The eConnect platform automatically checks for duplicate invoices. For every incoming invoice the system checks whether the same invoice has already been received, even if it arrived through a different channel. This prevents you from booking or paying the same invoice twice.

Duplicate detection takes place at multiple stages in the processing workflow:

1. On submission: the platform checks whether an e-invoice (XML) has already been submitted electronically before.
2. On receipt: checks the combination of supplier, invoice date and invoice number.
3. During PDF conversion: additional check by the conversion partner that converts the PDF to an e-invoice.
4. Cross-channel: detection when the same invoice arrives both as XML and as PDF, regardless of the channel.
5. In the ERP package: check on supplier and invoice number when downloading to your accounting software.
6. On payment: final check during payment approval.

For genuine e-invoices (XML) the duplicate detection is 100% reliable, because the invoice number and all details are compared exactly.

For PDF invoices the detection depends on recognition by the IDR (Intelligent Document Recogniser). In virtually all cases duplicates are correctly identified, but there is a small margin for invoices with an unusual layout or when the invoice number is read slightly differently by the OCR.

An invoice recognised as a duplicate receives the status "Duplicate" in the Inbox. The invoice is not automatically forwarded to your accounting software. You receive an email notification when a duplicate invoice is detected.

The original invoice retains its status and is processed normally.

API connections (REST and legacy SOAP) do not deliver duplicates by default. A document with status Duplicate will not appear in a standard retrieval call, so accounting packages and integrations do not accidentally book the same invoice twice. Customers who want to retrieve all submissions -- for example for their own archive or audit purposes -- can adjust this in the API settings of their integration.

The platform matches on one supplier identifier per channel (Chamber of Commerce number, VAT number or Peppol identifier). A combined check on both VAT number and Chamber of Commerce number for supplier duplicate detection across multiple channels is not possible. This was previously possible via the platform company ID (XCNL number), but that number is deprecated. Future support via the eConnectId in the PSB is on the roadmap, but is not yet a high priority.

Duplicate detection as described above is a Platform feature. The Peppol Service Bus (PSB) currently does not yet have automatic cross-channel duplicate detection with customer override. This functionality is on the roadmap for the PSB and will also become available in Control afterwards.

In exceptional cases an invoice may be incorrectly marked as a duplicate. This can happen when two different invoices coincidentally have the same combination of supplier, date and number, or when the OCR recognition reads an invoice number slightly differently.

To release an incorrectly marked invoice:

1. Open the invoice in the Inbox.
2. Click the menu (three dots).
3. Choose "Mark as original".

The invoice is then processed and, if you have a software connection, forwarded to your accounting software.

Want to learn more about invoice statuses? Read Invoice statuses explained.

• Invoice statuses explained
• View incoming invoices
• Reoffer documents to your software