Duplicate invoice checks in Dynamics 365 Finance for builders

Why it matters for builders

• Progress claims are numbered and often look the same except for the claim number and amount. Duplicates hide in the small differences.
• Plant hire and bin companies bill weekly with similar amounts, so a repeat charge is easy to miss.

For builders in Dynamics 365 Finance

• Set Check the invoice number used on Accounts payable parameters to Reject duplicate. Finance then rejects an invoice number that is already posted for the same vendor.
• A Feature management option can stop an invoice with a repeated number from being submitted to workflow. The submitter sees the alert.
• Claims need a fresh invoice number each time. If a subcontractor reuses the number for claim 2, the check treats it as a repeat of claim 1. Ask for a unique number for each claim.
• The check looks at the number only. A claim re-keyed under a different number is not caught.
• Fill in the Invoice date on every claim. It is blank by default, and the Invoice received date and Posting date default to today. Having all three dates on the record helps you tell a resent claim from a new one.
• If the check raises an alert on a submitted invoice, the submitter can correct the number and resubmit it.

What Dynamics 365 Finance does on its own

The Check the invoice number used setting on Accounts payable parameters can reject an invoice number that already exists on a posted invoice for the vendor.

The comparison is per vendor against posted invoices, including invoices that arrive through a web service.

What you need and the setup steps: Duplicate invoice checks for Dynamics 365 Finance.

Example

Example Formwork Pty Ltd emails claim 5 as INV-0506 for $22,000 ex GST. Two weeks later they email it again as INV-0507 with the same amount and the same job reference.

Line	Amount	What the check finds
Claim 5, formwork level 4	$22,000.00	Same supplier, amount and job as an earlier bill
GST	$2,200.00	Matches the earlier bill
Invoice number INV-0507		Different from the first number, so a number-only check misses it

The check flags a likely duplicate on supplier, amount and job. The second bill goes back to the subcontractor instead of the pay run.

Common mistakes

• Checking only the invoice number, so a resent claim with a new number gets through.
• Paying a final claim without checking it against progress claims already paid.

Step-by-step guides for Dynamics 365 Finance

• How to stop paying a vendor invoice twice in Dynamics 365 Finance

What Pulsify adds

Pulsify checks every invoice for a duplicate, including bills keyed straight into Dynamics 365 Finance, and asks before approval. Pulsify connects to Dynamics 365 Finance. We set up the connection for you. More about duplicate invoice checks in Pulsify or Pulsify for builders.

More help

• Duplicate invoice checks in IFS Cloud for builders
• Duplicate invoice checks in MYOB Acumatica for builders
• Duplicate invoice checks in Sage 300 CRE for builders
• PO matching in Dynamics 365 Finance for builders
• Invoice approvals in Dynamics 365 Finance for builders
• Line item coding in Dynamics 365 Finance for builders
• Invoice fraud checks in Dynamics 365 Finance for builders
• All Dynamics 365 Finance how-to guides

Sources

Last checked 2026-10-19.

• learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoices-overview
• learn.microsoft.com/en-us/dynamics365/finance/accounts-payable/vendor-invoice-dates
• learn.microsoft.com/en-us/dynamicsax-2012//accounts-payable-parameters-form
• www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim