Duplicate vendor invoices: checks before posting and payment

Before entering a bill, check vendor, invoice number, date, amount, currency, and purchase reference. A scanned copy, emailed reminder, and original PDF can all describe the same obligation.

Normalize obvious formatting differences for comparison while preserving the source document. Removing a space or punctuation for a duplicate check should not erase the original invoice reference.

Review repeated amounts, slightly changed invoice numbers, duplicate vendor profiles, and bills received through several channels. Confirm whether the vendor reissued a corrected invoice or sent a statement listing already posted bills.

A monthly recurring charge with the same amount is not automatically a duplicate. Compare the service period and contract. An investigation should distinguish a repeated obligation from repeated evidence of one obligation.

Search prior payments, scheduled payments, card charges, and credits. A bill may have been paid directly by an employee or through another authorized system.

For illustration, a $2,000 supplier invoice paid by card and then entered for bank payment can create a second disbursement even if only one bill appears in the payable list. Include card and bank evidence in the review.

If a correction changes the amount, obtain the revised document and clarify which original it replaces. Link any credit memo. Use the company's approved contact process and verify bank-detail changes independently.

Keep a hold status with an owner and next action. Deleting a questioned invoice without explanation can make the same document reappear as new work.

Record the duplicate match, correction, or confirmation with the final bill. Assign a unique payable reference and review integration rules that import invoices from several sources.

At close, examine repeated vendor and payment exceptions. A controlled intake channel and visible payment history can reduce duplicate work, while the review trail explains why a bill was paid, held, or rejected.