Duplicate invoice detection software: the options, and a fixed-price alternative
What the main duplicate invoice tools and the checks built into Xero, QuickBooks Online and NetSuite look at, from their own pages, and a fixed-price Proof on your own export.
The short answer. The specialist tools sell to accounts payable teams, mostly on a quote. The checks built into the ledger match on the supplier and the invoice number, and Xero adds the amount. Our Proof runs a duplicate check on your own ledger export for from 1,500 euro, in 5 working days, and hands you a hold list with a reason on every row.
The options, from their own sites
| Option | Who it is built for | What the duplicate check looks at | Pricing |
|---|---|---|---|
| Xelix | AP teams, as software that bolts onto the ERP. | Xelix says it reviews 500+ data points per invoice and looks past exact matches, before the pay run. | On request |
| FISCAL Technologies | Their site names UK local government, healthcare and corporate and business services. | Their site says it finds likely duplicates the ERP missed, every night, as a list to review before the payment run. | On request |
| AppZen | Finance leaders, for AP and expenses. | Their AP page says it checks an invoice is not a duplicate at every stage, from the inbox on. | On request |
| Stampli | Finance teams. | Their AP page says Billy captures and codes every line and flags duplicates. The fields are not listed. | On request |
| Tipalti | Teams replacing manual AP work, per their pricing page. | Their invoice page lists AI-powered duplicate detection. The fields are not listed. | Public: their pricing page lists AP plans from $99 a month, plus fees |
| Xero, built in | Xero users. | Xero's help says it compares the contact, reference and amount of bills and credit notes. | Part of Xero |
| QuickBooks Online, built in | QuickBooks Online users. | Intuit's community answers point to a setting that warns when a bill number was already used for that vendor. | Part of QuickBooks Online |
| NetSuite, built in | NetSuite users. | Oracle's help says a reference number already used for that vendor may show a warning on save. A separate setting can warn on, or block, a duplicate document number. | Part of NetSuite |
What to weigh
- Where it runs. On one screen as a bill is entered, or across the ledger.
- What it compares. The number alone, or supplier, number, amount and date read the way a person reads them.
- What you get back. A warning on save, or a list with the evidence per row.
- How you buy. A subscription on a quote, or a fixed price.
Our alternative: a Proof on your own export
- Your data. We read Xero, QuickBooks Online, Sage Business Cloud and Exact Online through their APIs, and Sage 50, Sage 200, Business Central, Sage Intacct, NetSuite and SAP from exports, plus CSV and Excel.
- Your tests. 3 to 5 pass/fail tests, written with you on day 1.
- Shadow mode. It reads and reports, and writes nothing.
- The hold list. On day 5 each held invoice sits next to the one it matches, with the reason. A person decides.
- The price. from 1,500 euro, credited in full against a Pilot booked within 30 days. The Pilot is from 6,000 euro, 30 days, live in your systems.
- The terms. Half up front, half when it passes the tests. If it fails and we can't fix it within 5 working days, the first half comes back. You own the code.
Our free duplicate invoice checker shows the count and value of suspected duplicates in a CSV or Excel export. Nothing leaves your browser.
A worked example, on synthetic data
The sample hold list has 20 sample invoices, 4 held. Every row is synthetic. Three rows show what a number check can miss.
- Row 12, PK-7731. Same supplier and amount as PK-7714, two days apart. Only the number is new.
- Row 15, CH-55098. Credit note CN-2210 already cancelled it, and its replacement is row 8. Paying it pays twice.
- Row 19, DG 10482. Same number and amount as DG-10482, sent again later. A space in place of the dash does not hide it.
A person approved those holds and released row 10, a monthly fee for a different month: 3 confirmed duplicates, 1 false alarm released.
Send us the job in the form below and a plan with a fixed price comes back within 24 hours.
Contact
Send us the problem or email jayron@geurs.com