Duplicate Expense Detection
Duplicate expense detection automatically identifies and flags multiple submissions of the same expense, preventing errors or fraud. Using data points like amount, date, merchant, and receipt metadata, the system alerts approvers to potential duplicates across users or submissions. Configurable settings allow auto-blocking, warnings, or manual review, with users able to justify non-duplicate entries. Detailed reports track flagged and resolved duplicates, enhancing transparency. This feature reduces financial discrepancies, ensures compliance, and maintains accurate records, particularly for shared expenses like team meals or travel, streamlining expense management processes.
Frequently Asked Questions:
What is duplicate expense detection?
It’s an automated feature that identifies if the same expense has been submitted more than once whether intentionally or by mistake.
How does your system detect duplicates?
Our platform uses multiple data points like transaction amount, date, merchant, location, and receipt metadata. If two expenses match closely, it flags them for review.
Are duplicates blocked automatically?
The system can auto-block, send a warning, or allow submission with justification based on your policy settings.
Does it catch duplicates across different users?
Yes. If two employees try to claim the same shared bill (e.g., a team lunch), the system can flag that for finance to investigate.
What if two expenses look similar but are not duplicates?
Users can mark them as “not duplicate” with an explanation. Admins can also manually approve or clear flagged entries.
Can duplicate detection be turned off?
It can be toggled off or adjusted to be less strict, though it’s recommended to keep it active to prevent fraud and accidental double claims.
Is there a report for duplicate or flagged expenses?
Yes. Admins can view a dedicated report showing all detected or resolved duplicates across teams, with status and resolution history.
What kind of duplicates are most common?
Some typical examples:
- Re-submitting the same cab ride receipt
- Card and cash claims for the same meal
- Multiple team members claiming a group expense
- Accidental resubmission after rejection
- Re-submitting the same cab ride receipt
- Card and cash claims for the same meal
- Multiple team members claiming a group expense
- Accidental resubmission after rejection
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