When Duplicate Invoices Slip Through: How to Catch and Correct Them

Ever dealt with this AP issue? The same invoice sneaks into the system twice. Sometimes it’s a supplier who resends a bill “just in case.” Other times it’s an internal upload mistake. Either way, duplicates can mean wasted time, messy ledgers, or — worst of all — double payments.

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Centime’s invoice automation tackles this problem head-on by checking every incoming document against what’s already in your system — whether it’s sitting in Documents, Unpaid Invoices, or even Paid Invoices. That means protection not only at the point of upload but also against later edits or approver changes.

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How Centime Flags a Duplicate

Instead of leaving your team to play detective, Centime automatically compares key details:

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Supplier + Invoice Number → catches the obvious “same invoice twice” situation
Supplier + Invoice Date + Invoice Amount → catches the trickier cases, like an invoice resent with a different number
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When a match is found, the invoice is immediately flagged with a duplicate icon. Hovering shows the reason — whether it’s the same number already in the system or the same amount/date combo.

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Importantly, only invoices in a “Needs review” state can be marked duplicates, so you’re resolving issues before they ever get approved.

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Resolving the Issue Without the Headache

Centime keeps the fix simple. You’ve got two clean options:

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Delete the duplicate if it’s a true repeat.
Modify the details if the invoice is legitimate but needs correcting (say the supplier reused an old number).

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That flexibility matters. Instead of blocking your workflow, the system gives you guardrails that protect accuracy without slowing down the process.

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Why This Matters in Practice

The real cost of duplicate invoices isn’t just overpayment. It’s:

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Audit risk: messy trails that erode trust with auditors.
Supplier friction: nothing kills confidence faster than having to chase down a double payment.
Team productivity: manual detective work that eats into time you should spend on higher-value tasks.

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We’ve seen teams lose days cleaning up ledgers from just a handful of duplicate postings. Centime turns that into a quick review and resolution step, built into the natural flow of invoice processing.

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Takeaway

Duplicate invoices will always happen — suppliers resend, team members mis-upload, systems hiccup. What matters is how quickly you can catch and correct them. Centime’s approach gives you visibility the moment a duplicate appears and keeps your books (and vendor relationships) clean.

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Instead of worrying about what slipped through, your team can stay focused on approvals, payments, and closing the books with confidence. Book a demo today to learn more about our AI-powered AP Automation.

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**Deposit placement through ICS is subject to the terms, conditions, and disclosures in the applicable agreements. Although deposits are placed in increments that do not exceed the FDIC standard maximum deposit insurance amount (“SMDIA”) at any one destination bank, a depositor’s balances at the institution that places deposits may exceed the SMDIA (e.g., before settlement for deposits or after settlement for withdrawals) or be uninsured (if the placing institution is not an insured bank). The depositor must make any necessary arrangements to protect such balances consistent with applicable law and must determine whether placement through ICS satisfies any restrictions on its deposits. A list identifying IntraFi network banks appears at https://www.intrafi.com/network-banks. The depositor may exclude banks from eligibility to receive its funds. IntraFi and ICS are registered service marks, and IntraFi Cash Service is a service mark, of IntraFi Network LLC.

^††2.75% Annual Percentage Yield (APY) as of 09/24/25. Deposit rate may adjust to current market rate and may change daily. Fees may reduce earnings.

*Centime is not a bank and is not authorized by any federal or state agency to engage directly in core banking activities.
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*All banking products and services available through Centime are provided by FNBO and are governed by the applicable agreements and related disclosures provided to you by FNBO. Member FDIC.
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‍*While Centime facilitates traditional banking activities (such as the acceptance of deposits or extensions of credit), these services are actually provided by our banking partner, FNBO.
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*Centime may provide support services to FNBO, as permitted by applicable law, to facilitate the delivery of its bank products and services.

**Deposit placement through ICS is subject to the terms, conditions, and disclosures in the applicable agreements. Although deposits are placed in increments that do not exceed the FDIC standard maximum deposit insurance amount (“SMDIA”) at any one destination bank, a depositor’s balances at the institution that places deposits may exceed the SMDIA (e.g., before settlement for deposits or after settlement for withdrawals) or be uninsured (if the placing institution is not an insured bank). The depositor must make any necessary arrangements to protect such balances consistent with applicable law and must determine whether placement through ICS satisfies any restrictions on its deposits. A list identifying IntraFi network bank

When Duplicate Invoices Slip Through: How to Catch and Correct Them

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