Entered twice
The same bill keyed once from the email and again from the paper copy.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Ironclad Machine Parts | IMP34438 | 2 Sep | 7,244.82 |
| Ironclad Machine Parts | IMP34438 | 9 Sep | 7,244.82 |
Find the invoices you paid twice.
PaidTwice checks your accounts payable export for bills that were paid more than once, including the ones your accounting system's duplicate check lets through. The file is read in your browser and never uploaded.
Drop your accounts payable export here
CSV or Excel. A bill list, vendor ledger or payment report works best.
Read on your computer. Never uploaded.
Works with exports from QuickBooks, Xero, NetSuite, Sage, SAP, Microsoft Dynamics and MYOB. The free scan shows the total at stake before you pay anything.
Bills paid, March 2025
| Vendor | Invoice no. | Paid | Amount |
|---|---|---|---|
| Fabrikam Electrical | 30418 | 3 Mar | 612.40 |
| Contoso Facilities | INV-004417 | 4 Mar | 4,850.00 |
| Tailspin Courier | TCS41023 | 6 Mar | 186.25 |
| Litware Office | LOP02291 | 7 Mar | 94.10 |
| Bluewater Freight | BWF/7712 | 10 Mar | 1,206.00 |
| Contoso Facilities | 4417 | 11 Mar | 4,850.00 |
| Relecloud | RS-3304 | 12 Mar | 1,890.00 |
What it catches
Exact repeats are the easy part. Many duplicates look slightly different the second time, and an exact-match check never sees those.
Same number, written differently
Prefixes, punctuation, leading zeros and scanning slips such as the letter O for a zero are ignored.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Contoso Facilities | INV-004417 | 4 Mar | 4,850.00 |
| Contoso Facilities | 4417 | 11 Mar | 4,850.00 |
One keystroke apart
Two digits swapped or one mistyped, same amount. Neighbouring numbers in a vendor's own sequence are left alone.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Bluewater Freight | BWF/40469 | 14 Aug | 3,029.75 |
| Bluewater Freight | BWF/04469 | 21 Aug | 3,029.75 |
One supplier, two vendor records
The same invoice booked to a duplicate entry in the vendor master, so per-vendor duplicate checks, like those in QuickBooks, Xero and SAP, never compare them.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Wide World Importers V1014 | WWI0047030 | 3 Feb | 6,319.00 |
| Wide World Importers Inc. V1203 | WWI0047030 | 24 Feb | 6,319.00 |
Same invoice, different amount
Net on one copy and gross on the other, digits transposed, or the decimal point in the wrong place.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Coho Packaging | CP-47039 | 10 Nov | 1,000.00 |
| Coho Packaging | CP-47039 | 21 Nov | 1,200.00 |
Same day, same amount, new number
The vendor sent the bill again with a fresh invoice number and both copies were approved.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Contoso Facilities | INV-045529 | 8 May | 2,998.46 |
| Contoso Facilities | INV-045618 | 8 May | 2,998.46 |
A few days apart, no number
A second payment with the invoice number left blank. Weekly and monthly charges are recognised and set aside.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Ironclad Machine Parts | IMP35102 | 26 Sep | 8,636.38 |
| Ironclad Machine Parts | (blank) | 29 Sep | 8,636.38 |
Look-alike vendor names
Two near-identical vendor names paid the same amount on the same day.
| Vendor | Invoice no. | Date | Amount |
|---|---|---|---|
| Tailspin Courier Services | TCS48810 | 2 Dec | 79.56 |
| Tailspin Courier Service | TC-7731 | 2 Dec | 79.56 |
Already put right? When a credit note reverses the second payment, the pair is set aside so you do not chase money you already have back.
Your ledger stays on your computer.
The whole scan runs inside your browser. The file is read into memory on your machine, checked, and gone when you close the tab.
You can check this yourself: open your browser's developer tools, choose the Network tab and run a scan. Nothing from your file is sent. The site's security policy also tells your browser to refuse connections to anywhere except this site, our Supabase backend and Paddle, our payment provider.
How PaidTwice handles your data| Data | What happens to it |
|---|---|
| Your export file | Read in your browser and never uploaded |
| Lines that are not flagged | Never leave your computer |
| Flagged lines | Stored only if you save an audit on a paid plan |
| Your notes and recovered amounts | Stored with the saved audit, deleted with it |
| Card number and security code | Handled by Paddle, our payment provider; we only receive the card type, last four digits and expiry |
| Your account | Email, name and company, stored in London (UK) |
How a scan works
- Step 1
Export your bills
Run a bill list, vendor ledger or payment report for the last 12 to 24 months and save it as CSV or Excel.
- Step 2
Drop the file in
Vendor, invoice number, dates, amount and currency columns are matched for you. Check the matches and start the scan.
- Step 3
Review, export, recover
Every match shows why it was flagged and the line numbers in your file. Export the list, mark what you confirm and ask the vendor for a credit.
Pricing
Scan as often as you like for free and see the total at stake. Pay when you want every finding, the export and recovery tracking.
Free
$0 no account needed
See what is at stake in your file.
- Unlimited scans in your browser
- Total at stake and counts by check
- Findings shown in fullTop 3
- Excel and CSV export–
- Saved audits and recovery tracking–
- Credit request email for each finding–
- AccessAlways
Audit Pass
$149 one payment, 30 days
A one-off review before year end or an audit.
- Unlimited scans in your browser
- Total at stake and counts by check
- Findings shown in fullAll
- Excel and CSV export
- Saved audits and recovery tracking
- Credit request email for each finding
- Access30 days, no renewal
Pro
$99 a month, or $990 a year
Regular checks before each payment run.
- Unlimited scans in your browser
- Total at stake and counts by check
- Findings shown in fullAll
- Excel and CSV export
- Saved audits and recovery tracking
- Credit request email for each finding
- AccessCancel any time
You will be asked to create an account first.
Firm
Quote for accountants and outsourced AP
Many clients or entities, billed by invoice.
- Unlimited scans in your browser
- Total at stake and counts by check
- Findings shown in fullAll
- Excel and CSV export
- Saved audits and recovery tracking
- Credit request email for each finding
- AccessAgreed term
Prices in US dollars. Checkout may show your local currency and adds sales tax or VAT where it applies. Full refund within 14 days of your first purchase.
Questions
Is my file uploaded anywhere?
No. PaidTwice reads the file inside your browser, on your computer, and the scan never sends it to a server. If you save an audit on a paid plan, only the flagged lines and your notes are stored, never the file.
Which accounting systems does it work with?
Any system that exports to CSV or Excel. Columns in exports from QuickBooks, Xero, NetSuite, Sage, SAP, Microsoft Dynamics and MYOB are usually matched automatically, including QuickBooks reports grouped by vendor and Xero's line-by-line bills export, and you can correct any match before scanning.
What should I export?
A list of bills or vendor invoices for the last 12 to 24 months, with the vendor name or ID, invoice number, invoice or payment date and amount. A vendor ledger or payment report also works. If your system can include a document type column, credits are recognised more precisely.
How accurate is it?
Each finding comes with a confidence level and the reason it was flagged, so you can check it in a minute. Regular weekly and monthly charges are recognised and left out, and duplicates already reversed by a credit note are set aside. Always confirm a finding against the source documents and your bank statement before contacting a vendor.
What do I do when I find one?
Confirm both payments left your bank, then ask the vendor for a refund or a credit note. Paid plans include a ready-to-send credit request for each finding.
Can we pay by invoice?
Yes, for the Firm plan and for annual Pro. Get in touch and Paddle, our reseller, will send an invoice you can pay by bank transfer or card.
Can I get a refund?
Yes. If PaidTwice is not right for you, ask within 14 days of your first purchase for a full refund.
See what is in your file. The first scan is free.
Scan a file