How to check a freight invoice against your quote
Match each invoice line to the accepted quotation, the actual shipment measurements and any approved changes. Ask for supporting records for extras, check whether charges were already included or paid, and send a written discrepancy schedule. Cambridge China Bridge can help gather packing evidence through its staff in China.
Start with the quotation you accepted
Collect the accepted quotation, your acceptance message, booking confirmation, invoice and subsequent amendments. Match the shipment reference, route, transport service, collection point and delivery address. Record the quoted currency, payment terms, exclusions and any conditions allowing charges to change. A later quotation needs its own acceptance trail.
Make a reconciliation sheet with a row for each charge: quoted basis, invoiced basis, supporting document, difference and requested action. Check the scope before comparing totals. Our guide to comparing freight forwarder quotes covers the booking stage; hidden import costs explains the wider cost categories.
Rebuild the shipment measurement calculation
Compare the booked carton or pallet count, outer dimensions and gross weight with the final packing list and the forwarder's measurement record. Ask whether dimensions include pallets, protective packing and overhang. For mixed carton sizes, calculate each size group separately and add the results. Use consistent units throughout.
Apply the charging method in the accepted quote: measured volume, gross weight, chargeable weight or container basis. Ask for the agreed conversion factor, minimum charge and rounding method where relevant. If the invoice uses different measurements, request dated weighing or measurement records, photographs showing the shipment reference, and an explanation of any repacking. Factory estimates alone do not settle a remeasurement dispute.
Trace extras to an instruction or quoted condition
For each extra, ask what happened, when it happened, what triggered the charge and which accepted term or later approval supports it. Match delivery changes, repacking, inspections, waiting time and storage to emails, job records or event logs. An underlying supplier invoice helps explain the amount; it does not establish that you approved the extra.
For time-based charges, request the agreed free period, the chargeable start and end events, the rate schedule and the calculation. Compare these with arrival, release, collection, delivery and empty-container return records as applicable. Follow the guide to demurrage, detention and storage for those charge categories.
Check duplicates, credits and tax lines
Search by shipment reference, service and charge period across the forwarder's invoice, destination agent's bill, supplier paperwork and payment records. Different labels can describe the same service, while similar labels can cover separate work. Ask who performed each service and whether an inclusive quoted line already covers it. Reconcile deposits, earlier payments and credits before deciding the balance.
Keep freight service charges separate from duty and import VAT advanced on your behalf. Ask for the declaration and payment evidence behind those advances; use checking and correcting an import declaration if the customs figures need investigation. HMRC explains that credit notes amend or correct previously issued invoices. Ask for a correction document linked to the original invoice when a reduction is agreed.
Send a dispute pack that can be answered
Send the invoice issuer a discrepancy schedule identifying each disputed line, the quoted basis, the billed basis, your calculation and the correction requested. Attach the accepted quote, approval trail, packing evidence, event records and relevant payment records. Label attachments so the recipient can trace each claim. Ask for a line-by-line reply and any missing supporting documents.
Check the agreed invoice-query procedure and payment terms promptly. Propose how to handle the undisputed balance, and ask for written agreement on disputed sums, cargo release and further charges while the query is reviewed. Keep the original invoice, reply, correction document and final account reconciliation together. Cambridge China Bridge's China staff can help obtain factory packing records for shipments we handle.
Frequently asked questions
Why is my freight invoice higher than the quote?
Check changed shipment measurements, excluded services, approved delivery changes and time-based charges. Ask the forwarder to explain each difference against the accepted quote and supporting records.
How do I dispute a freight remeasurement?
Request the measurement record, weighing evidence and shipment-linked photographs. Compare outer packed dimensions, gross weight, units, conversion method and rounding with the accepted charging basis.
How can I spot duplicate freight charges?
Compare shipment references, services and charge periods across all invoices. Check inclusive lines, destination-agent bills, deposits and credits. Matching descriptions alone do not prove duplication.
Can I withhold payment for disputed freight charges?
Check your agreed terms and raise the query promptly. Seek written agreement on the disputed amount, undisputed payment and cargo release arrangements before changing payment.