A ninety-day line-item reconciliation across foodservice, linen, and waste-hauling invoices uncovered five recurring billing discrepancies where billed unit prices and delivery surcharges exceeded your signed master service agreements. Requesting the documented retroactive credit memos below recovers immediate cash on your next vendor statements while locking baseline unit rates back to your contracted caps.
| Vendor Category | Current State (Production AP Billing) | P&L Margin Impact | Target Fix & Owner |
|---|---|---|---|
| Foodservice Staple SKUs & Catch-Weight (Production AP Critical) |
High-velocity dairy, fry oil, and sub-primal meat SKUs crept 11% to 17% above contracted CPI caps alongside gross box-tare billing. | Drains $2,314.80 per quarter in silent food-cost inflation across kitchen locations. | Accounts Payable / GM: Send Tier 3 SKU variance table to territory account rep to issue credit memo and re-lock contracted price file. |
| Linen & Uniform Weekly Invoices (Production AP Critical) |
Vendor auto-bills a weekly 12% "lost/damaged linen" attrition charge and a waived delivery surcharge without physical inventory counts. | $2,548.00 per quarter in phantom replacement and delivery fees. | Accounts Payable: Demand removal of automated attrition code and credit of waived Section 4.2 delivery fees. |
| Commercial Waste & Compactor Hauling (Production AP Critical) |
Monthly flat-rate hauling invoices include a compounded 22.4% Environmental Recovery Fee not permitted under the flat-rate rider. | $2,142.00 per quarter in unapproved hauling surcharges across three sites. | Operations Manager: Enforce flat-rate municipal rider and apply 90-day credit to next statement. |
| Vendor & Invoice Range | SKU / Surcharge & Audit Finding | Contracted MSA Baseline | Actual Billed Rate & Volume | 90-Day Credit Due |
|---|---|---|---|---|
| Sysco Foodservice (#INV-884920 – #INV-891104) | SKU #441092 — Heavy Whipping Cream 36% (Case / 12 qt) + Fry Oil 35 lb Unapproved Unit-Price Creep (>3% MSA Cap) |
$48.50 / cs (MSA Cap: +3.0%) | $56.90 / cs (+17.3% Creep) 90d Vol: 142 Cases |
$1,192.80 |
| Sysco Foodservice (#INV-884920 – #INV-891104) | SKU #772810 — Prime Ribeye Sub-Primal (Catch-Weight vs. Net Tare) Tier-Substitution & Gross Tare Billing Error |
$14.20 / lb Net Weight | $15.85 / lb + 6% Box Tare Billed 90d Vol: 680 lbs |
$1,122.00 |
| Cintas Uniform & Linen (#INV-302918 – #INV-309441) | Auto-Loss/Damage Apron & Bar Mop Replacement Fee (12% Weekly Auto-Billed) Phantom 'Lost Linen' Auto-Attrition Padding |
$0.00 (Actual Count Audit Required) | $118.50 / week Across 3 Kitchens 90d Vol: 13 Weeks |
$1,540.50 |
| Cintas Uniform & Linen (#INV-302918 – #INV-309441) | Service Charge / Environmental & Energy Delivery Surcharge Non-Contracted Phantom Environmental Fee |
Waived Under Section 4.2 of MSA | $38.75 / delivery 90d Vol: 26 Deliveries |
$1,007.50 |
| Republic / Waste Hauling (#INV-99201 – #INV-99844) | 8-Yd Compactor Haul + 'Environmental Recovery Fee' (22.4%) + Container Overweight Compounded Environmental & Fuel Surcharge Creep |
$410.00 / month Flat Rate | $648.00 / month 90d Vol: 3 Months (3 Sites) |
$2,142.00 |
Hey Dave, I ran our last ninety days of food, linen, and waste invoices against our signed rate sheets and spotted five items billing above our contracted caps—attached the one-page summary so we can get the credit memos applied to next month's statement.
Hi Dave,
Took a look at the last three months of weekly vendor invoices across the locations and compared the billed unit prices against your signed master agreements.
What's going on
The ask
Best,
Ryan