Duplicate invoices — where the same bill is submitted more than once — can lead to accidental double payments, reconciliation errors, and cash-flow issues if not caught early. Ocerra includes built-in tools to help you detect and manage duplicates before they are exported to your accounting system.


What Is a Duplicate Invoice?


A duplicate invoice occurs when two or more invoice entries in the system refer to the same bill or transaction — often with the same invoice number and supplier name. These can result from:

  • The supplier submitting the same invoice more than once

  • Manual data entry errors

  • Multiple people uploading the same invoice PDF

  • Invoices received through different channels without central coordination


How Ocerra Detects Invoice Duplicates

Ocerra automatically highlights possible duplicates using intelligent logic based on:


✔ Invoice number
✔ Supplier name


If two invoices share both of these key fields, Ocerra flags them as duplicates so you can take action before payment. 




Reviewing and Managing Duplicates 

  • When two invoices match on invoice number and supplier name, they are automatically highlighted in your invoice list.
  • Open one of the invoices. Next to the invoice number and status, you will see an option to Review Invoice Duplicate.
  • Click Review Invoice Duplicate to open the suspected duplicate in a new tab, where you can compare the invoice details.
  • If the second invoice is confirmed as a duplicate, click Archive to remove it from your workflow.




Important: We recommend reviewing duplicates thoroughly. If this is a genuine duplicate, click the archive button to avoid double payment when exporting to your system. 


You should also be taking other precautions to prevent duplicated payments.