Catch Duplicate Vendor Bills Before You Pay: A Property Manager's Review

Before approving a vendor payment batch, prove that every line is a unique, supported, unpaid obligation. This property-manager lesson follows a fictional $14,000 list into $8,100 of reviewed net obligations, a separate $2,400 approval hold and a $5,700 proposed release. Learn how to investigate repeated invoice records, distinguish duplicate records from duplicate cash payments, confirm applied vendor credits, keep property allocations traceable, handle revised and partially settled bills, and reconcile unknown payment outcomes before retrying. A separate mini-packet lets you practice the complete process. All businesses, properties, invoices, work orders, payment references and amounts in the teaching cases are hypothetical. Examples use USD and omit tax, fees, currency conversion and inventory. Actual authority, permitted use of funds and property-specific cleared balances require separate checks. A proposed release is not a payment authorization or a savings claim. Approval holds do not extinguish supported obligations. This lesson is general education, not individualized accounting, tax or legal advice. The Washington rule below applies in its own jurisdiction and is not a universal rule. Chapters 00:00 Start here 02:03 Duplicate evidence 08:33 False positives 10:31 Settlement evidence 15:37 Confirmed credits 19:42 Approval and release 24:21 Special cases 29:47 Review trail 34:01 Practice packet 36:11 Owner review Sources checked October 5, 2026 Fix duplicate transactions in QuickBooks Online bank feeds https://quickbooks.intuit.com/learn-s... Enter vendor credits and refunds in QuickBooks Online https://quickbooks.intuit.com/learn-s... What kind of records should I keep? https://www.irs.gov/businesses/small-... Administration of trust accounts: Washington WAC 308-124E-105 https://app.leg.wa.gov/WAC/default.as... Book a 30 minute session with Meridian at meridianledgergroup.com