Make supplier invoices comparable.
Practical checks for cafés, bakeries and the bookkeepers who support them.
Compare unit prices, not pack totals
A C$50 pack of 25 kg costs C$2/kg. A C$46 pack of 20 kg costs C$2.30/kg: the pack is cheaper, but the comparable unit price is 15% higher. Check quantities, credits, discounts and the same net-price treatment before calculating.
Only compare the same confirmed product and compatible units. A different blend, grade or substitute item is not a like-for-like comparison.
A price change is not necessarily a discrepancy
An earlier invoice shows what was charged before. It does not prove that the supplier agreed to keep that price. Identify an applicable price list, contract or written agreement before comparing the current invoice against an agreed rate.
For example, 20 litres billed at C$48 against a confirmed C$2.20/litre agreement gives a C$4 difference. Confirm the agreement’s dates and conditions before asking for clarification.
Prepare for a scoped review
Identify the location, suppliers and two comparison periods. Retain invoice identifiers and line references. If you have agreed prices, retain their dates and applicable products as well.
Do not upload or email documents with the initial enquiry. First agree authority to share, the transfer route, permitted processing and deletion arrangements.
Ask a question the evidence can answer
A useful question names the invoice line, the compared product and the price basis: “This line appears to use C$2.40/litre; our price agreement for this period lists C$2.20/litre. Can you confirm which rate applies?”
A specific question leaves room for a missing adjustment or a legitimate explanation. It avoids presenting a calculation as a proven refund.