The supplier invoice exceeds the purchase order. What should happen?
Unreconciled supplier chargeCompare the invoice with the order, accepted work, and approved changes before payment. Refer contractual or accounting treatment to the authorized finance and commercial owners.
What to do now
- Match invoice lines to the order
- Confirm delivery and acceptance evidence
- Check approved changes and discrepancies
- Resolve or route the exception before authorization
When to escalate
Escalate when
The difference is material, unsupported, or outside delegated authority.
Who decides
The budget owner and authorized finance representative
Example
An additional service charge is held for review because no approved change supports it.
Mistake to avoid
Approving the invoice merely because the work appears complete.
Prevent a repeat
Review remaining cost and commitments, not only money already spent; reconcile with the authorized finance source.
Related cases
- A milestone is complete but cannot be invoiced. What should we check?Delivery-to-billing gap
- The client paid less than the invoice. How should the project respond?Unresolved payment discrepancy
- What should happen before closing a supplier engagement?Incomplete supplier closeout
- Should a project continue when the remaining cost exceeds the remaining value?Continuation decision