Before disputing a 3PL surcharge, establish what you can demonstrate. An unexpected charge is a reason to ask a question; a verified difference gives you a specific amount to discuss. This guide describes a billing-review workflow, not contractual or legal advice.
Check the agreement and the event
Find the term that applies to the charge, including amendments and effective dates. Confirm the service, shipment reference and triggering event. For a size-related charge, request packed parcel measurements. For a receiving charge, check the receiving record. If the evidence is missing, ask for it before asserting an exact correction.
Calculate the amount you are querying
In an illustrative example, the invoice says £8.50 and the applicable fixed surcharge is £5.00. The difference is £3.50 per supported occurrence. If three separate occurrences are verified, the total queried difference is £10.50. Do not multiply that amount across unrelated rows, unverified shipments or charges already credited.
Send a focused billing query
Include the invoice number and row, order or shipment reference, charge code, amount billed, expected amount where known, and the rate-card reference. State the evidence used and attach the relevant extracts. Check the agreed query process and time limits; this guide does not establish a right to withhold payment or guarantee a refund.
An example request is: “Please review this surcharge. The invoice shows £8.50; our applicable rate card lists £5.00. We calculate a £3.50 difference. Please confirm whether another agreed term applies, or explain the proposed correction.” Adapt it to your evidence rather than sending it as a generic allegation.
Record the response
Your provider may supply missing evidence, identify a newer agreed rate or confirm an error. Keep that response alongside the original calculation. If a credit is agreed, record the credit-note reference and check it against the account. Do not count an identified difference as money recovered.
What WarehouseAudit does
WarehouseAudit shows supported charged-versus-expected comparisons and evidence for review. It does not automatically claim refunds, send disputes or guarantee credits. The merchant decides whether to query a charge. Run a free 3PL invoice audit, or read how to check unexpected fees before preparing your query.
Ready to check your own invoice?
See the 3PL invoice audit workflow for supported inputs, a charge comparison and the route to running your first check.