Bring the record together
Start with the repair order, documented scope and approval, technician notes, supplier documents, and parts issue or return records. Keep the source references connected so a reviewer can check a question without reconstructing the job from memory.
Treat a difference as a question
An authorized staff member checks which records are complete and which need more evidence. A mismatch may reflect a return, warranty treatment, fixed-price work, a duplicate or a charge already recorded elsewhere. It is not automatically lost revenue or permission to add a charge.
Define ready for review
Agree a short checklist and a review queue that shows the source, unresolved question, responsible person and next action. Keep missing approvals and conflicting records visible rather than allowing a neat status label to hide them.
Leave the billing decision with the shop
FaultZero helps define and test the control in a compatible existing tool, then provides written instructions and a staff handoff. Authorized shop staff make the final invoice decision. This is not automatic financial posting, a vehicle-safety approval or a guarantee of recoverable money.