How to find and resolve flagged duplicate expenses

Expensify automatically detects potential duplicate expenses by flagging entries that share the same date and amount. When a duplicate is detected, the expense is placed on hold and marked with a red dot.

You can locate and resolve these duplicates directly from the report or chat where the expense lives.

Note: Duplicate detection is available on Collect and Control plans only.

If you have two expenses that were not automatically flagged but should be combined, you can learn how to merge them manually.

Who Can Use Duplicate Detection

Duplicate detection is available to all members on Collect and Control plans. Both submitters and approvers can resolve flagged duplicates on Draft and Outstanding reports.

How to find duplicate expenses using the red dot indicator

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Inbox.
2. Look for chats with a red dot.
3. Click the chat to open it and review the flagged expense.

A red dot means the report or chat contains a violation.

Within the report, duplicate expenses will show the label Potential duplicate. This indicates the expense has been flagged as a possible duplicate.

How to resolve a flagged duplicate expense

1. Open the report or chat with the red dot.
2. Click the expense labeled Potential duplicate.
3. Click Review duplicates.
4. Review the list of matched expenses flagged as duplicates.
5. Choose how to proceed:
   • Keep all retains all matched expenses and removes the hold.
   • Keep this one keeps the current expense and discards the duplicates.
6. If there are differences between the expenses (such as categories or tags), choose which values to keep.
7. Click Confirm to save your selection and remove the hold on your expense.

What happens after you resolve a flagged duplicate

The hold is removed from the expense. Depending on your choice:

• If you selected Keep all, all matched expenses remain on the report as separate entries.
• If you selected Keep this one, the current expense is kept and the duplicates are discarded.

FAQ

Can I edit a duplicate expense after resolving it?

Yes, you can edit a duplicate expense as long as it is in the Unreported, Draft or Outstanding state.

Will two SmartScanned receipts from the same day with the same amount be flagged?

Yes, unless:

• The expenses were split from a single expense.
• They were imported from a credit card.
• They came from matching email receipts with different timestamps.