Unjustified hours on an invoice

[DiverC]

Our ltd company subcontracted another company for some work. In addition to some outcome-based costs, there were 30 hours on the estimate for 'miscellaneous support'.

In the end, we used the company for about 60% of the outcome based work that they quoted for but then on their invoice the 'miscellaneous support' hours went up to 45 hours, which conveniently brought the total cost almost the same to the penny as the original quote.

We asked for a breakdown of the 45 hours and they told us '30 general admin and 15 general support'.

I asked for more clarification and they are saying they don't have the time to provide it. I have just asked for them to show how they came to 45 hours but they are basically refusing. I even suggested they can just send info direct from whatever time tracking solution that they use.

I realize now that ideally we should have had a clearer contract in place but I really feel that they are taking us for a ride.

I am trying to be tactful, saying it is a requirement of our accountant etc because I just don't want to accuse them of overcharging, but the 45 hours really does not match up with their deliverables by any stretch of the imagination.

When we issue invoices we always give a separate breakdown of dates / hours / tasks at least to the nearest half day, depending on how we are billing. I thought this was normal. I am surprised at their reaction, and it also suggests to me that they realize they have been caught out.

We may need to work with them again in the future but I'd ideally like them to realize that they can't take us for mugs rather than just pay up as if it was all fine.

Am I being unreasonable?

Thanks in Advance

 

[MBE2017]

Totally reasonable IMO. I think I would offer to pay when they can be bothered to provide you with the information required, until then the invoice will be in dispute.

 

[fisicx]

Why would you want to work with them again? As suggested by @MBE2017, dispute the invoice and see what they do next.

 

[estwig]

Of the outcome based work promised, you only actually gave them 60% of it.

Did you give them much notice of this reduction in work and income, did you give them valid reasons for the reduction, or did you mess them around.

If I was them, I'd be looking to recoup my losses too.

 

[kulture]

Of the outcome based work promised, you only actually gave them 60% of it.

Did you give them much notice of this reduction in work and income, did you give them valid reasons for the reduction, or did you mess them around.

If I was them, I'd be looking to recoup my losses too.

I agree, but I would talk to you first and explain. I would not ignore communication or fob you off.

 

[DiverC]

Why would you want to work with them again? As suggested by @MBE2017, dispute the invoice and see what they do next.

Unfortunately they are very niche and would be the only option if we got some follow up work from the client

 

[DiverC]

Of the outcome based work promised, you only actually gave them 60% of it.

Did you give them much notice of this reduction in work and income, did you give them valid reasons for the reduction, or did you mess them around.

If I was them, I'd be looking to recoup my losses too.

The original quote was to get an idea to bid for a tender. The actual scope and dates etc was nailed down once we won the tender and had discussed with the client. There was very little change from that point.

All of this was during covid so it was understood by all parties that nothing was 100% certain at any time.

 

[Paul Kelly ICHYB]

Nothing tactful required - pay the money you agree with, ask for more details of the additional charge.

However, like too many things in business, it all boils down to what your agreements/contracts state.