# Audit freight invoices for overcharges and billing errors

Checks carrier invoices against contracted rates and shipment data, totals the overcharges, and drafts the dispute.

- Topic: Finance & Accounting
- Framework: RTF
- Level: Standard
- Tags: Finance, Legal, Summarize, Analyze, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/audit-freight-invoices-for-overcharges-and-billing-errors

## Prompt

```text
Help me audit freight invoices for overcharges.

**Invoices:** [PASTE OR SUMMARIZE: INVOICE NO., SHIPMENT ID, DATE, ORIGIN, DESTINATION, WEIGHT, CLASS OR DIMS, CHARGES BY LINE]
**Contracted rates:** [RATE TABLES, FUEL SURCHARGE FORMULA, DISCOUNTS, MINIMUMS, ACCESSORIAL SCHEDULE]
**Our shipment records:** [BILL OF LADING DATA, ACTUAL WEIGHTS AND DIMENSIONS, PROOF OF DELIVERY, APPOINTMENT TIMES]
**Dispute window in the contract:** [e.g. 90 or 180 days]

Check each invoice for:
- Rate not matching the contract for that lane, weight break, or class.
- Fuel surcharge applied at the wrong index or percentage.
- Reweigh or reclassification charges without supporting inspection evidence.
- Accessorials we didn't request or can disprove (liftgate, residential, inside delivery, detention without appointment evidence).
- Duplicate billing for the same shipment.
- Minimum charges applied incorrectly.
- Late delivery where service guarantees allow a refund.
- Math errors.

Rules: only flag an error if the data supports it; if I'm missing the contract term or record needed, list it as [NEED DATA] rather than guessing. Do not estimate refunds without showing the calculation.

Return:
1. An exceptions table: Invoice | Shipment | Issue | Billed | Should be | Difference | Evidence.
2. Total overcharge and the top recurring error types.
3. A dispute email to the carrier listing claims with evidence and the response deadline.
4. Process fixes to prevent these errors (pre-audit rules, accessorial approvals, dimensioner checks).
```

## What to fill in

- e.g. 90 or 180 days
- NEED DATA

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