At Spendesk, we understand the importance of accurate bookkeeping and expense tracking. To ensure smooth financial processes and prevent duplicate entries, we've implemented a comprehensive system for detecting duplicates on invoices and expense claims.
If you're getting an error when uploading an expense or invoice, it's likely because the system has detected it as a duplicate. Spendesk automatically checks for duplicates by comparing supplier names, amounts, and dates. If your upload matches an existing request, the platform will block it to prevent duplicates and display an error.
When does the 'Duplicate' panel appear?
The 'duplicate' panel may appear at two stages:
During File Upload: When a user selects a file for upload, our system checks for duplicates based on the file's checksum. This initial check helps prevent duplicate entries right from the start.
At Submission: Upon clicking the "Submit" button, our system conducts another check for duplicates. This time, it compares the information provided in the request against existing entries. This includes data extracted through OCR (Optical Character Recognition) or any modifications made by the user before submission.
The user can then choose between "Cancel this request" or "Submit my expense claim anyway".
Fields Checked for Duplicate Detection at Submission
Invoice
The following fields are checked for duplicates:
Invoice Number
Supplier ID
Amount
Currency
Due Date
It's important to note that our system only considers requests from the same user for duplicate detection. Requests from other users won't trigger the duplicate panel.
Expense Claims
Similarly, for expense claims, the following fields are examined:
Supplier ID
Amount
Currency
Expense Paid Date
As with invoices, only requests from the same user are used for duplicate detection in expense claims.
Ensuring Accuracy and Efficiency
By implementing duplicate detection at multiple stages and considering key fields for comparison, we aim to streamline our financial processes and minimize errors caused by duplicate entries. This not only ensures accurate bookkeeping but also enhances efficiency, saving time for both requesters and finance teams.