Duplicate Invoices

OpenEnvoy automatically identifies duplicate invoices to prevent double payments and ensure accurate billing.

How It Works

Duplicate detection occurs at two stages:

Pre-Extraction Detection

Before processing the invoice content, OpenEnvoy generates a unique fingerprint (hash) of the uploaded document. If this fingerprint matches an existing invoice in your account, the system flags the new upload as a duplicate. No further extraction is performed.

Post-Extraction Detection

After extracting invoice data, OpenEnvoy compares key fields against existing invoices:

• Vendor

• Invoice number

• Total amount due

If all fields match an existing invoice, the job is flagged as a duplicate.

Note: Some accounts may have additional fields configured for duplicate detection based on business requirements.

Duplicate Types

Jobs Not Marked as Duplicate

Jobs in the following statuses are protected from being marked as duplicate by the system:

• Matched

• Approved / Auto-Approved

What Happens When a Duplicate Is Detected

When an invoice is identified as a duplicate:

1. The job status changes to Duplicate

2. The job links to the original invoice for reference

3. No further processing occurs unless manually resolved

Manually Marking a Job as Duplicate

You can manually mark any job as a duplicate:

1. Open the job you want to mark as duplicate

2. Click the three-dot menu (⋯) in the top right corner

3. Select Mark as a duplicate

4. A modal appears showing jobs from the same vendor—use filters to narrow results if needed

5. Select the original job from the list

6. Click Set as original to confirm

Once linked, the job moves to the Duplicate Jobs list and displays a banner showing which job it was marked as a duplicate of.

Unmarking a Duplicate

If a job was incorrectly marked as a duplicate:

1. Open the duplicate job

2. Click the three-dot menu (⋯) in the top right corner

3. Select Mark as not a duplicate

4. Confirm by clicking Yes, not a duplicate

The job returns to Active/Matching status for further processing.