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Error: 'Invoice/Bill Already Exists in your Accounts Package'
Error: 'Invoice/Bill Already Exists in your Accounts Package'

How to resolve this duplicate match error when trying to publish invoices.

Brian Carolan avatar
Written by Brian Carolan
Updated over a week ago

When you try to publish an invoice to your accounting software, you may see an error about there being a duplicate match, preventing it from posting.

Invoice already exists in xxx. Add to xxx anyway.

Duplicate transaction found in xxx.

This message differed slightly depending on what accounting software your company is integrated with.

This occurs because, during the publishing process, AutoEntry does a final check to see if the invoice already exists within your accounting software. For example, if the invoice was previously entered manually by a colleague or entered before you started using AutoEntry.

AutoEntry uses four criteria to check for a duplicate:

  • Supplier/Vendor name

  • Invoice Number

  • Invoice Date

  • Gross Total

If an invoice with these four fields matching exactly already exists in your accounting software, the red warning icon with the error message is placed beside the invoice in your inbox.

Click the warning symbol to view the message. You then have the option to override the duplicate warning. To force the invoice through, click the box to Add the invoice anyway. The invoice then publishes to your accounting software.

You can also reject the invoice if you can see in your accounting software that the invoice data does already exist there.

📌TIP: If you integrate with Sage Accounting, Xero and QuickBooks Online, an additional feature called 'File-Match' allows the invoice image to be applied to the data already existing in the software, where an invoice image doesn't already exist.

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