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Introducing duplicate document detection in Hubdoc

Posted 2 years ago in Product by Xero
Posted by Xero

We’re excited to announce a new feature in Hubdoc called duplicate document detection. It’s available from today for anyone with a Hubdoc organisation. If a document has the same supplier, date and amount as a document already uploaded, Hubdoc will automatically highlight the duplicate and notify you that a duplicate has been detected. You can then either move the duplicate to the trash, or mark it as ‘not duplicate’ if you’d like to keep it. 


This new feature will save you time and reduce errors in your bookkeeping, so you can spend less time double-checking uploaded documents and more time on value-added tasks. Hubdoc is included in some Xero plans and is easy to set up from within Xero. For our partners, it’s also part of the partner program, so you can earn points for using Hubdoc with your Xero practice organisation.


Lisa Graham
December 9, 2020 at 11.27 am

Thanks for this, it has been long anticipated. Is it possible to also identify duplicates by the Invoice number as this would be more accurate. We get different invoices, from the same supplier, for the same amount, so adding the invoice number to the criteria would simplify things in this situation. Look forward to your input.

Beeny Atherton in reply to Lisa Graham Xero
December 9, 2020 at 3.31 pm

Hi Lisa, thank you so much for your comment. I please to say that any invoice numbers on documents are also checked – please note that two documents must have the same invoice numbers to be identified as potential duplicates. You can find out more here. Hope that helps answer your question.

Margaret Weeks
December 10, 2020 at 3.44 am

Thank you so much! This is a great help & time saver.

December 10, 2020 at 2.24 pm

When will you guys introduce the merge duplicate feature? We often have duplicates as a result of the system reading the client details from the body of the email as a separate and the receipt as a separate document and would love to merge these two documents into one PDF instead of deleting them.

Beeny Atherton in reply to Mary Xero
December 11, 2020 at 9.23 pm

Hi Mary, thanks so much for the feedback, we hope you get a lot of benefit from this release. It doesn’t currently include the ability to merge, however, we’ll continue to keep an eye out for feature requests and prioritise roadmaps accordingly as best as we can. Thank you for sharing.

December 10, 2020 at 11.43 pm

Thank you so much this is a great addition

Roxanne Sedgbeer
December 15, 2020 at 11.11 pm

This is great, so glad this feature is finally here!
This might be the wrong place to bring this up, but when will we be able to match Bills to POs in hubdoc, its the one thing that puts me off using hubdoc and actually creates more work because I have to go in and manually and mark the POs as billed. But doing it this way you don’t get the advantage of the 2 records being linked. I guess the only way around this would be to create the bill from the PO and just attach the bill as a file, but not all our bills will need to be linked to a POs, so loading them on in 2 different ways is confusing and time consuming! Id love to be able to put the PO number into hubdoc when adding a bill and then it automatically marks that PO as billed in xero and creates a link between the 2 records! Thanks

Beeny Atherton in reply to Roxanne Sedgbeer Xero
December 22, 2020 at 12.09 pm

Hi Roxanne, we’re so pleased you are enjoying the update. The team is looking ahead at further updates so I’ll be sure to pass on that feedback.

Andrea Bonato
December 17, 2020 at 9.04 am

Well done.
Great addition

January 15, 2021 at 4.39 am

HI Guys
You look like you have taken the easy option extremely poor fix.
I am getting between 2 and 8 copies of the same invoices duplicated several times a week.
You are also showing duplicate with different invoice numbers so your checking has a bug!
Why have you not fixed the duplication issue? Or why are you not merging?
The system is terribly slow and unresponsive for me you have added an icon to duplicates which is a shabby fix
You need to address the main issue and fix it this is over 11 months old this bug

Beeny Atherton in reply to Dale Xero
January 18, 2021 at 11.48 am

Hi Dale, sorry to hear that you’re having some issues. Thanks for letting us know – I have passed your comment on to my team so that we can take a closer look into it. Would you mind also raising a case with our support team so that we can give you a hand directly? You can raise a case here. Thanks so much!

Brett West
June 17, 2021 at 9.47 am

Thanks Dale. We tried Hubdoc and abandoned it as terrible, but hoping to return to it after it evolved. My goal was this coming financial year, but your post about duplicates confirms we will still have issue with the product, so we will review it in another 12 Months. Hopefully it may have matured by then.

David Young
August 5, 2021 at 3.17 pm

Hi folks, great addition – thanks. Can we fully automate the processing please, rather than have to manually check the “Possibly Duplicate” invoices. We would like an option at Account Level to be able “to set and forget”, so that any Duplicate invoices (i.e. 2nd and later) are flagged but not processed, while the first invoice is just processed normally.

Beeny Atherton in reply to David Young Xero
August 10, 2021 at 9.05 am

Hi David, thanks for your comment. Hubdoc does auto detect duplications and then flags them for view by the Hubdoc user to then move to trash. You can find out more here.

Sarah Coates
February 4, 2022 at 12.41 am

The duplicate invoices has improved but a merge function would be extremely useful, as sometimes there are several pages to an invoice and the client will upload each page individually. I then have to manually download the extra pages and add them to the entry on Xero, whereas merging at source would be so much easier.

Xero in reply to Sarah Coates Xero
February 15, 2022 at 4.25 pm

Hi Sarah, thanks so much for sharing your suggestion about including a merge function. Your comment has been shared with our Product Team.

March 16, 2022 at 10.43 pm

I am encountering the duplicate invoices issues. I have the same supplier, date and invoice number but different amount however it does not identify as duplicate documents.

Xero in reply to emily Xero
March 22, 2022 at 9.45 am

Hi Emily, can you please raise a ticket with our support team so we can take a closer look at what may be happening here? Thanks so much!

Mari Benade
May 31, 2022 at 6.57 am

Hi. Do you have an option to merge invoices uploaded later in Hubdoc but already processed in Xero under Petty Cash or Spend Money. Thank you!

Xero in reply to Mari Benade Xero
June 15, 2022 at 3.25 pm

Hi Mari, at this time Hubdoc does not have a merge feature to merge more than one document into one. However, if you are referring to archiving invoices when they are uploaded into Hubdoc after being processed, we recommend archiving these invoices when uploaded into Hubdoc to mark them as complete. We hope that helps.

Lawrence Hanna
June 28, 2022 at 1.59 pm

Hello Team,

I am encountering a duplicate invoices issues.

I have the same supplier, date and invoice number but different amount however it does not identify as duplicate documents.

Consequently, resulting in several overpayments.

Could you please clarify?

On another note, does HubDoc check invoices that are already in Xero (not HubDoc) for Duplicates??


Xero in reply to Lawrence Hanna Xero
June 29, 2022 at 5.01 pm

Hi Lawrence, thanks for getting in touch. Can you please raise a ticket with our support team so we can investigate the issue that you are experience with duplicate invoices. Thanks!

October 15, 2022 at 2.51 am


We are a business and have several separate profiles for our staff members – is there a way that we can view the invoices that our colleagues have uploaded?

Xero in reply to Jade Xero
October 18, 2022 at 2.10 pm

Hi Jade, thanks for your question! You can ask our team by raising a case via Xero Central.

March 7, 2023 at 5.16 pm

we have an invoice that is already in Xero.

If we upload it through hubdoc as a receipt it will show twice. We sometimes pay and get a receipt later.

Do you know how we can attach the receipt into the transaction in xero without triggering another transaction?

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