Duplicate detection

Duplicate Detection helps prevent duplicate expense requests within a member’s account. By identifying and flagging potential duplicates, it ensures better oversight and control over expenses, enhances fraud prevention, and eases the approval process. This feature is available exclusively for paid plans (Collect & Control).

What is a Duplicate?

A duplicate is an expense request with the same date and amount as another request in an individual member’s account. When detected, duplicates are flagged as with a violation and put on “hold”.

Surfacing Potential Duplicates

  1. Identify the red dot indicator in the Left-Hand Navigation (LHN) or workspace chat, which signifies a potential duplicate.
  2. Click on the flagged request to open it.
  3. Review the system message indicating the request is on hold due to a potential duplicate.
  4. Click the green Review duplicates button in the request header to navigate to the resolve duplicates page.
  1. Identify the red dot indicator in the LHN or workspace chat, which signifies a potential duplicate.
  2. Tap on the flagged request to open it.
  3. Review the system message indicating the request is on hold due to a potential duplicate.
  4. Tap the green Review duplicates button in the request header to navigate to the resolve duplicates page.

Resolving Duplicates

  1. On the resolve duplicates page, review the chronological list of potential duplicates.
  2. Choose an action:
    • Keep all: Dismiss the duplicates and remove the hold.
    • Keep this one: Merge duplicates, keeping one request and discarding the rest.
  3. If discrepancies exist (e.g., category, tags), choose which details to keep using the one-by-one flow.
  4. Confirm your selection to merge requests or keep all.
  5. The hold is removed, and system messages are updated accordingly.
  1. On the resolve duplicates page, review the chronological list of potential duplicates.
  2. Choose an action:
    • Keep all: Dismiss the duplicates and remove the hold.
    • Keep this one: Merge duplicates, keeping one request and discarding the rest.
  3. If discrepancies exist (e.g., category, tags), choose which details to keep using the one-by-one flow.
  4. Confirm your selection to merge requests or keep all.
  5. The hold is removed, and system messages are updated accordingly.

Approver Review

  1. Identify the red dot and “Duplicate” indicators in the expense report.
  2. Click the request with the duplicate indicator.
  3. Click the green Review duplicates button to navigate to the review duplicates page.
  4. Choose an action:
    • Keep all: Confirm to keep all requests and resolve duplicates.
    • Keep this one: Navigate through the one-by-one flow to choose the details to keep, followed by confirmation.
  5. Confirm your choices to finalize the action and update system messages accordingly.
  1. Identify the red dot and “Duplicate” indicators in the expense report.
  2. Tap the request with the duplicate indicator.
  3. Tap the green Review duplicates button to navigate to the review duplicates page.
  4. Choose an action:
    • Keep all: Confirm to keep all requests and resolve duplicates.
    • Keep this one: Navigate through the one-by-one flow to choose the details to keep, followed by confirmation.
  5. Confirm your choices to finalize the action and update system messages accordingly.

Next Steps

  • For members: Once resolved, the request is automatically unheld, and a system message indicates the resolution.
  • For approvers: After confirming the resolution, system messages are updated, and the request status is appropriately adjusted.
FAQ

Can I review a dismissed duplicate later?

Yes, approvers can review dismissed duplicates to ensure accuracy and prevent fraud.

What happens if I choose to keep all duplicates?

Choosing to keep all duplicates will remove the hold from the requests, and system messages will be updated to reflect this action.

Can I edit a duplicate request once resolved?

Yes, you can edit the details of a duplicate request once it has been resolved, but the hold must be removed first.

What if there are discrepancies in the duplicate requests?

You will be guided through a one-by-one flow to choose which details to keep from each request.

If two expenses are SmartScanned on the same day for the same amount, will they be flagged as duplicates?

Yes, they will be flagged as duplicates unless:

  • The expenses were split from a single expense,
  • The expenses were imported from a credit card, or
  • Matching email receipts sent to receipts@expensify.com were received with different timestamps.

What happens if Concierge flags a receipt as a duplicate?

If Concierge lets you know it has flagged a receipt as a duplicate, scanning the receipt again will trigger the same duplicate flagging.

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