Free Invoice Generator

Invoice dispute response generator

Pick what the client objected to and where you stand, and the sheet writes a short, calm reply that restates the facts, points to what was agreed and proposes one next step. Copy it, or open it in your email app.

The dispute
The invoice

Reads "for the work set out in …". A document and a date make the reply hard to argue with.

Dates and what happened, not how you feel about it. Goes in the reply as written.

Who it is from and to

Only used to fill in the To line when you open the email in your email app.

Today, unless you are writing it ahead.

We suggest 7. Never earlier than the invoice's own due date.

GuideCredit notesHow this works, and where the figures go wrong →

How the reply is built

In the same order whatever the dispute: their point in one sentence, the facts (the invoice, the amount, where the work was agreed), your position, one next step, and an offer to talk. One next step gives the client one thing to do. A reply that argues every point gives the client a point to argue back.

  • Restate their point first. It shows you read the email, and it fixes in writing what the dispute is about, so it cannot quietly grow into something else.
  • Point to the agreement, not to your effort. "The quote you approved on 3 March" settles a scope question. How long the work took does not.
  • Separate what is disputed from what is not. If only part of an invoice is in question, the rest is still owed. The partial reply asks for that part by a date.
  • No apology for an invoice that stands. Thanking them for raising it is polite. Apologising for a correct invoice suggests it is not.

When money comes off: a credit note

If you agree the invoice was wrong in part or in full, don't edit it or delete it. Issue a credit note, a second document with its own number that reduces or cancels the first and says which invoice it corrects, and send a corrected invoice if one is still owed. The credit notes guide covers what it has to show and the UK and EU rules for it. An invoice that never arrived is not one of those cases: send it again.

A discount is a decision, not a correction. If you agree to one, a credit note for the reduction does the job. If you do not, say so once and point to what was agreed. The sheet warns you when a choice gives away more than you meant to.

The 7 days

The reply asks for any amount not in question within 7 days, or by the invoice's own due date if that is later. The 7 days is our suggestion, not a rule: long enough to get through a payment run, and short enough that the undisputed part is not held hostage by the rest. Your contract comes first if it says otherwise.

What this generator does not do

  • It is not legal advice. Whether an invoice stands depends on your contract and on where you and your client are. The reply states your position; making sure the agreement supports it is up to you.
  • It does not make the credit note. Neither does the invoice generator on this site yet: it has no credit note type, so for now you will need to make one elsewhere. It does make the corrected invoice.
  • It does not send anything. It writes the email. You copy it, or open it in your own email app, and send it from there.
  • It does not keep anything. Nothing is written to your browser's storage and nothing you type is sent to us.

Related

Most invoice disputes are about scope, and the document that should have settled it is the quote: quotes, estimates and invoices covers it. If the client goes quiet instead of disputing, the payment reminder email generator writes the follow-ups, and the final notice letter generator writes the last letter before you hand the debt on.

Last updated 3 October 2026