Is your invoice correct?

1. 01

   Upload the invoice.

   Start with the invoice you are questioning. PDFs, scans and photos are all accepted.

2. 02

   Add the evidence.

   Add the documents that say what the price should have been: the quote, contract, rate sheet, pricing notice, delivery receipt, BOL or a prior invoice.

3. 03

   Know what you owe.

   Every relevant charge is compared to your documents. You get the evidence, the dollar impact, a downloadable report and a drafted response email.

Every finding names the document it came from, states what your documents support, and shows the arithmetic behind the dollar impact. Where a difference could have a legitimate explanation, that is said plainly.

Invoice Investigator is the independent financial control layer for owner-operated businesses.

You already have the documents: the quote, the price notice, the delivery ticket, the contract. What you do not have is the time to read every one of them line by line against every invoice. That is the work this does, and it shows you where each number came from.

Fuel billing has more moving parts than most invoices, and most of them are legitimate. These are handled explicitly rather than collapsed into a single price comparison.

• Lift time vs delivery time vs effective-price time

  A price can change between the moment fuel is lifted at the terminal, the moment it is delivered, and the effective time on the pricing notice. We identify which timestamp each document supports and flag when they disagree.

• Rack price and pricing notices

  Posted rack and supplier pricing notices are treated as evidence with an effective date and time, not as a single number.

• Taxes

  Federal, state and local fuel taxes are separated from the product price so a tax change is never reported as a price discrepancy.

• Freight and differentials

  Freight, terminal differentials and contracted margins are called out as possible explanations for a per-gallon difference rather than assumed to be errors.

• Net vs gross gallons

  Temperature-corrected net gallons and gross gallons are compared explicitly, because billing on the wrong basis changes the total.

• BOL matching

  Bill of lading quantities are matched against invoiced quantities per load, so short or over deliveries surface with the document reference.

• Private storage

  Uploaded documents are stored in a private bucket. There is no public URL for any file you upload.

• Short-lived links

  Files are reached through signed links that expire, issued only to members of your workspace.

• Deletion controls

  Original documents are retained 30 days by default. You can delete them sooner from your document controls.

What documents should I upload?

Always upload the invoice you are questioning. Then upload anything that states what the price or quantity should have been: a quote, contract, rate sheet, pricing notice, purchase order, delivery receipt, bill of lading, tax schedule or a prior invoice from the same vendor.

What if I only have the invoice?

You can still run an audit. Without supporting documents the analysis is limited to internal checks such as arithmetic, duplicated lines and quantity-versus-total consistency. Findings will be marked as needing more evidence where a comparison document is required.

Does Invoice Investigator tell me I was overcharged?

It tells you what your documents support and where the invoice differs, with the evidence and the dollar impact. Differences are labelled as verified, possible, likely, or insufficient evidence. Where a difference could have a legitimate explanation such as freight, margin or a tax change, that is stated instead of calling it an error.

How many invoices can I check on each plan?

Single Audit covers one invoice. Small Business includes up to 50 invoices checked per billing period. Gas Station Unlimited has no fixed allowance, subject to a fair-use ceiling of 600 invoices checked per month. Enterprise Unlimited has no fixed allowance, subject to a fair-use ceiling of 2,500 invoices checked per month. Supporting documents you attach to an invoice - quotes, price notices, contracts, rate sheets, delivery tickets, bills of lading - never count toward an allowance, and neither do vendor reference documents you store once. Re-running an audit does not count again. If you reach your allowance, the invoice waits and you can upgrade or buy a single audit; nothing is charged automatically and we contact you before restricting an account.

How long are my documents kept?

Uploaded invoices and supporting documents are deleted automatically 30 days after upload. You can delete them sooner from Documents & retention. Vendor reference documents are kept until you delete them. Audit results, findings and reports remain with your account until you delete them or close the account.