Find possible duplicate invoices before they're paid twice
The same bill can arrive as an email attachment, a scan and a reminder copy. docveriq compares verified invoice details across your workspace and puts likely duplicates side by side for review.
How duplicate invoices slip through
- A supplier emails a PDF, then sends a reminder with the same invoice attached.
- A paper copy is scanned by one person while the emailed version is entered by another.
- An invoice number is retyped with a space, dash or prefix, so it no longer looks identical.
None of these are unusual, and each can lead to the same bill being paid twice.
How the duplicate check works
docveriq compares every reviewed invoice with the others in your workspace. Two invoices become a duplicate candidate when they have:
- the same verified supplier,
- the same currency and invoice date, and
- totals within 0.02 of each other.
The invoice numbers then decide the type of finding:
| Finding | Invoice numbers | Example |
|---|---|---|
| Exact duplicate | Identical | INV-2026-0042 and INV-2026-0042 |
| Near duplicate | At least 90% similar after removing spaces and punctuation, ignoring case | INV-2026-0042 and inv 2026 0042, or INV-2026-0042 and INV-2026-0043 |
Both are marked high priority, with the invoice total shown as the potential amount at stake.
Reviewing a possible duplicate
Open the finding to see both invoices and their originals. Record your decision as confirmed, dismissed or needing follow-up, with a note explaining why. If either invoice is corrected later, the check runs again and a changed finding returns to review.
Identical files are caught at upload
If the exact same file is uploaded again to a workspace, docveriq recognises it and does not process or charge for it a second time.
Limits worth knowing
- The supplier must be verified on both invoices. Unverified suppliers are not compared, which prevents false matches across different companies.
- Credit notes are not treated as duplicates of invoices.
- Invoices with different dates are not compared by this rule.
Questions, answered
Does a duplicate finding mean we paid twice?
No. It marks two invoices that look alike so someone can compare both originals before any decision is made.
Why does the supplier need to be verified first?
Duplicate checks only compare invoices from the same verified supplier. That avoids false matches between different suppliers whose invoice numbers happen to look similar.
What happens if I upload the same file twice?
An identical file is recognised and is not processed or charged again.