Query on invoice against executed order form
Email thread Veldmaat Payments: documents · billing
Annelies de Vries disputed an invoice that did not match the executed order form for the Growth tier. Rachel Dunmore agreed it differs and is seeking CFO sign-off for a credit note. The invoice stays unpaid until then.
What was said
What this says
Current to 10 Oct 26Annelies de Vries disputed an invoice that did not match the executed order form for the Growth tier. Rachel Dunmore agreed it differs and is seeking CFO sign-off for a credit note. The invoice stays unpaid until then.
Ask: Annelies wants written confirmation of the basis for the amount and a credit note or corrected invoice matching the executed order form. She said a verbal assurance is not sufficient.
Customer view: She is firm and procedural, and will not part-pay. B-Brain conceded the point on 16 Jul 2026 after comparing the documents.
Next: Rachel must obtain CFO sign-off and send the credit note or corrected invoice in writing, keeping Elena Novak informed.
The thread
Updated 9 Oct 26Messages
Annelies de Vries 14 Jul 2026 14:24Dear Rachel, I have reviewed the invoice received this week against our contract file. According to the executed order form, the contracted annual fee for the Growth tier covers forty licensed users. The amount invoiced does not match that fee. Please confirm in writing the basis for the amount invoiced. Until this is clarified, the invoice remains in dispute and will not be paid in part. Kind regards, Annelies de Vries Finance Controller
Rachel Dunmore 16 Jul 2026 09:26Dear Annelies, Thank you for your note. I have copied Elena Novak, your customer success manager. For your records: our invoices are raised from the deal record in our CRM. I am now checking that record against the executed order form and will come back to you once I have the comparison. Could you confirm which invoice number you are querying, so that we are looking at the same document? Kind regards, Rachel Dunmore Finance Manager- Annelies de Vries 16 Jul 2026 10:07Dear Rachel, The invoice is the one issued to us this month for the subscription. It is the only invoice open on our ledger. Please confirm in writing whether the amount will be corrected. A verbal assurance is not sufficient for our records. Kind regards, Annelies de Vries Finance Controller
- Rachel Dunmore 16 Jul 2026 11:33Dear Annelies, I have compared the two documents. You are right that the invoiced amount differs from the executed order form. The order form decides the contracted fee, and any other amount would need to be corrected. A credit note needs sign-off from our CFO, so I cannot confirm it today. I have asked for that sign-off and will write to you as soon as I have it. Kind regards, Rachel Dunmore Finance Manager
- Annelies de Vries 17 Jul 2026 11:51Dear Rachel, Noted. The invoice stays unpaid and in dispute until a credit note is received, or a corrected invoice that matches the executed order form. Please send either document in writing as soon as it is approved. Kind regards, Annelies de Vries Finance Controller