Instead, Staples uses something different—and a little confusing at first: invoice naming conventions. That means they bake deduction reasons right into the invoice number itself, using prefixes like VA, RT, or CL. No codes. No categories. Just a string of letters and numbers.
In this blog, we’ll break it all down in simple terms:
Let’s decode Staples’ deduction process together.
Staples’ method is simple in theory but can feel tricky in practice. Here’s how it works:
Whenever they deduct an amount from your invoice, they add a prefix like VA, RT, or CL to the invoice number. These letters tell you what the deduction is for.
Let’s look at a few quick examples:
There’s a full table Staples provides that maps all these prefixes to their deduction types and also gives the contact person or team for each case. We’ll share that below so you can bookmark or save it.
But before that, let’s break down a few more examples with pictures and context.
Check out our blog, which goes through a step-by-step manual dispute process for Staples:
Staples has provided a detailed list of invoice naming conventions, the type of deduction they relate to, and the contact email you should reach out to. Here's a summary from that list:
Even if you have the table, staying on top of dozens—or hundreds—of deductions every month is a lot of work. You have to:
That’s where automation can make a real difference.
At iNymbus, we help suppliers like you automate the entire dispute process. Here’s what that looks like when it comes to Staples:
Instead of manually opening every invoice and hunting down who to email, iNymbus handles it for you.
This saves hours every week, prevents missed disputes, and helps recover money faster.
Understanding Staples deductions doesn’t have to be a guessing game. Once you know how to read the invoice naming conventions and who to contact, it gets easier. But if you’re dealing with hundreds of invoices every month, automation is the real game-changer.
Ready to see how it works?