Find duplicate invoices and bills in Xero
An import ran twice. A sync posted the same order again. Two people keyed the same bill. Duplicate Finder reads your sales invoices and bills and lists the ones that look like copies: same contact, same total, same day or same reference. The scan is free and only reads.
Run the free scan How it decides
No card. You see how many possible duplicates there are, what they add up to, and the first 10 of them, before you pay anything.
Free
- The scan of every sales invoice and bill, as often as you like.
- How many possible duplicates there are, and their total.
- The first 10 rows: number, contact, date, total, and which copy we would keep.
With a plan
- The full list on screen and as a CSV, each row with a link that opens the document in Xero.
- Send the extra sales invoices to a bulk void: you see a preview, download a backup file, and type a confirmation before anything is voided.
$39 a month, or a $49 one-off 30-day pass, per organisation, excl. VAT / sales tax. Pricing
How it decides
Two documents are listed as possible duplicates when they are the same kind (sales invoice or bill), for the same contact, in the same currency, for the same total, and either:
- they are dated the same day, or
- they are dated less than 7 days apart and carry the same reference. You can change the number of days.
At that setting an invoice that repeats every week or every month for the same amount is not listed, even when its reference never changes. A match is always with the kept copy itself, never through a chain of look-alikes, so a long run of repeats cannot grow into one group.
Each match is marked one of two ways:
- Certain. Same day and the same reference, or numbers that differ only by a dropped prefix or leading zeros (INV-0012 and 0012). This is what a file imported twice looks like. A reference the same contact also has on a document of another day or amount (a blanket purchase order, say) does not count, and neither does a reference with no digit in it ("Monthly fee"): those are marked Check.
- Check. Everything else: same day and total with a different or blank reference, or the same reference a few days apart. Look before you void these.
Which copy is kept
In each group one document stays. The scan keeps, in this order: a copy with a payment or a credit on it, an approved copy over a draft, a copy with an attachment, the oldest, the lowest number. Every other copy is listed with a suggestion: void, delete (a draft), or leave alone.
A copy with a payment or a credit on it is never suggested for voiding. It is listed so you can see it, marked to leave alone.
Voided and deleted documents are not compared, and neither is one cancelled with a credit note: it is no longer a live copy.
What the scan does to your books
Nothing. The scan reads your invoice and bill lists and writes nothing to Xero. Voiding happens only if you send the list to a bulk void and confirm it there, and only from your newest scan while it is less than 24 hours old: after that the list can no longer be previewed or voided, and you scan again. The scan result is stored encrypted and deleted after 30 days, or when you disconnect the organisation.
Bills
Bills are scanned and listed like sales invoices. Two copies of a bill usually carry the same supplier invoice number, so a number cannot say which copy to void: open those from the list (every row links to the document in Xero) or select them on the Clean up page.
Run the free scan Ask a question first
Duplicate Finder is part of Unapprove by Atesen Software: one Xero connection and one plan cover both. Prefer to check by hand first? How to find duplicate bills and invoices in Xero.