Create intermediate Works with: Any AI

Dispute Resolution Reply to Invoice Challenge

Structured brief Has example

Respond when a customer questions a charge.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Help me answer an invoice dispute. The customer's complaint (their words): [COMPLAINT]. The invoice and what was agreed: [INVOICE_AND_AGREEMENT]. Evidence I hold (messages, delivery notes, timesheets): [EVIDENCE]. My willingness to compromise: [COMPROMISE_LIMITS].

First list the facts that support each side, and which parts of the complaint appear valid based on the evidence. Then write:
1. A reply email of 120 to 170 words that thanks them, restates what they raised, explains what the records show, accepts any valid point, and proposes a clear resolution with a date.
2. Two alternative resolutions (credit note, partial payment, corrected invoice), each with the financial effect computed.
3. A call script of 80 words.
4. A credit note template.
5. An internal note to record the dispute and outcome.

Stay factual and calm; do not accuse. If the evidence is weak, say so and suggest what to gather. For amounts or contracts at stake, suggest speaking to a lawyer in [JURISDICTION] [VERIFY].

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Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Complaint: "You charged me for 12 hours but we agreed 8."
Facts: estimate email of 3 March says 8 to 10 hours; timesheets show 11.5 hours; the client approved extra work by message on 19 March (3 hours).
Valid point: the invoice rounded 11.5 to 12.
Option A, corrected invoice: 11.5 x 75 = 862.50 (reduces by 37.50).
Option B, credit note for 37.50 plus keep the invoice at 900; same effect.
Reply (about 110 words): "Hi Sam, thanks for raising this. The timesheets show 11.5 hours, including 3 hours approved on 19 March. You are right that I rounded up. I will issue a corrected invoice for 862.50 today and attach the timesheet. If there is anything else you would like to look at, call me on Thursday."
Record the dispute and outcome.

• invoice-dispute
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