How Duplicate Scan Detection Works in WickedFile

WickedFile includes automatic duplicate detection to help prevent double uploads, reduce clutter in the AP Hub, and protect against accidental double payment.

When a document is uploaded, WickedFile analyzes it in the background and flags potential duplicates based on key identifying data.

Duplicate detection is designed to be a safety net — not a replacement for good upload discipline.

What Counts as a Duplicate?

WickedFile looks at several core data points when evaluating whether a document may already exist in the system:

• Vendor name

• Invoice number

• Invoice date

• Invoice total

• Location

• Extracted OCR data

• Document structure and metadata

If a new upload closely matches an existing document based on these elements, it may be classified as a Duplicate scan type.

What To Do If You See a Duplicate

If a scan is marked as Duplicate:

1. Confirm whether the document truly exists elsewhere in the system.

2. If it is a true duplicate, delete the extra scan.

3. If it was incorrectly flagged, review the invoice details and consult support if needed.

Duplicate scans should not be coded in the AP Hub.

Best Practices to Prevent Duplicate Issues

• Train staff to scan documents once per day.

• Keep a physical “upload tray” system at the shop.

• Upload all pages of multi-page invoices together.

• Avoid re-uploading documents “just in case.”

• Use email import carefully (do not forward the same invoice multiple times).