Read to the line
Invoice Intelligence reads every invoice in full, so it compares the lines, not only the number and the total. Lines it is unsure of are flagged for review.
Invoice Intelligence by Aigonix
Duplicate invoice detection across your whole archive.
Invoice Intelligence runs duplicate invoice detection on every invoice line in your archive, not a sample. Each possible duplicate is shown next to the invoices it matches, and your team decides what happens next.
The problem
Duplicates rarely look like duplicates.
The same invoice arrives by email and by post. A supplier sends a reminder that gets booked as a new invoice. A corrected invoice comes in with a new number. A check at entry compares what it can see at that moment. A duplicate with a different number or date can pass. Once it is paid, nobody may look at it again.
How it works
Every invoice checked against every other.
Matched across the archive
Each invoice is checked against the rest of the archive. A duplicate with a new number, a new date or a different entity can still surface.
Shown side by side
Each possible duplicate is flagged with the invoices it matches, so the reviewer sees the evidence at once.
Your team decides
Nothing is blocked or changed in your systems. Your team reviews the list and decides.
Beyond duplicates
Find spend leakage in the same check.
Spend leakage is money paid that should not have been. Ask for a check on a year of invoices and get back one organised list. It shows what may have been paid twice or overpaid, and what may break purchasing policy. It also shows what you might still be paying for without needing it.
- Unit prices that rose between orders
- Fees added without agreement, and agreed discounts not applied
- Purchases split to stay under an approval limit
- One-off suppliers with no order behind them
- Services still billed after they should have stopped
One system
Part of Invoice Intelligence.
Spend check is one of five capabilities in Invoice Intelligence, sold as one system. Each works on the same invoice archive and serves a different person in finance.
Spend visibility covers spend analysis by supplier and category on the same archive.
Invoice Intelligence reads from your AP system or ERP through a light, read-only connection. Your IT team sets it up in a few hours, with no data migration and no change to running systems.
Compared
Invoice Intelligence vs the traditional way
Invoice Intelligence checks every invoice line in the archive for duplicate invoices and spend leakage, whenever you ask. Spreadsheet checks often look for exact matches, and spot checks cover a sample. A recovery audit usually reports after the period has closed.
| Dimension | Invoice Intelligence | Spreadsheets and ERP exports | Manual sampling and spot checks | Periodic recovery audits |
|---|---|---|---|---|
| Coverage | Every invoice line in the archive | What the export and the formulas cover | A sample of invoices | The period and scope of the audit |
| What it compares | Invoice lines, across numbers, dates and entities | Often exact matches on number, amount or date | What the reviewer spots in the sample | Depends on the auditor's method |
| When you find out | Whenever you run the check | When someone builds and runs the check | At the next review | Usually after the period has closed |
| Effort | Ask for a check | Build and maintain the formulas | Staff time for every sample | An external engagement |
| Traceability | Every flag shows the source invoices | Rows in an export, then a search for the invoice | The sampled documents | The audit report |
Duplicate invoices and spend leakage: common questions
How do you detect duplicate invoices?
Duplicate invoice detection compares invoices to find any that bill for the same goods or services more than once. Simple checks often match the invoice number, amount and date at entry. A fuller check reads the lines of every invoice and compares them across the whole archive. A duplicate that arrives with a new number, a new date or through a different entity can then still show up.
What is spend leakage?
Spend leakage is money an organisation pays that it should not have paid, or pays at a higher price than it should have. Common forms are duplicate payments, unit prices that rise without agreement, and added fees. Others are discounts that were not applied and services billed after they should have stopped.
What causes duplicate invoices?
Duplicate invoices happen when the same charge enters the payment process more than once. Typical causes are an invoice sent by both email and post, or a payment reminder booked as a new invoice. Others are a corrected invoice issued with a new number, and the same supplier set up twice. Checks at the point of entry can miss these when the number, date or supplier record differs.
Can you find duplicate invoices after they have been paid?
Duplicate invoices can be found after payment by checking the paid invoice archive rather than only new invoices at entry. Invoice Intelligence reads every invoice in the archive and compares the lines across numbers, dates and entities. Each possible duplicate is shown next to the invoices it matches, so your team can decide whether to ask the supplier for a credit.
What is the difference between duplicate invoice detection and a recovery audit?
Duplicate invoice detection is a check your own team can run on the invoice archive at any time. A recovery audit is a review carried out by an external party, usually after a period has closed. Detection that reads every invoice line lets you find and follow up duplicates whenever you choose, with the source invoices in front of you.
See duplicate invoice detection on your own invoices.
We show it on sample data first, then on your own archive.
Book a demo