Dispute Reply Incorrect Invoice Claim Email Template

If a client claims an invoice is incorrect, use this Dispute Reply Incorrect Invoice Claim template to clarify details, confirm valid facts, and move the matter forward neutrally.

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When to use / when to send

Client disputes an amount or item as billed.
Error or question about the invoice details (not terms disagreement).
When you want to keep the tone fact-based and cooperative.
On first reply after receiving a dispute.

Checklist / what to include

Invoice #{{InvoiceNumber}} and amount under dispute.
Clear summary of the client’s issue (in their words).
Confirmation of your understanding or request for documentation.
Attached corrected or original invoice, if applicable.
Clarification that resolution is your priority.
Reply-by timeline for both parties.
Reference dispute process in <a href="/seo-pages/dispute-response-template-for-invoice-payment">dispute response template</a>.

Copy/paste template

Hi [ClientName],

Thank you for your message regarding invoice #[InvoiceNumber] ([Amount]). We want to resolve any concerns promptly. Please confirm the details you believe are incorrect, or send the documentation if the issue is on our side.

Once we receive clarification, we’ll update and resend the invoice if needed. Feel free to reply with any details or questions.

Thank you,
[YourName]
[Company]

How to use this template

Acknowledge disputes factually—don’t argue, just clarify.
Attach or reference the invoice directly.
Request clear supporting documentation if the claim is unclear.
Offer to update and resend if appropriate.

Recommended timing / follow-up plan

Reply within 1 business day of receiving a dispute.
If client goes silent, follow up politely after 2 business days.
If resolved, confirm agreement and next steps in writing.
If dispute remains, escalate or involve AP as needed.

Best practices / common mistakes

Never accept blame unless facts are confirmed.
Keep all records and replies written.
Do not delay your response—swift communication resolves most issues.
Summarize client’s concern back for clarity.
If details are still unclear after reply, try <a href="/seo-pages/invoice-payment-hold-dispute-email">invoice payment hold dispute template</a>.
Stay neutral and solution-focused.

FAQ

Include the disputed invoice, any supporting records, or a corrected version if the error is clear.