SaaS Seat Overbilling Dispute
Write a dispute with a software vendor that billed for more seats than you use, including a table of billed against active seats by month.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
Write a dispute with a software vendor that billed for more seats than we use. Facts I will give: vendor [VENDOR_NAME], account name [ACCOUNT_NAME], seats billed and seats active [SEATS_BILLED_AND_ACTIVE], invoice dates and amounts [INVOICES], when users were removed [REMOVAL_DATES], contract wording on seats [SEAT_TERMS]. The draft must include a table of billed against active seats by month, quote the contract wording on adding and removing seats, and ask for credit notes for the difference. Facts and papers worth gathering: Admin screenshots of the user list with dates, invoices, the order form, and emails where seats were reduced. Remedies that are usually on the table: Credit notes for the overbilled months, a corrected renewal quantity, and a named account contact. A typical reply: Vendors may cite a true-up clause or a minimum commitment; reply by asking for the clause and the calculation they used [VERIFY contract]. Begin with an evidence index for the SaaS seat overbilling dispute (exhibit number, description, date, what it proves), mark the missing ones, and then write the letter and refer to the exhibits. Give me the letter itself together with a cover note of about 50 words, then an if-ignored ladder (ask account manager, then billing manager, then senior customer success), plus a proof checklist (user list screenshots, invoices, order form, emails). Email it as a PDF attachment, and save the thread and any automatic reply and do not delete any reply. Write it in my own voice as a private individual, with no invented titles. Write it direct, fair and respectful, without exaggeration, use only the date in [DEADLINE], and say where an outcome is uncertain. Name no legal rule you cannot source from my input; work from [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN] only as I give them, and add a line telling me to confirm the rules with a professional or consumer agency. This is drafting help, not legal advice.
Fill in before use
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.
See an example result (fictional data)
Dear Accounts Team, Our order form (Q-2214) covers 25 seats. The admin screen shows 19 active users since 1 April, when six leavers were removed. Invoices for April, May and June still bill 25 seats at 12 dollars each. Billed: 25 x 12 = 300 a month. Active: 19 x 12 = 228. Difference: 72 a month, or 216 for three months. Please issue a credit note for 216 and set the renewal quantity to 19. I enclose the user list export and the email of 3 April asking for the removals. Please confirm by 20 July.
Illustrative only, made-up data. Your results will differ and must be reviewed.