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: 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.
| 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 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 about duplicate invoice checks in Pulsify or Pulsify for builders.
More help
- Duplicate invoice checks in MYOB Acumatica for builders
- Duplicate invoice checks in Sage 300 CRE for builders
- Duplicate invoice checks in Sage 300 for builders
- PO matching in IFS Cloud for builders
- Invoice approvals in IFS Cloud for builders
- Line item coding in IFS Cloud for builders
- Invoice fraud checks in IFS Cloud for builders
- All IFS Cloud how-to guides
Sources
Last checked 2026-10-19.
- docs.ifs.com/ifsclouddocs/25r2/SupplierInvoicing/ActivityUseSupplierInvoiceTemplate.htm
- community.ifs.com/finance-financials-42/duplicate-invoice-numbers-from-suppliers-31842
- docs.ifs.com/ifsclouddocs/25r2/lang/en/SupplierInvoicing/ProcessSubMatchSuppInvSubContr.htm
- docs.ifs.com/ifsclouddocs/25r2/SubConValuation/AboutSubContractValuation.htm
- www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim
Also confirmed by
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in IFS Cloud for builders.