Workflow
Duplicate invoice detection
Catching the same invoice submitted twice when the vendor name, amount, date and reference all differ slightly.
Part of Accounts Payable
The problem
Duplicate payments almost never involve two identical documents. A supplier chases an unpaid invoice by resending it under a new number. A PDF copy arrives by email of an invoice already received through EDI. A branch office is set up as a second vendor record and both records get paid. Controls that key on an exact match of vendor and invoice number see two different invoices and let both through, and the overpayment is discovered — if at all — during a supplier statement reconciliation months later.
How VapusFin handles it
- 01
Every incoming invoice is compared against the history on its substance, not its reference: the vendor entity behind the name, the line items, the amounts, the dates and the purchase order it points at.
- 02
Vendor records that look like the same supplier under different names are linked, so a duplicate submitted against a second record is compared against the first one's history.
- 03
Near-matches are ranked and presented with the earlier document beside the new one, and the specific fields that agree and differ are highlighted.
- 04
A confirmed duplicate is blocked before it can enter a payment run. A confirmed distinct invoice is recorded as such, so the same pair is not raised again.
Describe the workflow that costs you most
If the one you are looking for is not listed, it is probably still something we handle. Tell us what happens today and we will walk through what it would look like.