Your weekly Amazon DSP invoice is only as accurate as the data behind it. The dependable way to check it is to build your own version of the week from your own records, then compare the two.
The steps below follow the order most fleet managers settle on. Pick a fixed slot each week, within a few days of receiving the invoice, so differences are still easy to trace back to a day, a route and a driver.
Step 1: Gather your own records
Before you open the invoice, pull together what your own operation recorded. Do not work backward from the invoice, or you will only confirm what it already says.
- Route data: routes dispatched and completed each day, with the driver and vehicle on each one.
- Rescues: every rescue given and received, with the date, the route, the number of stops or packages, and the reason.
- Cancellations: routes cancelled, who cancelled, when you were told and why.
- Vehicle reimbursements: which vehicles ran each day, and anything your contract says is reimbursed.
- Fixed payments: the recurring amounts your contract lists, kept on a reference sheet with the expected amount for each.
- Prior-week adjustments: any credit or correction you are still waiting on from earlier weeks.
Your contract and Amazon’s program documentation define how each line is calculated. Use those documents, not memory, as the source for rates and rules.
Step 2: Compare line by line
Work through the invoice in the same order every week. A fixed order makes a missing line easier to spot.
- Compare counts first. Routes per day, rescues and cancellations should match your records before you look at any dollar amount.
- Check each rate against your contract. A correct count at the wrong rate is still a short payment.
- Check that each fixed payment appears once, at the expected amount.
- Match the vehicle lines to the vehicles that actually ran, day by day.
- Trace every adjustment, credit and deduction to a week and a reason.
- Add up your expected total and compare it to the invoice total.
If the totals match but individual lines do not, log the differences anyway. Offsetting errors can hide inside a matching total.
Places to look first
These are checks, not claims about how any invoice is built. They are spots where a record on your side and a line on the invoice can fail to line up.
- A rescue logged on one day and shown on another.
- A route that was cancelled late in the day, and how it appears on the invoice.
- A vehicle line for a van that was out of service that day.
- A fixed payment missing or doubled in a week that spans two months.
- An adjustment from an earlier week with a description you cannot match to anything.
Step 3: Log every discrepancy
Write down each difference as you find it, including small ones. A spreadsheet is enough, as long as you use the same columns every week:
- Invoice week and the date you found the issue
- Line item, and the route or driver involved
- What the invoice shows and what your records show
- The dollar difference
- Where the evidence is, such as a route sheet, rescue log or screenshot
- Status: open, filed, resolved or closed without payment
Small items matter because they repeat. For example, a missing line worth $50 each week adds up to $2,600 over a year. That number is illustrative, but the arithmetic is the point.
Step 4: File disputes promptly
Find the dispute window in your contract or the program documentation and put it on your calendar. Windows can be short, and a correct claim filed late can be refused.
When you file, keep each dispute simple:
- One issue per dispute, so each can be decided on its own.
- State the week, the line, the amount you expected and the amount you received.
- Attach the evidence from your log so the reviewer does not have to ask for it.
- Keep a copy of what you sent and any confirmation or reference number.
Stay factual. A short, clear dispute with evidence is easier to approve than a long explanation.
Step 5: Track outcomes
Filing is not the end of the job. Update the status of every open item, and set a date to follow up if you have not heard back.
When a credit is approved, find it on a later invoice and confirm it arrived at the right amount. An approved credit that never shows up is easy to miss, so check for it.
Once a month, sort the log by line type. If the same kind of error keeps appearing, fix it at the source. For rescues, that might mean a log filled in at the station before drivers leave, not at the end of the week.
Invoice review and reconciliation is the kind of work DSP Hub Ops handles for fleets that would rather not carry it themselves. You can read more about invoice audit and recovery.