XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: All regions
Risk Type: Duplicate Risk
Business Function: Purchases
Overview
The "Duplicate Bill Raised Advanced" XBert identifies potential duplicate bills where multiple entries have been raised for the same supplier, amount, and due date — even when a reference code could not be confirmed from the attachment. This advanced check helps prevent duplicate payments by using attachment analysis and detailed bill data.
What it does
This XBert scans your bills and compares them across the following criteria:
Supplier name and ID
Bill due date
Bill total amount
Currency
Line item descriptions
It excludes the bill code from matching (unlike the standard duplicate alert), and uses document attachment analysis to determine whether the bills may be duplicates, even when reference codes are missing or ambiguous. If a potential match is found, and the attachment does not provide conclusive differences, an alert is triggered.
How it works
This XBert uses tokenised document recognition to analyse the bill’s attachments and associated metadata. If two or more bills with matching financial and supplier details are found, and the documents attached appear similar (or lack distinct references), the XBert raises a possible duplicate alert. This enhanced approach reduces false positives caused by recurring services while catching subtle duplicate entry errors.
Example/Use Case
A bookkeeper returns from leave and begins entering bills to catch up. While away, a receptionist had already processed a bill for ‘Staff Training’ but didn’t tag it as complete in the system. The bookkeeper enters the same bill again using a scanned PDF attachment that lacks a unique reference number. XBert detects the duplicate based on the supplier, date, and total — and raises an alert, even though the bill code wasn't matched directly.
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 identify duplicates using both data fields and document-level recognition. To resolve this issue:
Review the flagged bills for the supplier — including those in Draft, Submitted, and Authorised status.
Confirm whether this was an intentional recurring bill or an accidental duplicate.
If the bill is a duplicate, delete or void the unnecessary entry.
If it’s a legitimate new bill, you may file the alert so XBert won’t flag similar entries again.
Ensure attachments on future bills include clear references or unique identifiers to improve detection accuracy.