XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: All regions
Risk Type: Duplicate Risk
Business Function: Sales
Overview
The "Duplicate Invoice Raised" XBert detects instances where an invoice may have been unintentionally created more than once for the same customer, amount, due date, and other key details. Identifying duplicate invoices early helps prevent overstated sales figures, client frustration, and disrupted cash flow.
What it does
This XBert reviews all invoices in Draft, Submitted, or Authorised status and looks for duplicates based on a unique combination of details including:
Customer name and ID
Invoice due date
Invoice code
Invoice amount
Currency
Invoice line descriptions
If more than one invoice shares these exact attributes, XBert flags it as a potential duplicate.
How it works
XBert analyses your sales data to identify invoices with identical characteristics. If it finds two or more matching invoices for the same customer — where the amounts, due dates, and line items are also the same — an alert is raised for review. This helps ensure that invoices are not unintentionally duplicated and that your financial data remains accurate.
Example/Use Case
A bookkeeper returns from leave and begins clearing a backlog by issuing invoices. Meanwhile, an account manager had already invoiced some of those clients, including a $1,200 invoice to Macks Earthworks. The bookkeeper, unaware, creates another identical invoice. Later, when chasing payment, the client becomes frustrated by the confusion and questions the business's professionalism. Additionally, the business’s sales reports now show $2,400 instead of $1,200, leading to incorrect projections.
Accounting software
All major Australian-compatible accounting software (e.g., Xero, MYOB, QuickBooks Online).
Which countries it supports
All regions.
Processes
This alert falls under the ‘Sales (AR)’ category and supports data integrity in accounts receivable. To resolve this issue:
Review all invoices flagged for the customer — including Draft, Submitted, and Approved statuses.
If a duplicate is confirmed, delete or void the extra invoice.
If the invoice is part of a recurring schedule, you may safely file the alert. XBert will ignore future recurring entries.
Ensure internal invoicing processes are clear to reduce the risk of duplicate entries in the future.