What is a Reconciliation Invoice?

A reconciliation invoice is a monthly summary of additional charges applied by carriers after your shipments have been sent. Once carriers provide their final shipment data, all adjustments are consolidated into a single invoice.

Reconciliation invoice numbers follow this format: YYYY-MM-XXXXX-1 (e.g. 2026-02-XXXXX-1)

Because these charges originate directly from the carrier, Swotzy is not able to identify them in advance.

Why Additional Charges Are Applied

Carriers may issue additional charges for the following reasons:

• Size discrepancy — the dimensions entered in Swotzy do not match those measured by the carrier
• Weight discrepancy — the weight entered in Swotzy does not match the weight measured by the carrier
• Packaging — the packaging used does not comply with the carrier's rules and regulations
• Address issues — the delivery address required correction, could not be found, or was incorrect
• Redelivery — a second delivery attempt was required
• Redirection — the shipment was redirected to a new destination
• Delivery type change — the delivery method was changed after dispatch
• Return to sender — the shipment was returned by the carrier

Note: If the total amount of reconciliation charges is below €2, a separate reconciliation invoice will not be issued. These charges will instead be added to your next monthly invoice.

When Is It Issued?

Reconciliation invoices are issued once a month, usually in the middle of the month.

Disputing a Charge

If you believe a charge has been applied incorrectly, you can submit a dispute by following these steps:

1. Fill out our Invoice Dispute Form
2. Attach supporting evidence (photos, tracking screenshots, or other relevant documentation)

Please note: Submitting a dispute does not pause the payment due date of the invoice. The invoice must be settled on time. If your dispute is approved, the difference will be refunded promptly.

Need Assistance?

If you have questions about a reconciliation invoice, our support team is here to help.

Contact us at support@swotzy.com