For ecommerce merchants
3PL Billing Errors: Is This Charge Wrong or Just Unexplained?
Suspected 3PL billing errors need three things: the invoice row, the applicable rate and evidence of the billable activity. Use those to separate a priced difference from a charge that needs more information, then run supported checks with WarehouseAudit.
One free trial audit. Supported invoice CSV, agreed YAML rate card and ShipHero dispatch CSV required. No card required.
Illustrative example · not a customer result
The same shipment, two different quantities
- Invoice row
- PICK · shipment TEST-104 · 4 units · £2.25
- Rate card
- £1.20 first pick + £0.35 each additional unit
- Fulfilment
- 3 fulfilled units in one shipment
- Expected
- £1.20 + (2 × £0.35) = £1.90
- Difference
- £2.25 − £1.90 = £0.35
Before treating this as a quantity error, confirm that the contract bills fulfilled units, that no component picks are missing, and that the row belongs to this shipment. An order for four units is not evidence that four units shipped. This illustrates supported Shopify pick logic; the public CSV trial has different scope.
Choose the next check from the evidence
- Rate and activity are both known
- Calculate the expected amount using the correct unit and effective date. A positive difference is worth reviewing with the invoice row and contract rule together.
- The rate is known but the quantity is missing
- Request the dispatch, receiving or other activity record. Do not multiply the rate by an assumed quantity or call the entire charge an overcharge.
- The reference appears twice
- Check for split shipments, distinct charge types and credits. Two rows with the same order reference are not automatically duplicates.
- The fee has no obvious rate
- Check the full agreement and effective amendments. Use the unexpected-fee check to distinguish missing terms from a fee that is not permitted.
What should you send to your 3PL?
Keep the invoice number and row, shipment reference, applicable rate version, activity record and calculation together. Ask a specific question: “This row bills four picks, but the linked fulfilment shows three. Is there another billable activity or contract rule that explains the extra unit?”
Check whether a credit has already been issued. Follow the query process in your agreement; an app finding does not establish a refund entitlement.
Run the comparison, then review the exceptions
The 3PL invoice audit compares supported charges against agreed terms and operational evidence. Missing matches and unsupported checks remain visible rather than being counted as confirmed billing errors.
For a broader manual review, use the seven-category billing checklist, including storage, carrier fees and credits. Those categories are not all automated.
Upload one invoice and your rate card.
Bring the shipment evidence too. Let WarehouseAudit do the first pass on supported charges, then review the differences and evidence gaps before deciding what to query.
One free trial audit. Supported invoice CSV, agreed YAML rate card and ShipHero dispatch CSV required. No card required.
Need help with the file formats? Ask about preparing your files.