# Duplicate invoice checks in IFS Cloud for builders

IFS Cloud has duplicate invoice checks built in. Subcontractors resend claims when payment is slow. A resent claim with a new invoice number looks like a new bill and can be paid twice.

## 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 IFS Cloud

- Use the subcontract match to stop double claims. When the remaining value on a certificate is zero, its status is Fully Invoiced, and a partly matched certificate shows Partially Invoiced.
- Know the invoice number rule. IFS checks the invoice number across the companies where the supplier is registered when you save a preliminary invoice. Subcontractors who number claims 1, 2, 3 each job can clash, so the unique supplier invoice validation can be set at company level to include the invoice series.
- Cancel a matched invoice instead of re-keying it. Cancelling rolls back every matched line, so the certificate can be matched again.

## What IFS Cloud does on its own

IFS flags a repeated invoice number for the same supplier. When a template is saved it checks the number across the companies where the supplier is registered. A company level unique supplier invoice setting can be changed so a reused number passes under a new invoice series.

- Relaxable at company level

The check can be relaxed at company level.

What you need and the setup steps: https://www.pulsify.tech/duplicate-invoice-checks-for-ifs-cloud/

## 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.

- 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 IFS Cloud

- How to stop paying a supplier invoice twice in IFS Cloud: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-ifs-cloud/

## What Pulsify adds

Pulsify checks every invoice for a duplicate, including bills keyed straight into IFS Cloud, and asks before approval. Pulsify connects to IFS Cloud. We set up the connection for you. More: https://www.pulsify.tech/duplicate-invoice-checker/

## Common questions

### Will IFS Cloud catch a subcontractor re-using claim numbers?

It checks the invoice number when you save, and a message or error shows. The company-level unique supplier invoice setting can be relaxed to allow the same number with a different invoice series. Certificate status shows Fully Invoiced once matched.

### How do duplicates happen on construction claims?

A subcontractor chases payment and resends the claim under a new invoice number. Or a claim arrives by both email and post. Check supplier, amount, job and date range as well as the invoice number.

### Does IFS warn about duplicate invoice numbers?

Yes, across companies where the supplier is registered.

## Sources

- https://docs.ifs.com/ifsclouddocs/25r2/SupplierInvoicing/ActivityUseSupplierInvoiceTemplate.htm
- https://community.ifs.com/finance-financials-42/duplicate-invoice-numbers-from-suppliers-31842
- https://docs.ifs.com/ifsclouddocs/25r2/lang/en/SupplierInvoicing/ProcessSubMatchSuppInvSubContr.htm
- https://docs.ifs.com/ifsclouddocs/25r2/SubConValuation/AboutSubContractValuation.htm
- https://www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim

### Also confirmed by

- IFS community best answer by partner, 2023: https://community.ifs.com/finance-financials-42/duplicate-invoice-numbers-from-suppliers-31842

Source: https://www.pulsify.tech/duplicate-invoice-checks-in-ifs-cloud-for-builders/ (last checked 2026-10-19)