XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: All regions
Risk Type: Duplicate Risk
Business Function: Purchases
Overview
The "Duplicate Bill Paid" XBert detects instances where multiple bills for the same supplier — with identical amounts, due dates, codes, and line items — have been raised and paid, indicating a likely duplicate payment. Catching these duplicates early helps prevent financial losses, reconciliation errors, and supplier confusion.
What it does
This XBert scans your accounting system for Paid bills and identifies duplicates using a unique combination of:
Supplier name and ID
Bill due date
Bill code
Bill amount
Currency
Line item descriptions
If more than one bill with matching data is marked as Paid, the alert is triggered for your review.
How it works
XBert reviews all bills with a status of ‘Paid’ and checks for duplicates using detailed matching criteria. When two or more paid bills exist for the same supplier, same amount, and same billing details, it raises an alert — helping you investigate whether a duplicate payment was made in error.
Example/Use Case
While a bookkeeper is away on leave, the account manager pays several bills, including one for QWERTY PTY LTD. On returning, the bookkeeper, eager to clear the backlog, enters and pays the same bill again — unaware it was already processed. Now, the business has paid QWERTY twice. The supplier’s accounting system doesn't flag the overpayment, and the duplicate payment remains unnoticed until cash flow issues or a reconciliation discrepancy arises.
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 ‘Purchases (AP)’ category and helps maintain clean and accurate payment records. To resolve this issue:
Review the flagged bills for the supplier — ensure they weren’t created or paid in error.
If a duplicate payment was made, contact the supplier to request a refund or credit.
Void or delete the duplicate bill if it was created unnecessarily.
Cross-check if payments were recorded via Xero’s “Spend Money” function or through the bank feed — both can contribute to unintentional duplicates.
Educate your team on consistent approval and payment workflows to avoid future duplication.