Contract Price Compliance Checker
Suppliers raise prices a few cents at a time, often during a price freeze. Compare your invoice lines with the contract price list to find every overcharge by vendor, see the price history, and download draft credit claim letters.
- Price freezes & caps
- Credit claim letters
- Price history chart
- Data stays in your browser
Recoverable overcharges
$1,565
37 lines from 3 vendors billed above contract
Lines at contract price
77.7%
Of 166 lines with a contract price
Spend audited
$140,700
172 invoice lines
Off-contract spend
$417
6 lines with no contract price
01Contract price list
sku,description,vendor,contract_price,freeze_until,escalation_cap_pct
02Invoice lines
invoice_id,invoice_date,vendor,sku,qty,unit_price
03Rules & letters
When the contract doesn’t say
04By vendor
| Vendor | Spend | Lines | Over contract | Invoices | Overcharge |
|---|---|---|---|---|---|
| Pacific Meats | $62,675 | 48 | 15 | 11 | $852.44 |
| Coastal Foodservice | $35,058 | 76 | 8 | 6 | $410.81 |
| CleanLine Supply | $42,967 | 48 | 14 | 14 | $301.63 |
The PDF has one draft letter per vendor with an overcharge, listing every invoice line.
05Price history
Chicken breast 40 lb: contract $118.00, frozen until Aug 31, then up to +3%.
- Allowed by contract
- Invoiced
06Overcharged lines · 37
| Invoice | SKU | Qty | Invoiced | Allowed | Overcharge |
|---|---|---|---|---|---|
| INV-71037Pacific Meats · Aug 24 | CHK-40 | 24 | $122.72 | $118.00frozen | $113.28 |
| INV-71043Pacific Meats · Sep 7 | CHK-40 | 21 | $126.85 | $121.54after freeze | $111.51 |
| INV-71011Coastal Foodservice · Jun 22 | FLR-5050 | 24 | $46.19 | $41.75frozen | $106.56 |
| INV-71025Pacific Meats · Jul 27 | CHK-40 | 20 | $122.72 | $118.00frozen | $94.40 |
| INV-71028Pacific Meats · Aug 3 | CHK-40 | 18 | $122.72 | $118.00frozen | $84.96 |
| INV-71005Coastal Foodservice · Jun 8 | TOM-1006 | 20 | $42.35 | $38.40frozen | $79.00 |
| INV-71031Pacific Meats · Aug 10 | CHK-40 | 13 | $122.72 | $118.00frozen | $61.36 |
| INV-71034Pacific Meats · Aug 17 | CHK-40 | 13 | $122.72 | $118.00frozen | $61.36 |
| INV-71035Coastal Foodservice · Aug 17 | SUG-25 | 26 | $21.85 | $19.80frozen | $53.30 |
| INV-71035Coastal Foodservice · Aug 17 | FLR-5050 | 13 | $45.82 | $41.75frozen | $52.91 |
| INV-71046Pacific Meats · Sep 14 | BEEF-8020 | 20 | $58.05 | $55.62after freeze | $48.60 |
| INV-71022Pacific Meats · Jul 20 | CHK-40 | 10 | $122.72 | $118.00frozen | $47.20 |
| INV-71049Pacific Meats · Sep 21 | BEEF-8020 | 19 | $58.05 | $55.62after freeze | $46.17 |
| INV-71019Pacific Meats · Jul 13 | BEEF-8020 | 20 | $56.16 | $54.00frozen | $43.20 |
| INV-71047Coastal Foodservice · Sep 14 | TOM-1006 | 14 | $41.19 | $38.40frozen | $39.06 |
| INV-71031Pacific Meats · Aug 10 | BEEF-8020 | 17 | $56.16 | $54.00frozen | $36.72 |
| INV-71020Coastal Foodservice · Jul 13 | FLR-5050 | 8 | $46.25 | $41.75frozen | $36.00 |
| INV-71039CleanLine Supply · Aug 24 | CLAM-9 | 25 | $64.39 | $63.00frozen | $34.75 |
| INV-71028Pacific Meats · Aug 3 | BEEF-8020 | 16 | $56.16 | $54.00frozen | $34.56 |
| INV-71021CleanLine Supply · Jul 13 | CLAM-9 | 24 | $64.39 | $63.00frozen | $33.36 |
| INV-71045CleanLine Supply · Sep 7 | CLAM-9 | 24 | $64.39 | $63.00frozen | $33.36 |
| INV-71048CleanLine Supply · Sep 14 | CLAM-9 | 24 | $64.39 | $63.00frozen | $33.36 |
| INV-71011Coastal Foodservice · Jun 22 | OIL-3501 | 11 | $30.83 | $28.00frozen | $31.13 |
| INV-71040Pacific Meats · Aug 31 | BEEF-8020 | 13 | $56.16 | $54.00frozen | $28.08 |
| INV-71030CleanLine Supply · Aug 3 | CLAM-9 | 20 | $64.39 | $63.00frozen | $27.80 |
| INV-71051CleanLine Supply · Sep 21 | CLAM-9 | 20 | $64.39 | $63.00frozen | $27.80 |
| INV-71022Pacific Meats · Jul 20 | BEEF-8020 | 11 | $56.16 | $54.00frozen | $23.76 |
| INV-71042CleanLine Supply · Aug 31 | CLAM-9 | 17 | $64.39 | $63.00frozen | $23.63 |
| INV-71024CleanLine Supply · Jul 20 | CLAM-9 | 16 | $64.39 | $63.00frozen | $22.24 |
| INV-71025Pacific Meats · Jul 27 | BEEF-8020 | 8 | $56.16 | $54.00frozen | $17.28 |
| INV-71027CleanLine Supply · Jul 27 | CLAM-9 | 12 | $64.39 | $63.00frozen | $16.68 |
| INV-71044Coastal Foodservice · Sep 7 | SUG-25 | 5 | $22.37 | $19.80frozen | $12.85 |
| INV-71012CleanLine Supply · Jun 22 | CLAM-9 | 9 | $64.39 | $63.00frozen | $12.51 |
| INV-71033CleanLine Supply · Aug 10 | CLAM-9 | 9 | $64.39 | $63.00frozen | $12.51 |
| INV-71009CleanLine Supply · Jun 15 | CLAM-9 | 8 | $64.39 | $63.00frozen | $11.12 |
| INV-71018CleanLine Supply · Jul 6 | CLAM-9 | 5 | $64.39 | $63.00frozen | $6.95 |
| INV-71036CleanLine Supply · Aug 17 | CLAM-9 | 4 | $64.39 | $63.00frozen | $5.56 |
07Bought with no contract price
- MICRO-GRN · Coastal Foodservice$270 (3 lines)
- TRUF-OIL · Coastal Foodservice$147 (3 lines)
172 lines · after payment · $1,565 to chase
Recovering overcharges after payment takes letters and follow-up. Checking prices before payment means there is nothing to recover.
Bollard checks every invoice line against contract prices, freeze dates and escalation caps as invoices arrive, holds anything above contract, and shows which vendors are drifting.
Method
How each line is checked
Invoice lines are matched to the contract list by SKU, using the vendor’s own contract when the list names one. The allowed price is the contract price on or before the freeze date and the contract price plus the escalation cap after it.
A line is overcharged when its unit price is above the allowed price by more than your rounding tolerance. The overcharge is the difference multiplied by the quantity.
The price history chart shows the invoiced and allowed price for one SKU over time, which is where gradual price increases show up.
From one site to every site
Checking prices before payment means there are no overcharges to recover later.
Bollard holds your contract prices, freeze dates and escalation caps in the catalog, checks every invoice line against them as invoices arrive, and stops overcharges before they are paid, at every site.
- Contract prices in the purchasing catalog
- Freeze dates and caps enforced automatically
- Overcharged lines held before payment
- Price compliance tracked by vendor
Questions
Frequently asked
What is contract price compliance?+
Checking that suppliers invoice at the prices agreed in your contract. Small differences, a few cents on a case, are easy to miss on individual invoices but add up across thousands of lines and many sites.
How are price freezes and escalation caps handled?+
Until the freeze date, the allowed price is the contract price. After it, the allowed price is the contract price plus the escalation cap (from the contract list, or the default you set). Lines priced above that, beyond your rounding tolerance, are overcharges.
What files do I need?+
A contract price list with sku and contract_price (plus optional vendor, freeze_until and escalation_cap_pct) and invoice lines with sku, qty and unit_price (plus optional invoice_id, invoice_date and vendor). Most AP and ERP systems can export both.
What is in the credit claim letters?+
One draft letter per vendor with an overcharge. Each lists every affected invoice line with the price invoiced, the price allowed and the difference, and asks for a credit memo within 30 days. Review and edit before sending.
What does “bought with no contract price” mean?+
Items on invoices that are not on your contract list. These are often off-contract purchases or new items that should be added to the agreement, and both are worth reviewing.
Is my data uploaded?+
No. Both files are read and compared in your browser, and the letters are generated on your device.
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Free tools
Calculators and document builders for organisations that buy across many sites.
Runs in your browser
I. Spend & Leakage
II. Purchasing Documents
III. Inventory & Stock
IV. Governance & Controls
Free tools, no sign-up. Your figures are processed in your browser and are not uploaded to a server unless you ask us to email you a result. Results are estimates for planning and do not constitute financial, legal or tax advice.