Guide
How to stop booking the same supplier bill twice
To stop booking a supplier bill twice, check every new bill against the ones already booked by supplier VAT number, invoice number, date and amount, and also compare the photo itself, since the same picture is often forwarded by two people. BookMyBills does both checks on every bill sent on WhatsApp and books the second copy only as a flagged duplicate.
Why do duplicate bills happen?
- The driver sends the bill, then the branch manager forwards it to head office.
- The same photo is sent again a few days later "just in case".
- A delivery note arrives first and the tax invoice for the same goods later.
- A supplier sends a statement or a copy of an old invoice.
What should you compare?
- Supplier VAT number and invoice number: the strongest match. "INV-101" and "101" from the same supplier are the same bill.
- Date and total: catches bills with no clear invoice number.
- The photo itself: the exact same picture sent twice is always a duplicate.
What is not a duplicate?
Two branches can buy the same thing from the same supplier on the same day for the same amount. If the invoice numbers differ, those are two real bills. A return slip against a bill is a credit, not a duplicate.
How BookMyBills does it
Every bill a team member sends on WhatsApp is checked against what is already booked and waiting. A clear duplicate is booked once and the copy is flagged; anything less certain is left for your accountant to decide, with both bills' photos to compare.
Common questions
What happens when it isn't sure?
It asks in the WhatsApp group, as a reply to that bill. The entry waits under Needs answer until someone replies. It never guesses and posts.
What if it reads a bill wrong?
Nothing posts on its own. Your accountant sees the photo beside the entry and fixes it before approving. Teach a rule once and it is used next time.
How does it stop duplicate bills?
When the same bill arrives twice, for example from the driver and then the branch manager, it is booked once and the second copy is flagged. The same photo sent again is caught too.