Duplicate detection

Accountable checks card feeds, bill pay, and work order syncs for look-alike records so the same spend isn't captured or charged twice.

Pending and posted card transactions

Banks often show a pending charge first and then post it later under a new ID, sometimes with a different amount. Restaurant charges are a common example, because the tip is added when the charge posts.

When a connected card transaction posts, Accountable looks for the pending transaction it replaces on the same card, using the merchant and the date. For food and drink purchases, it allows for a tip on top of the original amount. When it finds a match, the posted transaction keeps the receipt, allocation, notes, and other details the cardholder already entered.

Possible duplicate work orders

The same job can show up as a Breezeway task and as a PMS work order with no shared ID. When you open a work order, Accountable looks for work orders from a different source that are:

• For the same property
• Within a few days of each other
• Close in total amount

If it finds any, a banner lists them. Review each one and click Merge to combine them. Merging moves the duplicate's lines onto the work order you're viewing. Accountable never merges work orders automatically.

Repeat syncs

Each transaction, bill, and work order line keeps track of whether it has already synced. Retrying a sync or sending a batch again won't create a second charge for items that already went through.

Bill numbers

Some accounting systems reject long or duplicate bill numbers. When an invoice number is too long, Accountable sends a shortened, unique number and puts the full invoice number in the memo.

Tip: If you spot a true duplicate that slipped through, for example the same receipt uploaded as two expenses, mark one as skipped in your review queue so it doesn't sync, and contact support if it came from a card feed.