XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: All regions
Risk Type: Bookkeeping Risk
Business Function: Purchases
Overview
The "Spend Money Transaction with like or similar Bill" XBert highlights when a direct bank transaction (Spend Money) appears to match an existing bill — in terms of amount, contact, and date. This may indicate duplicate payments, reconciliation issues, or missed opportunities for cleaner accounting.
What it does
This XBert detects situations where a Spend Money transaction:
Has the same amount as a bill
Is assigned to the same contact/supplier
Occurred within 3 days of the bill's due date
Matches a Draft, Submitted, Authorised, or Paid (Batch Payment) bill
The alert aims to surface potential double-ups, manual workarounds, or reconciliation inconsistencies in your purchases/accounts payable process.
How it works
XBert analyses authorised Spend Money transactions and compares them against existing bills for:
Matching amounts
Matching supplier records
Transaction dates within ±3 days of bill due dates
If a likely match is found, XBert raises the alert to help you confirm if the payment is legitimate or if a better process should be followed.
Example/Use Case
Mike authorises a bill for $2,200 to ACME Supplies, due on April 5. On April 4, he manually reconciles the bank feed with a Spend Money entry for $2,200 instead of paying through the bill. The bill remains marked as unpaid. Later, a batch payment of bills is processed — and the ACME bill gets paid a second time. XBert detects that the original Spend Money entry matches the bill and flags the potential duplicate.
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)’ and ‘Cleanup’ categories, helping you improve bookkeeping accuracy and reduce reconciliation errors. To resolve this issue:
Click Auto Resolve in XBert to view and compare both the bill and the Spend Money transaction.
If the Spend Money entry was made in place of a bill payment, consider:
Reversing the Spend Money entry
Applying payment to the bill instead
If the bill has since been paid, and the Spend Money transaction is duplicative, investigate and recover the overpayment.
Educate your team on using bills and payments workflow instead of manual Spend Money entries where possible, for:
Improved supplier reconciliation
Better cashflow forecasting
Cleaner balance sheet reporting