Charter invoice reconciliation: check the approved trip

Collect the authoritative documents

Start with the selected quote or agreement, the invoice, any approved revisions and the relevant records for additional services. Use the current versions, not whichever attachment is easiest to find. Record the trip reference and the parties associated with the documents.

Check that the invoice relates to the intended itinerary and customer. A similar route or recurring traveler name is not enough to identify a transaction. Where a trip spans several legs or invoices, make the allocation clear before comparing totals.

Compare scope before comparing amounts

Confirm whether the billed arrangement matches the approved scope. A later schedule change, additional service or revised passenger arrangement may have generated a separate approval. Locate that decision rather than assuming every difference is either an error or an agreed extra.

Ask the broker to explain fees, taxes and variable items using the actual transaction documents. Your finance or tax adviser should determine the appropriate accounting and tax treatment. The planner’s contribution is a complete, traceable record of what was requested and approved.

• Trip and invoice reference, customer and currency.
• Selected quote or agreement version.
• Approved changes and the person who authorized them.
• Included, excluded and separately arranged services.
• Credits, deposits or prior payments shown in the relevant records.
• Questions that need a broker or finance response.

Track exceptions in one place

Give each discrepancy a clear description, a supporting document and an owner. Avoid scattering questions across separate email threads, where one answer may be missed by the person reviewing the final invoice.

Keep the status precise: raised, explained, corrected or still open. A broker’s acknowledgement that they are checking a line item is not the same as a resolved exception.

Invoice review note
Trip / invoice reference:
Line item or scope difference:
Approved document being compared:
Question to resolve:
Supporting record:
Owner:
Response or correction:
Finance review status:

Close the trip with a usable record

Once the questions are resolved, preserve the relevant documents according to your organization’s process. Record which invoice version was reviewed and where the final supporting information lives. Do not retain extra copies of sensitive payment or passenger information simply to make the file look complete.

WingStack connects quoting, invoicing and trip workflows. Ask your broker to show how the selected quote, changes and invoice can be traced in the experience available to your team. Test a sample adjustment in a demo so you understand where to find the explanation before using the process on a live transaction.