@CherylM Hmmm . . .
That scenario is presenting the potential for quite a “dicey” situation.
There are many variables to consider in regard to chalking it up to a calculation error OR broaching the subject with your valuable client:
- Calculate the percentage of shortage in regard to the overall invoice amount.
- Calculate the revenue generated by this client on a regular, monthly basis.
- Review the potential negative impact of possible client loss due to this calculation error.
- How “solid” is your relationship/communication with your customer?
- What guidance does your “gut instinct” give you regarding broaching the subject with the client?
Other things to consider in the grand scheme of things:
- Are there other clients at this particular company?
- What potential impact would a “negative” comment from her have on their reliance upon your services?
- How will the potential loss of this client impact your business?
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In my direct experience, an executive-level client (new to me) from a large corporation requested that I travel an extended distance to his location to work on creation of two Apostilles. All preliminary preparations were scheduled & coordinated through an Administrative Assistant via email & phone.
I calculated the fees and submitted them, & received approval for the fees. Subsequently created & submitted the invoice, which was promptly paid by the Administrative Assistant.
On the date of the scheduled Apostille appointment, there were THREE (3) documents presented to me for Apostille.
I met with the executive-level client & completed all my work, then proceeded with the Apostille processing. Once all work was completed, I returned the 3 Apostilles to the executive-level client.
Like you, I was quite uncomfortable with the decision of how to move forward with requesting the additional funds from the Administrative Assistant as it was more than a nominal amount.
I then drafted an email to the Administrative Assistant identifying that there were a total of 3 Apostilles completed during our scheduled appointment. I asked how he would like to move forward with the discrepancy of being scheduled to complete 2, but was presented with 3.
I waited a day and one-half with no response. Of course, I knew there was a possibility that I’d have to chalk it up to a “learning lesson.” So, I called & asked the Administrative Assistant if he had received my email. He said that he did. I mentioned that I understood he may want to confirm the number of Apostilles with the signer, which he did. Within a few minutes, he sent an email asking me to send over the supplemental invoice for the 3rd Apostille. I did so & it was promptly paid.
NOTE: I’ve since received additional signing orders [SOs] from this company.
===>>> Hope this information proves helpful to your decision process. 
