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How to Identify Duplicate Settlements in Xero or QuickBooks

Kaylie Worbey avatar
Written by Kaylie Worbey
Updated this week

When matching and reconciling the invoice you receive from LMB with the deposit in your bank account this would usually clear the invoice on your dashboard.

Some points to consider first;

Have you entered any information manually in Xero in terms of invoices?

Have you checked Awaiting Approval for anything outstanding?

Have you checked your bank for multiple deposits for the same amount?

If you've checked those things, this article will help troubleshoot as to why the invoice is still showing;

The easiest way to check for duplicate invoices within Xero is by taking a look at the settlements history. You can do so by viewing the settlement;

A screenshot of a dashboard in the "LINK MY BOOKS" application, displaying a list of marketplace settlements for "lmbshop".  Each settlement entry shows:  Marketplace: "lmbshop" with its logo.  Amount: The settlement amount (e.g., AU $303.31, AU $491.75, AU $253.88).  Date: The date range of the settlement (e.g., Jul. 13-19, 2025; July 6 - July 12, 2025; June 29 - June 30, 2025).  Status: The current status of the settlement (e.g., "Sent on July 27, 2025" for the first entry, and "Ready to send" for the others).  An "ACTION" dropdown button is present on the right side of each settlement. For the top settlement (AU $303.31), the "ACTION" dropdown is open, revealing the options:  View  Refresh  Hide  Rollback  A mouse cursor (hand icon) is hovering over the "Rollback" option. The top navigation bar of the application shows links to "Settlements", "Analytics", "Accounts & Taxes", "Inventory", and "Settings", along with the current account "LMB Shop (Demo AU)".

and select the History tab;

A screenshot of a "History" tab within a sales and fees management system.  The page displays a log of settlement actions with a note stating, "The following is a log of when the settlement has been sent to Xero. Please note that this feature only came into action on 11th March 2022, so only settlements sent after that date are logged here."  The visible log entries are:  Entry 1:  "Sent by Xero" with a small Xero logo.  "Settlement was refreshed (default)"  "Date & Time": 2025-07-27 09:07:15  Entry 2:  "Sent by Xero" with a small Xero logo.  "Settlement was refreshed (default)"  "Date & Time": 2025-07-27 09:07:19  Entry 3:  "Sent by Xero" with a small Xero logo.  "Settlement was refreshed (countryGroup)"  "Date & Time": 2025-07-27 09:07:15  Entry 4:  "Sent by Xero" with a small Xero logo.  "Invoice with ref (A$303.31) LMB-lmbshop-6885eef4cf0200:19778455-1 was sent to Xero (16375793)"  "Date & Time": 2025-07-27 10:08:07  The top of the page shows "Sales & Fees," "History," and "Analysis" tabs, with "History" being active.

You can also search for duplicate invoices directly in your bookkeeping software by doing a search on the value to see if there is more than one invoice.

For Xero;

Business > Invoices

A screenshot of the "Invoices" section within a "Sales Overview" system.  At the top, there are buttons for "New Invoice," "New Credit Note," "Send Statements," "Import," "Export," and "Invoice Reminders: Off."  Below these, there are filter tabs: "All," "Draft (0)," "Awaiting Approval (0)," "Awaiting Payment (1)," "Paid," and "Repeating."  Further down, a search/filter bar is present with the following fields:  "Enter Number, Reference, Contact or Amount": Contains "503".  "Search Within": Set to "Any date".  "Start Date": Empty.  "End Date": Empty.  "Unsent Only": Checkbox is unchecked.  "Include Deleted & Voided": Checkbox is unchecked. There are "Search" and "Clear" buttons next to these filters.  Below the filter section, a table displays invoice information with columns: "Number," "Ref," "To," "Date," "Due Date," "Paid," "Due," "Status," and "Sent."  The table shows one entry:  Number: INV-2967  Ref: (A$503.35) LMB-shopify-97789149358-1  To: SHOPIFY  Date: 11 Jun 2023  Due Date: 14 Jun 2023  Paid: 503.35  Due: 0.00  Status: Paid  Sent: (An icon indicating sent status)  The top right of the table states "18 items" and has a "Search" button.

For QuickBooks;

Reports > Search for Journals in the search bar

A screenshot of the "Reports" section in an accounting software, likely QuickBooks.  On the left sidebar, there are navigation options under "YOUR BOOKS" including "Overview," "Dashboard," "Banking," "Sales," "Expenses," "Reports," "Taxes," and "Accounting." "Reports" is currently selected.  The main content area displays "Reports" with two tabs: "Reports" and "Performance centre." The "Reports" tab is active.  Below this, there's a search bar with "journal" typed into it, and a dropdown menu is open, showing two options: "Journal" (highlighted in green) and "Adjusting Journal Entries." A mouse cursor (hand icon) is hovering over the "Journal" option.  Further down, there are sub-tabs: "Standard," "Custom reports," and "Management reports." "Standard" is currently selected.  The "Favourites" section is expanded, listing various reports, including "Accounts receivable ageing summary" and "Balance Sheet," each with a star icon indicating it's a favourite and a three-dot menu icon.

From here you can search for the value.

If you are still unsure after these checks, please get in touch with the support team and we'll be able to assist further.

If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].

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