Sync a Duplicate to QuickBooks or Xero Anyway
When DocuClipper flags an invoice as a possible duplicate it skips auto-sync; review the warning and use the Sync anyway button if it's a real new invoice.
When an invoice is flagged as a possible duplicate, DocuClipper pauses the auto-sync to your accounting integration. If you've reviewed the invoice and it really is a new bill, you can push it through with one click. The duplicate flag stays on the row for audit.
When to use this
Use Sync to QuickBooks anyway or Sync to Xero anyway when all of the following are true:
- The yellow duplicate alert is showing on the invoice editor.
- You've opened both invoices (the new one and the one DocuClipper matched it against) and confirmed they are genuinely different bills.
- You want this invoice posted to QuickBooks or Xero.
Common legitimate reasons to override:
- Two identical service calls billed on the same day.
- A re-issued invoice with the same date and total but a corrected line item.
- A vendor that bills two contracts at the same flat amount on similar dates.
Common reasons not to override:
- You re-uploaded the same PDF after deleting it. (Reuse the original instead.)
- You can't tell whether the invoices are different. (Pull both up first.)
- The vendor's accounting system already has the bill. (Check QuickBooks or Xero before pushing a second one.)
How to sync anyway
<!-- SCREENSHOT: Invoice editor with yellow "Possible duplicate" Alert and the "Sync to QuickBooks anyway" button visible -->- Open the flagged invoice from the invoice list.
- Read the yellow alert. It tells you which fields matched (vendor, total, date within ±3 days).
- If you have QuickBooks or Xero connected, click the matched invoice's date to compare with the original (open both rows side by side if helpful).
- Once you're sure, click Sync to QuickBooks anyway (or Sync to Xero anyway) inside the alert.
- DocuClipper sends the invoice through the same path a normal auto-sync would use. The duplicate flag remains on the row so you (and anyone auditing later) can see this was an explicit override.
The button respects whichever integration is connected to the project. If both are connected through Manage Integrations, the project-level integration mapping decides where the invoice lands.
What if I'm Excel-only?
If you don't have QuickBooks or Xero connected, the duplicate alert is informational. There's no auto-sync to suppress, and the Sync anyway button is hidden because there's nowhere for it to send the invoice. The flag still appears in the inbox grid and the editor, so you can:
- Remove the duplicate row before clicking Download to Excel.
- Keep the row and add a note in your spreadsheet that it's a known repeat.
- Delete the duplicated invoice from the project.
Either way, the workflow is review-then-act at export time, not automatic.
After you sync anyway
The flag is not cleared after a successful manual sync. That's intentional: it preserves the audit trail. If you ever need to filter back to invoices that were flagged but pushed through anyway, the Duplicate column in the invoice list shows them with the same yellow badge as never-synced flags. To distinguish them you can check the integration's transaction list (QuickBooks or Xero) for the matching synced bill.