Audit Report
Comprehensive vendor invoice audit · Generated Feb 28, 2026
235
Invoices Audited
14
Errors Detected
$10,162
Savings Opportunity
Breakdown by Error Type
4
$4,040
3
$2,874
2
$2,580
5
$668
Detailed Findings
| Severity | Type | Vendor | Invoice # | Date | Expected | Billed | Savings |
|---|---|---|---|---|---|---|---|
| high | Missed Discount | H-Town Logistics | HTL-024148 | 2026-02-18 | $3,686.00 | $6,500.00 | $2,814.00 |
| high | Duplicate Charge | H-Town Logistics | HTL-024156 | 2026-02-10 | $0.00 | $1,700.00 | $1,700.00 |
| high | Phantom Charge | Bayou Tech Repairs | BTR-024014 | 2026-01-25 | $0.00 | $1,380.00 | $1,380.00 |
| high | Phantom Charge | Bayou Tech Repairs | BTR-024012 | 2025-12-18 | $0.00 | $1,200.00 | $1,200.00 |
| high | Duplicate Charge | Gulf Coast Food Supply | GCFS-024018 | 2026-01-15 | $0.00 | $624.00 | $624.00 |
| high | Duplicate Charge | CleanPro Services | CS-024089 | 2025-12-02 | $0.00 | $550.00 | $550.00 |
| medium | Missed Discount | Gulf Coast Food Supply | GCFS-024055 | 2026-02-05 | $2,640.00 | $3,140.00 | $500.00 |
| medium | Missed Discount | Metro Packaging Inc. | MPI-024067 | 2025-10-30 | $1,850.00 | $2,225.00 | $375.00 |
| medium | Missed Discount | Metro Packaging Inc. | MPI-024078 | 2025-12-12 | $1,674.00 | $2,025.00 | $351.00 |
| medium | Price Creep | CleanPro Services | CS-024095 | 2026-02-01 | $1,600.00 | $1,800.00 | $200.00 |
| medium | Price Creep | H-Town Logistics | HTL-024138 | 2026-01-22 | $630.00 | $810.00 | $180.00 |
| medium | Price Creep | Gulf Coast Food Supply | GCFS-024042 | 2025-11-20 | $1,704.00 | $1,872.00 | $168.00 |
| medium | Price Creep | Pinnacle Office Solutions | POS-024031 | 2025-12-15 | $639.92 | $719.92 | $80.00 |
| low | Price Creep | Gulf Coast Food Supply | GCFS-024051 | 2026-01-08 | $680.00 | $720.00 | $40.00 |
| Total Savings Opportunity | $10,162.00 | ||||||
Supporting Evidence
Contract Tier 3 pricing triggers at 50+ shipments/month: $70.88/shipment. February had 52 shipments but billed at standard rate ($125). Tier should have auto-applied. This is the single largest recoverable amount.
Duplicate of HTL-024155 (2026-02-08). Same BOL numbers, same delivery addresses, same PO #PO-9912.
No server migration was scheduled or performed in January. IT team confirms no after-hours support was requested. Invoice references non-existent project code "PRJ-MIGRATE-Q1".
No service ticket, no work order, no email correspondence for this date. Building access logs show no Bayou Tech personnel on-site 12/18. Service appears entirely fabricated.
Exact duplicate of invoice GCFS-024017 dated 2026-01-14. Same line items, same quantities, same PO reference #4481.
Service already invoiced on CS-024088 (2025-11-29). Same service location, same scope. Work order #WO-7823 appears on both.
Q1 seasonal promotion: 12% off produce orders >$2,500. Your order of $3,140 qualifies. Promotional rate of $66/box should apply. Savings: $500.
Contract specifies 8% volume discount for orders ≥20 bundles. 25 bundles qualifies but discount was not applied. Contracted rate: $82/bundle, should be $74/bundle with volume discount.
Contract includes 10% loyalty discount for annual spend >$50K (your YTD: $62,400). Discount not applied on this or any 2025 invoice. Total missed: ~$351 on this order alone.
Monthly floor cleaning contracted at $400/visit. Billed $450 since November (12.5% increase). No contract renegotiation documented.
Fuel surcharge contracted at $35/shipment. Billed $45 (28.6% increase). DOE diesel index shows only 3.2% increase in same period. Surcharge disproportionate to actual fuel costs.
Unit price increased from contracted $142.00 to $156.00 (9.9% increase). No contract amendment on file. Last 3 invoices show steady increase: $142 → $148 → $156.
Contracted rate: $79.99/unit. Billed at $89.99 (12.5% over contract). Price increased without notice over last 4 months.
Contract rate: $34.00/case. Billed at $36.00 (5.9% above contract). Price crept up gradually since October 2025.