How Abacus Prevents Duplicate Submissions
Submitting the same expense twice is one of the most common errors employees make. That’s why Abacus delivers peace of mind and a noise-free expense process by preventing and flagging duplicate expenses to every user, regardless of setup. Here’s how.
Where dupes come from
We all know that employee. Someone who struggles with one specific process, making the same mistake time and time again. In expense processing, that error is often duplicate submission. Someone will snap a photo of a receipt with Abacus, set the receipt aside, and find it again later. If an employee can’t remember whether they submitted it yet, they might absentmindedly snap another picture.
Nine times out of ten duplicates stem from honest mistakes. Very rarely, they are attempts to commit expense fraud. To prevent both, the duplicates need to be either blocked from being submitted or flagged for the reviewer.
Three duplicate checks
No matter how a dupe tries to get into your system, Abacus will spot it and spring into action in three ways.
Identical expenses are blocked. The system prevents someone from submitting an expense if it has the same amount, date, note, category, and vendor as the most recent expense they’ve entered. It won’t even touch your system. And don’t worry about two legitimate expenses that have all these items in common. Submitters can always change the transaction note and submit it. Which brings us to…
Nearly-identical expenses are flagged. If the same user tries to submit two expenses with the same amount and vendor within a day of each other, the system will show them a warning notification and ask them to confirm the entry. If they do, the expense will go through.
When the admin sees it, the item will be flagged as a possible duplicate. Note the yellow caution sign and warning text in the admin view:
Manual submissions similar to corporate card transactions are flagged. Since Abacus can see the feed of corporate card transactions, the ideal way for card holders to submit expenses is to enter the receipt — either by taking a picture with the app or forwarding it to email@example.com — and let the system match it to a transaction from the card feed.
Sometimes, though, corporate card holders aren’t aware of how little they need to do. They’ll attempt to enter a card expense as if it were a reimbursable expense. When the system sees a manual submission with the same amount as a transaction it sees on the corporate card, it’ll warn the submitter. If the employee is indeed submitting a separate expense, they’ll be able to proceed — with the flag visible to the admin, again. Here’s what the warning will look like to the employee:
Protection comes standard
These dupe checks are just some of the ways Abacus uses automation to ensure good information and streamline your expense processing — all of which comes standard, out of the box to every Abacus user.
If you have any further questions about duplicate expense prevention, reach out to firstname.lastname@example.org and we’ll be happy to help!