# Reconcile a media invoice against the insertion order and delivery

A line-by-line check of a vendor invoice against the IO and ad server data, with discrepancies, makegoods, and a dispute note.

- Topic: Finance & Accounting
- Framework: Few-Shot
- Level: Standard
- Tags: Finance, Summarize, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/reconcile-a-media-invoice-against-the-insertion-order-and-delivery

## Prompt

```text
Help me reconcile a media vendor invoice before we pay it and bill the client.

**Insertion order terms:** [PASTE OR SUMMARIZE - placements, flight dates, rate type (CPM, CPV, flat), booked units, net cost, guarantees such as viewability or audience]
**Vendor invoice:** [PASTE LINE ITEMS]
**Third-party delivery data:** [AD SERVER OR VERIFICATION REPORT - impressions, clicks, views, viewability, IVT]
**Discrepancy threshold in our terms:** [e.g. "we pay on ad server counts if the gap is over 10%"]
**Agency commission and billing basis:** [e.g. "bill client gross, 15% commission"]

For each line, check:
- Billed units vs booked units vs third-party delivered units.
- Rate billed vs rate on the IO.
- Delivery outside the flight dates or on placements not booked.
- Under-delivery that should trigger a makegood or credit.
- Over-delivery billed beyond the IO cap.
- Invalid traffic or non-viewable impressions billed against a guarantee.
- Math errors in net, gross, commission, and taxes.

Return:
1. A reconciliation table: line | booked | vendor-reported | third-party | variance % | billable amount | action (pay / short-pay / dispute / request makegood).
2. Total invoice vs total amount we should pay.
3. A short, factual email to the vendor listing each discrepancy and what we are asking for.
4. A note for the client bill explaining any credits or adjustments.

Show your working on every number. Do not assume figures that are not in my data; mark missing items [NEED DATA].
```

## What to fill in

- PASTE LINE ITEMS
- e.g. "we pay on ad server counts if the gap is over 10%"
- e.g. "bill client gross, 15% commission"
- NEED DATA

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.