Rental Car Invoice Mismatch

[treaves_1]

Recently on business travel in Italy I rented a car through National that I thought I would return after a few days.  The rental needed to be extended on two additional occassions during the two week trip.  The National subsidiary, "Locauto Rent", invoiced my Amex separately for multiple expenses related to the rental.  The issue is that the final invoice details the total expense, but doesn't directly match any of the individual invoiced amounts against my Amex.  Looking for advice on how to proceed forward and clear the expense.

[KevinD · Accepted solution]

@treaves_1 since one receipt is to go with multiple entries on your report, I suggest opening the provided receipt. Take a screenshot of it and save the screenshot as either jpg, png or tif. Once saved, you can then upload that one receipt to each of expenses. I would use the Comment field on the expenses to explain that only one receipt was sent, but the card was charged multiple times.

[samasuraj]

Hi treaves_1

Please try the below to fix: "Rental Car Invoice Mismatch"

A Rental Car Invoice Mismatch in SAP Concur occurs when the rental car receipt or final invoice does not match the amount,

dates, or details recorded in Concur Expense or imported from the company credit card.

Here's how to investigate and resolve it.

1. Common rental car invoice mismatches

Issue	Possible cause	Resolution
Invoice amount higher than Concur	Fuel, insurance, tolls, taxes, additional driver fees	Compare and itemize charges
Invoice amount lower than Concur	Preauthorization hold or pending card transaction	Wait for the final settled charge
Rental dates mismatch	Early pickup, late return, extended rental	Verify rental agreement and final invoice
Duplicate rental expense	Both e-receipt and corporate card transaction imported	Match or combine records using supported Concur functionality
Unauthorized charges	Optional insurance, upgrades, GPS	Check company travel policy
Wrong currency	International rental or card conversion	Verify currency and exchange rate
Missing invoice	Rental company has not provided final receipt	Request the final itemized invoice

1. Step-by-step troubleshooting in SAP Concur

Step 1 – Locate the rental car expense

Navigate to Expense → Manage Expenses → Available Expenses or open the existing expense report. Select the rental car transaction.

Step 2 – Compare the invoice with the transaction

Check the rental company, pickup and return dates, base rental charges, taxes, insurance, fuel, and total amount. Compare these against the corporate card's final posted amount.

Step 3 – Identify the discrepancy

Determine whether the difference is an additional legitimate charge, incorrect receipt, pending authorization, or duplicate transaction. Do not change the corporate card amount merely to match the receipt.

Step 4 – Correct the expense

Use the appropriate expense itemization, receipt attachment, or matching function available in your Concur configuration. If the invoice itself is incorrect, request a corrected final invoice from the rental company.

Step 5 – Validate and submit

Ensure the expense matches the actual financial transaction, attach supporting documentation, resolve blocking exceptions, and submit the report through the normal approval workflow.

1. Real-world example: Rental invoice higher than card charge

Example rental car reconciliation

Rental invoice: $485.00

Corporate card transaction: $450.00

Unreconciled difference: $35.00

Possible causes include an additional fuel charge, toll, adjustment, or a pending separate transaction.

Correct approach: Obtain the final itemized invoice, check whether the $35 was charged separately, and reconcile both amounts before submission. Do not claim the difference as an out-of-pocket expense unless you actually paid it and company policy permits reimbursement.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant

[KevinD]

@samasuraj great detailed response, however the situation is the user received one receipt for all the car rental charges, but their card was charged multiple times. For example, their rental total was $400 and the receipt shows this amount. However, for some reason the car rental agency made three charges on the users card that when all totaled up equaled $400. It isn't that the charge mismatched the receipt, it is an issue of the car company split the total into multiple card charges.

[samasuraj]

Hi KevinD

Please check the below.

Thank you for clarifying. This is not a rental car invoice amount mismatch. It is a single receipt covering multiple corporate credit card transactions in SAP Concur Expense.

For example:

Transaction	Amount
Rental car charge 1	$150.00
Rental car charge 2	$175.00
Rental car charge 3	$75.00
Total corporate card charges	$400.00
Final rental car receipt	$400.00

The total is correct. The rental agency simply processed the payment as three separate charges.

Recommended Solution in SAP Concur

Keep all three imported credit card transactions and use the same final rental receipt as supporting documentation.

Option 1: Attach the same receipt to each transaction

1. Navigate to Expense → Available Expenses.
2. Select the three rental car credit card transactions.
3. Move all three transactions into the same expense report.
4. Open the first transaction.
5. Select the appropriate Car Rental expense type.
6. Attach the final $400 rental invoice.
7. In the Comments field, explain that the receipt covers three separate corporate card transactions.
8. Repeat the receipt attachment and explanation for the remaining transactions, if permitted by your company's configuration.
9. Save and submit the expense report.

This approach preserves the original card charges and provides an audit trail.

Option 2: Combine transactions, if supported

Some Concur configurations support combining certain expense entries, but you should not assume that three separate corporate card charges can be merged into one transaction.

If your environment does not permit combining them, retain all three entries and attach the supporting receipt.

Suggested comment for each transaction

The rental car agency processed the total rental amount of $400 as three separate corporate credit card transactions of $150, $175, and $75.

The attached final rental invoice reflects the full $400 rental amount and supports all three transactions.

The three charges reconcile exactly to the final invoice. No duplicate expense or additional reimbursement is being requested.

What if Concur generates a receipt mismatch exception?

If the system compares each individual transaction against the full $400 receipt, it may flag an exception.

In that case, the Expense Administrator should verify whether the exception is informational or blocks submission. If blocking, the administrator may need to use an approved exception-handling process rather than changing the original card amounts.

Do not split the $400 invoice into three artificial receipts or delete any of the legitimate credit card transactions.

Thanks & Regards

--

Samantha Prathikantam

SF_EC & ECP / SAP Concur Consultant