Contracted Rate Compliance Playbook

Negotiated rates are not savings unless invoices follow the deal.

This playbook installs controls so contracted pricing becomes the default behavior.

What you will produce

1. Rate card governance rules
2. Invoice checks and exception handling workflow
3. A monthly compliance report
4. A dispute and recovery workflow for overcharges

Step-by-step implementation

Step 1: Standardize the rate card format

If the rate card is not structured, it will not be enforced.

Step 2: Add invoice checks

Invoice checks should be lightweight:

• validate line items against rate card
• flag out-of-policy adders
• require approvals for exceptions

Step 3: Track compliance monthly

Compliance means:

• percent of spend on contracted rates
• number of exceptions
• dollars recovered

Step 4: Recover overcharges

Recovery is easiest when you have:

• documented rate card
• invoice evidence
• a consistent dispute cadence

Templates

A) Rate card governance rules (copy and paste)

Copyable template (TEXT)
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Rate Card Governance Rules

Owner:
Effective date:

Rules:
- Rate card changes require written approval.
- Exceptions must be approved before invoicing.
- Any non-standard line item requires justification.

Review cadence:
- Monthly compliance review
- Quarterly rate card validation

B) Invoice exception log (copy and paste)

Copyable template (TEXT)
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Invoice Exception Log

| Invoice | Supplier | Exception type | Amount | Approved by | Outcome | Notes |
| ------: | -------- | -------------- | -----: | ----------- | ------- | ----- |

C) Monthly compliance report (copy and paste)

Copyable template (TEXT)
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Monthly Compliance Report

Month:
Supplier:
Total spend:
Spend on contracted rates:
Compliance percent:
Exceptions count:
Overcharge dollars identified:
Credits recovered:
Top exception causes:

D) Overcharge dispute email (copy and paste)

Copyable template (TEXT)
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Subject: Rate compliance credit request

Hi [Name],

We reviewed Invoice [#] and identified charges outside the contracted rate card.

Details:
- Line items:
- Contracted rates:
- Invoiced rates:
- Overcharge amount:

Please issue a credit or confirm the corrective action plan.

Thank you,
[Name]

Common failure modes

• rate card exists but is not used in invoice review
• exceptions are approved after the fact
• compliance is not tracked, so drift becomes normal