🌊 3 Simple Ways to Avoid Duplicate Invoices

Duplicate invoices are one of the easiest mistakes to make in bookkeeping, but they can cause a lot of headaches. From accidentally paying a supplier twice to skewing your financial reports, it’s a risk every business owner wants to avoid.

Here are three practical tips to help you keep duplicates at bay:

🌊 1. Capture invoices right away

The sooner you capture an invoice, the less chance it has of going missing or being entered twice.

I like to set up a rule in my inbox that automatically forwards invoices straight to my invoice capture software (I use Apron). This keeps my inbox tidy and means the majority of invoices are logged without me having to think about it.

If I’m out and about and get a receipt, I use the app on my phone to snap a picture immediately. Do I sometimes feel silly holding up the queue at the till? Yes. But I also know that if I wait until I get home, that receipt will end up crumpled in a pocket, never to be seen again!

🌊 2. Double-check invoice numbers

Your accounting software can only spot duplicates if the invoice number is entered correctly. Be careful with characters like the letter I and the number 1—they look similar, but your system will treat them as different.

If you’re using invoice capture software, it can flag potential duplicates before they even get entered. This saves you time and reduces the risk of something slipping through.

🌊 3. Don’t post from the bank feed without an invoice

It can be tempting to just post a transaction directly from your bank feed if you can’t find the invoice. But this creates a bigger problem down the line.

If the missing invoice turns up later, you’ll have both an unpaid invoice and the bank payment sitting in your system—double trouble. Instead, check through your unpaid invoices first. If you’re not sure, search your bank feed for the amount to see if it was already posted straight to your ledger.

Final thought

Duplicate invoices might seem like a small mistake, but they can snowball into wasted money and messy accounts. By capturing invoices straight away, checking invoice numbers carefully, and resisting the urge to post payments without invoices, you can avoid the most common traps.

A little extra diligence now will save you a lot of stress later. 🌊