemised explanation and any delivery or completion record by [date]. We will confirm the payment position in writing once we have reviewed it.
Follow-up and preventing a repeat
- Close each difference with a note: approved change, error corrected or unresolved.
- Store the quotation, the variation approval, the delivery note and the invoice together.
- Require supplier changes in writing during the event, with the name of the approver.
- Add a rule to the brief: no extras on site without a named approver.
Worked example · Fictional example
Persatuan Fiktif Pengurusan: three invoices above quote
Fictional organisation and figures, written to show the level of detail that is useful.
A fictional management association receives invoices from catering, AV and printing. Catering is higher by 12 percent, AV has two extra lines and printing repeats an earlier reference. The treasurer asks the secretariat to prepare a line-by-line comparison.
The worksheet shows that part of the catering difference matches 20 extra meals requested on the day with a signed note, AV has no delivery record for one extra line, and the printing reference is a duplicate. The treasurer approves the explained items, holds the other two and asks the adviser one contract question.
Use this yourself
Invoice difference worksheet
One row per difference. Do not mark a line as paid until the decision owner has approved it.
- Supplier, quotation reference and invoice reference:
- Differences by line (quantity, price, extra items, duplicates):
- Written approval for any variation, and who gave it:
- Delivery or completion evidence:
- Payment terms on the quotation:
- Contract question for the competent party:
- Decision owner and decision: pay, hold or query:
- Message to supplier and date sent:
| Supplier | Quotation line | Invoice line | Difference | Evidence | Decision owner | Status |
|---|---|---|---|---|---|---|
Handle it in-house, or bring in help?
Your team can usually handle this when
- Differences are small, explained by an approved change and one person holds the records.
- The treasurer can decide quickly.
- No disputed terms are involved.
Outside planning help earns its fee when
- Several suppliers and many lines differ and nobody has compared them.
- Variations were agreed verbally and cannot be traced.
- The amounts are large or a supplier is pressing for payment.
Want the invoices reconciled to the approved scope?
A planning diagnostic can compare the approved scope with what was delivered and invoiced and list the unresolved items with owners and dates. A conference project lead can then coordinate the agreed reconciliation with the finance lead for a set period. Contract and payment questions stay with your own treasurer and adviser.
Questions organisers ask
Should we pay the undisputed part?
That is for the treasurer and may depend on the contract. Check the payment terms with the competent party before deciding.
What if the supplier says we asked for the extra work?
Ask for the written request or delivery record. If a variation was agreed, record it. If not, explain the difference politely.
How do we avoid this next time?
Require written variations with a named approver, and keep the approved quotation next to the delivery record.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.