Start with whose invoice it is
For a carrier, broker or forwarder whose invoice has been questioned as higher than the quote: the receivable is yours, and each billed line needs its rate term and service record before the customer will pay it. The same record check applies in the other direction when a shipper reviews a bill it received; keep the two questions separate.
Match the invoice, shipment reference and bill of lading. Check quote validity, route, transport mode, shipment characteristics and included services against the agreement and rate/tariff version applicable to the shipment. Different quote assumptions prevent a complete comparison.
Connect the minimum records
Use one row per charge: invoice line, applicable term, evidence file/page and unresolved question.
- Keep the quote or rate confirmation, applicable agreement and original invoice together.
- Match weight, dimensions, class and route to the shipment records. For a reweigh or inspection difference, request the carrier's supporting record; keep contrary origin evidence visible.
- For extra services, connect the charge to its term, authorization where relevant, and service record. Link revised bills and posted credits to prevent double counting.
Synthetic example: one unsupported line
Invented USD amounts, not a carrier's fees. Assume the shipment match and stated rate terms have been checked.
| Billed line | USD | Record check |
|---|---|---|
| Linehaul + fuel | 1,380 | Matches applicable quote |
| Liftgate | 75 | Term, authorization and service record match |
| Reweigh adjustment | 90 | Inspection support missing |
The supplied set explains USD 1,455; USD 90 needs supporting detail. Missing inspection evidence does not establish an invalid charge or a refund. This is a billed-charge check, not a cash-allocation calculation.
Use the provider's current review route
FedEx Freight's U.S. public review form distinguishes incorrect rate, inspection, reweigh and documentation requests. Those categories describe that provider's route, not every carrier's evidence rules. Worldwide Express also identifies contract-rate comparisons as an accessorial check.
Confirm current carrier/broker instructions; this guide supplies no deadline or mandatory document list. Record conflicting rates, service records or shipment matches for customer resolution before external action.