#1 Expressions for Buying Concert Tickets｜English Conversation Phrases
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#73 Checking an Invoice｜English Business Phrases
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When you receive an invoice from a business partner, it is important to carefully review the amount, billing period, service details, and payment terms.
When discussing an invoice in English, it is essential not to directly state that something is “wrong,” but instead to communicate politely by following a step-by-step approach: confirming, asking questions, and making requests.
In this article, I explain commonly used English expressions for checking invoices, with practical guidance on how they are used in real business situations.
Contents
Dialogue
Hello, I’ve reviewed the invoice you sent yesterday, and I have a couple of questions.
Of course. What would you like to clarify?
I noticed that the amount for April includes an extra service fee.
Yes, that fee is for the additional support we provided last month.
I see. Could you please send me a breakdown of that charge?
Certainly. I’ll send you a revised invoice with the details later today.
Thank you. That would be very helpful.
1. Letting the Other Party Know You Have Reviewed the Invoice
When discussing an invoice, it is helpful to first state that you have already reviewed it. This makes the conversation smoother and more professional.
Example
- I’ve reviewed the invoice you sent.
The present perfect tense “have reviewed” indicates that the review has already been completed and that you are now discussing the result of that action.
Related Expressions
- I’ve checked the invoice.
- I’ve gone through the invoice.
2. Indicating That You Have Questions
Rather than pointing out issues immediately, it is better to begin by saying that you have questions.
Example
- I have a couple of questions.
The phrase “a couple of” literally means “two,” but in practice it often implies “just a few” and sounds polite and non-confrontational.
Related Expressions
- I have a few questions regarding the invoice.
- I’d like to clarify a few points.
Using the verb “clarify” helps convey that your goal is to better understand the details, rather than to criticize or accuse the other party.
3. Pointing Out a Specific Concern
When referring to specific details in an invoice, it is important to remain calm and factual. The expression “I noticed that ～” is particularly useful.
Example
- I noticed that the amount includes an extra service fee.
This phrasing sounds neutral and professional, as it focuses on an observation rather than a direct complaint.
Related Expressions
- I noticed that the billing period is different from what we discussed.
- I noticed that this invoice includes charges for April.
- I noticed that the total amount is higher than expected.
These expressions allow you to raise concerns without giving the impression that you are blaming the other party.
4. Requesting a Breakdown or Further Details
If the charges are unclear, requesting a breakdown will help you fully understand the situation.
Example
- Could you please send me a breakdown of that charge?
The word “breakdown” means a detailed, itemized explanation and is commonly used for invoices, estimates, and cost descriptions.
Related Expressions
- Could you provide more details about this charge?
- Could you explain how this amount was calculated?
- Could you clarify what this fee is for?
Among these options, using “breakdown” clearly communicates that you are requesting an organized, item-by-item explanation.
Summary
Key English Phrases
- I’ve reviewed the invoice.
→ An expression used to indicate that you have already checked the invoice. - I have a couple of questions.
→ A polite way to introduce concerns or unclear points. - I noticed that ～
→ A neutral and professional structure for raising specific issues. - Could you please send me a breakdown?
→ A courteous way to request detailed information about charges.
