# How to check freight and fuel surcharges on supplier bills

Find the agreed freight rate and the surcharge rule in your quote or contract. Work out what the surcharge should be from the base charge. Compare it to the line on the bill. Query any difference before you pay.

## Short answer

1. Get the agreed base rate and surcharge rule.
2. Read the base freight charge on the bill.
3. Work out what the surcharge should be.
4. Query the supplier if the bill is different.

## Before you start

You need the quote, rate card or contract. Look for:

- The base rate, for example per pallet, per kilometre or per consignment.
- The fuel surcharge rule. It may be a percentage that changes monthly or a fixed fee.
- Any other charges, such as tail-lift, residential delivery or waiting time.

Surcharges are a common place for overcharging. They are small on any one bill, they use a rate that moves and they sit on a separate line that people skim.

## The manual way in Xero

1. Go to Business > Bills to pay and open the draft bill.
2. Find the base freight line and the surcharge line.
3. Work out the expected surcharge. Base charge times the agreed percentage.
4. Compare it to the bill. Allow only for rounding to the cent.
5. Check the tax code on the surcharge line is the same as on the freight line.
6. If the numbers differ, leave the bill in draft and ask for a corrected invoice.

You can use the [fuel surcharge calculator](/fuel-surcharge-calculator/) to do the sum. Xero has no way to check a surcharge rate against an agreement.

## The manual way in MYOB

Open the bill in MYOB. Do the same sum with the base charge and the agreed rate. Compare to the surcharge line and hold the bill if it differs.

## The Pulsify way

Pulsify checks unit prices against a price list. It does not work out a percentage surcharge.

1. Upload a price list for the carrier under Database > Price Lists if the carrier bills fixed prices, such as a fee per consignment.
2. Open the bill. Any fixed-price line at a different price shows "Price list: $X each".
3. Check percentage surcharges by hand.

If the carrier bills per unit, the price list works well. If the surcharge moves every month, you need to work it out each time.

## Worked example

Example Haulage agreed a base rate of $210.00 per pallet and a fuel surcharge of 14%. You sent 6 pallets.

- Base freight: 6 x $210.00 = $1,260.00.
- Expected surcharge: 14% of $1,260.00 = $176.40.

The bill shows a fuel surcharge of $201.60. That is 16%, not 14%. The difference is $25.20 ex GST. You ask the carrier for a corrected invoice or a credit note.

## Common mistakes

- Taking the surcharge rate from the carrier's website. Use the rate in your agreement or quote.
- Ignoring surcharge changes. Ask the carrier to confirm the new rate in writing.
- Checking the surcharge but not the base rate or weights. See the [freight invoice check](/how-to/check-a-freight-invoice-against-the-quote/).

## Next step

[Book a call to find out how customers have saved hours per week after switching.](/contact/) The [fuel surcharge calculator](/fuel-surcharge-calculator/) is free. See the [price lists guide](/guides/price-lists/) for fixed-price lines.

## Common questions

### Is a fuel surcharge a percentage?

Often, yes, but it depends on the carrier. Many carriers state it as a percentage of the base freight charge and change it with fuel prices. Check your agreement for the rate and how often it changes.

### What if the surcharge rate changed during the month?

Ask the carrier which rate applies to your job date and get it in writing. Then work out the surcharge from that rate. Keep the email with the bill so the next person can see why it was approved.

### Does Pulsify check surcharges?

Not a percentage surcharge. Pulsify checks the unit price of a line against a price list you upload. It does not work out a surcharge from a base charge, so check those by hand.

Source: https://www.pulsify.tech/how-to/check-freight-and-fuel-surcharges-on-supplier-bills/ (last checked 2026-10-19)