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🀚 How we handle duplicate requests: Invoices/Expense Claims
🀚 How we handle duplicate requests: Invoices/Expense Claims

Which duplicates do we send a warning on?

Updated over a week ago

🔈 Requesters and Controllers,

now is your time to make sure that you never upload/bookkeep the same expense twice! 😇

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.

Here's how we handle duplicates.

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.

Fields Checked for Duplicate Detection at Submission


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 utilized 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.

If you have any further questions or concerns regarding our duplicate handling procedures, feel free to reach out to our support team. We're here to ensure your experience with our platform is as seamless as possible.

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