The steps at a glance
- Inspect the possible match
Open the flagged import and compare it with the existing expense or import shown on the screen.
- Read the originals
Check the actual documents, using invoice number, date, amount, currency, and provider together.
- Resolve the decision
Choose Use Existing for the same bill, or Keep New Bill when the new record should remain separately.
- Verify the month
Review the completed records and totals for the invoice month before generating your next report.
Separate a copied file from a separate bill
A supplier might email an invoice and also offer the same PDF in an account portal. If you save both, the filenames may differ even though they document the same charge. A renamed copy is still a copy. Conversely, two bills from the same provider can have identical amounts because the service price stayed the same.
Start with the original documents, then compare their identifiers and dates. The invoice number is especially useful when present, but some documents do not include one. In that case, compare the available details together and read the bill itself before deciding what to keep.
Understand the two kinds of duplicate checks
BillTuck checks for an exact match in the file contents before automatic extraction. This can identify a previously imported document even when its filename changed. It also checks probable matches using the provider and invoice number, or the provider together with the date, amount, and currency. Manual edits use these checks too.
A probable match needs your judgment. Two purchases from one provider on the same day can have the same total, while a revised PDF can describe the same invoice with different file contents. The check brings those records to your attention so you can compare them.
Compare the new import with the existing record
Open the flagged import and read the existing bill and new bill details. When an existing completed expense is available, Open Existing lets you inspect that record. Use View Original to examine the new document, and compare the supplier, reference, invoice date, amount, and currency against the other bill.
Pay attention to what differs. A new filename or a later download time does not establish a separate invoice. A different invoice number or a document clearly describing another purchase may explain why both should exist. If the details are unclear, leave the decision pending while you check the source.
Choose the result that matches the documents
Use Existing resolves the new import in favor of the retained record when they are the same bill. Keep New Bill continues with the new document when you intend to retain it separately. The duplicate screen explains that keeping both completed bills counts both amounts in your totals.
Check the monthly view after resolving the decision. If the month previously looked too high, compare the remaining records with their originals. This workflow checks saved bill records. A duplicate record alone does not establish whether a supplier charged you twice or whether a payment was made.
Reduce repeated imports in the next batch
Choose a consistent collection route: for example, save attachments into a review folder and import them from there once. After using the share sheet, check BillTuck's Imports list before sharing the file again. Capturing an original and finishing its extraction happen at different times, so a waiting import may already contain the document you need.
For archives, read the batch summary before repeating the whole ZIP. Retry only the files that need another attempt when practical. The ZIP import guide explains the different result counts. Finish duplicate review before creating a monthly report so each retained record has a clear purpose.
More questions
Can the same invoice have different filenames?
Yes. An email attachment and a portal download can name the same document differently. BillTuck checks file contents for exact matches and bill details for probable matches rather than relying on the filename alone.
Are two monthly bills for the same amount duplicates?
Not necessarily. A recurring service can produce separate invoices at the same price. Compare their invoice dates, references, and original documents before deciding whether to keep both records.
