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Invoice Rejection in the United Kingdom

Invoice rejection occurs when the customer does not accept the invoice or refuses to make payment due to some problem or misstatement in the invoice. Some common reasons for invoice rejection is as follows:

So that there will be no cause for impairment of the working relations with the supplier, all issues in the invoice should be handled with a professional manner.

Rejected invoice

How to Reject an Invoice?

The following are steps to take for rejecting an invoice as a customer:

  1. Identify the Issue in the Invoice

    There needs to be a thorough review of the invoice content to identify any issues or problems. This review needs to be made in terms of basic invoice content and also by comparison with source documents such as purchase orders and delivery notes. Executing this thorough checking, will help to identify if there are any problems.

  2. Document the Problem or Issue Identified

    It is wise to make a note of the issue or problem that is identified in the invoice. This note can be on a separate document and can be referred to subsequently, in the process.

  3. Communicate the Issue With the Supplier

    It is advised to inform the supplier of the problem or issue in a timely manner, once a problem has been identified. The key to an effective solution to the problem is to have timely communication. Otherwise, it may lead to resistance at the seller’s end, especially if circumstances get delayed.

  4. Provide Details of the Issue Identified

    So that the supplier can understand the issue with the invoice, a detailed explanation of the problem is advised. It will facilitate them to execute the issue resolution process efficiently and promptly. It will also help to provide all supporting documents that are relevant to the issue and this will help you to prove your point (if applicable). For instance, if there is an overstatement or understatement in the agreed amount, it will be useful to provide a copy of the approved purchase order or agreement and highlight the amount to facilitate the supplier.

  5. Provide Some Solution to the Issue

    When communicating the issue with the suppliers it will help to provide a solution to the problem. For example, if there is an overstatement in the invoice, you can request the supplier to provide a revised invoice with the corrected amount.

  6. Make Sure To Be Sweet and Polite

    An amicable relationship between supplier and customer can be maintained, it Is important to always remain professional throughout the entire invoice rejection process. Active steps that can be taken include using polite language, avoiding confrontational words, maintaining a polite tone, maintaining transparency and remaining open to communication.

Email Template for Invoice Rejection

Following is an email template that can be used to reject an invoice:

Subject: Rejection of Invoice # {Invoice Number}

Dear {Name of the Supplier},

Hope that you are doing great!

This email intends to communicate that we are unable to approve your recently submitted invoice # {XXX}, dated {Date}. Here is a reason why.

Basis of rejection:
{Write issues you have identified in the invoice; it can be the wrong amount/tax/discount or any other aspect that needs to be corrected; the basis of rejection needs to be clear and conclusive}

We understand that rejection can be inconvenient, and we want to ensure mutual collaboration in order to resolve the problem and enhance the credibility of our financial records. As part of our commitment to financial transactions, we request that you provide us with a corrected version of the same invoice.

Correction needed:
{Clearly define the correction needed in the invoice; for instance, you might request a correction on the due date}

Please note that payment of the invoice can only be made once the corrected invoice is received. We appreciate your prompt attention and resolution to this matter. Further, if you have any questions or queries, please reach out to us at {Your Email / Phone Number}.

Thank you!

{Your Name}
{Your Position in the Company}
{Your Company Name}

Conclusion

Invoice rejection is when the customer does not accept the invoice sent by the supplier or seller. The basis of the rejection may be due to an error in the invoice or some problem with delivery, as well as other reasons.

Invoice rejection should be handled professionally in order to maintain good working relations with the supplier. This may involve using soft tones and calm, sugar-coated words when communicating invoice rejection with the supplier.


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