Invoice Dispute Response Templates

Subject: RE: Invoice #[NUMBER] - Documentation Attached

Dear [Client Name],

Thank you for reaching out about Invoice #[NUMBER]. We appreciate your attention to billing accuracy—it's something we take seriously as well.

I've attached our Visual Timesheet Report for the billing period in question. This report includes:
• Timestamped screenshots documenting work activities
• Activity breakdown by project/task
• Total hours logged with visual verification

You'll see that [specific detail about the work completed]. Each screenshot is timestamped and tied to the corresponding timesheet entry.

If you'd like to review any specific entries in more detail, I'm happy to schedule a brief call to walk through the report together.

Please let me know if you have any questions.

Best regards,
[Your Name]
[Your Title]
[Company]

Tip: Replace all [BRACKETED] placeholders with your specific information. Attach your Visual Timesheet Report as a PDF.

Subject: Detailed Documentation for Invoice #[NUMBER]

Dear [Client Name],

As requested, here is a detailed breakdown of the [X] hours in question for the period [DATE RANGE]:

SUMMARY BY TASK:
• [Task 1]: [X] hours - [Brief description]
• [Task 2]: [X] hours - [Brief description]
• [Task 3]: [X] hours - [Brief description]

VISUAL DOCUMENTATION:
Attached is our Visual Timesheet Report containing [X] screenshots captured during work hours. Each screenshot shows:
1. Active application/window
2. Timestamp
3. Associated task

SPECIFIC DATES IN QUESTION:
[Date 1]: [X] hours logged
- See screenshots #[X-X] in the attached report
- Work performed: [Description]

[Date 2]: [X] hours logged
- See screenshots #[X-X] in the attached report
- Work performed: [Description]

I've also included activity metrics showing keyboard/mouse activity levels during logged hours.

Please review the attached documentation. I'm confident this addresses your questions, but I'm available for a call if you'd like to discuss further.

Best regards,
[Your Name]

Tip: Replace all [BRACKETED] placeholders with your specific information. Attach your Visual Timesheet Report as a PDF.

Subject: Resolving Invoice #[NUMBER] - Proposal

Dear [Client Name],

I appreciate the ongoing dialogue about Invoice #[NUMBER]. Our partnership is important to us, and I want to find a resolution that works for both parties.

WHAT WE'VE PROVIDED:
• Visual Timesheet Report with [X] screenshots
• Activity logs showing keyboard/mouse engagement
• Detailed task breakdown

PROPOSED RESOLUTION:
While our documentation supports the invoiced hours, I understand there may be expectations we should align on going forward. I propose:

Option A: [Specific resolution - e.g., "We proceed with the current invoice, and I'll set up weekly visual reports so you have real-time visibility"]

Option B: [Alternative - e.g., "We apply a one-time [X]% adjustment and implement proactive reporting"]

GOING FORWARD:
Regardless of how we resolve this invoice, I'd like to implement:
• Weekly visual timesheet summaries sent every Friday
• Monthly check-ins to review work and address any questions early
• Real-time access to our Visual Timesheets dashboard (if desired)

Our goal is zero billing surprises. Let me know which option works best, or if you'd like to discuss alternatives.

Best regards,
[Your Name]

Tip: Replace all [BRACKETED] placeholders with your specific information. Attach your Visual Timesheet Report as a PDF.

Subject: Your Team's Time Tracking & Billing Verification

Dear [Client Name],

Welcome aboard! As we begin our engagement, I wanted to share how we handle time tracking and billing—we believe transparency builds stronger partnerships.

HOW WE TRACK TIME:
Our team uses Visual Timesheets, which automatically captures:
• Screenshots at random intervals during work hours
• Activity metrics (keyboard/mouse engagement)
• Time logged by project and task

WHAT YOU'LL RECEIVE:
With each invoice, you'll receive a Visual Timesheet Report showing:
• Thumbnail screenshots for all logged hours
• Activity breakdown by task
• Total hours with visual verification

You'll never have to take our word for it—you can see exactly what your investment purchased.

OPTIONAL: REAL-TIME ACCESS:
If you prefer, we can provide you with view-only access to our Visual Timesheets dashboard for real-time visibility into work progress.

This approach has eliminated billing questions with our other clients. But if you ever have concerns, just reach out—we're happy to walk through any timesheet together.

Looking forward to a great partnership!

Best regards,
[Your Name]

Tip: Replace all [BRACKETED] placeholders with your specific information. Attach your Visual Timesheet Report as a PDF.

Subject: Invoice #[NUMBER] - Documentation & Next Steps

Dear [Client Name],

I understand there are concerns about Invoice #[NUMBER]. Let me provide complete documentation and outline our path forward.

DOCUMENTATION PROVIDED:
1. Visual Timesheet Report - [X] screenshots with timestamps
2. Activity Logs - Keyboard/mouse engagement metrics
3. Task Breakdown - Hours by project/deliverable
4. Work Product - [List any deliverables completed]

KEY POINTS:
• All hours were logged in real-time using our automated system
• Screenshots provide visual verification of work activities
• The work product delivered corresponds to the hours billed

OUR COMMITMENT:
We stand behind our documentation. The Visual Timesheets system removes any ambiguity about how time was spent.

SUGGESTED NEXT STEPS:
1. Please review the attached Visual Timesheet Report
2. If specific entries need clarification, identify them and I'll provide additional context
3. Let's schedule a 15-minute call to resolve any remaining questions

We've always valued our relationship with [Company Name] and want to address your concerns promptly while ensuring fair compensation for the work completed.

Please let me know your availability for a brief call.

Best regards,
[Your Name]

Tip: Replace all [BRACKETED] placeholders with your specific information. Attach your Visual Timesheet Report as a PDF.