Duplicate & anomaly detection
Duplicate or suspicious incoming invoices are flagged before you pay — with a traceable rationale, without silent automation.
Why incoming checks are more than format validation
EN 16931 validation tells you whether an invoice is formally correct. It does not tell you whether the same invoice was here before, whether the amount deviates markedly from the supplier’s history, or whether an unusual currency or a zero/negative amount is present. This is exactly where double payments and careless mistakes arise.
CoolHanX additionally checks every incoming document against these patterns — as a warning with a traceable rationale that you review and approve. It blocks nothing silently and pays nothing automatically.
| Check | Signal | Example |
|---|---|---|
| Duplicate | same supplier + gross amount within the time window | second delivery of the same invoice |
| Amount anomaly | gross amount far above the supplier average (mean + 3σ) | consulting usually €500, now €5,000 |
| Currency deviation | currency ≠ your usual one (EUR) | suddenly USD instead of EUR |
| Zero/negative amount | gross amount is 0 or negative | faulty or invalid total |
From suspicion to approval
- 1 · Check on intakeEvery validated incoming document is additionally checked against the duplicate and anomaly rules.
- 2 · Flag with a rationaleSuspicious documents are flagged — with the specific reason, not just a traffic light.
- 3 · Review queueFlagged documents collect in a review list; payment only happens after a deliberate approval.
- 4 · Approve or rejectYou decide, documented — the decision remains traceable in the document.
Honest: signals, not verdicts
A flagged document is a prompt to review, not proof of fraud. CoolHanX blocks nothing silently and pays nothing automatically — it makes visible what a human should check, and documents the approval. This reduces the risk of double payment and payment redirection, without leaving legitimate invoices unattended.
Frequently asked questions
Are payments stopped automatically?
Payments only run after your approval anyway. Suspicious documents are flagged beforehand and placed in the review list.
Which patterns are checked?
Four: duplicate (supplier + gross amount within the time window), amount anomaly (mean + 3σ against the supplier history), currency deviation and zero/negative amount. Every flag names the threshold and the reason.
What is a duplicate?
A document that already exists by supplier and gross amount within the time window — the most common cause of double payments.
Can I adjust the rules?
The core checks are active; finer thresholds are on the roadmap. Every flag is justified and overridable.
Is the decision documented?
Yes — approval or rejection is recorded on the document, traceable in a GoBD-compliant way.
The four checks in detail
CoolHanX checks every validated incoming document against four clearly defined patterns — every flag names the threshold and the reason so you can assess it:
Duplicate — the same supplier and the same gross amount within a time window. Amount anomaly — the gross amount is markedly above this supplier’s historical mean (threshold: mean + 3 standard deviations, once there is sufficient history). Currency deviation — the currency differs from your usual one (EUR). Zero/negative amount — a gross amount of 0 or below points to a faulty document.
| Check | Trigger (transparent) | Severity |
|---|---|---|
| Duplicate | same supplier + gross amount within the time window | high |
| Amount anomaly | gross amount > mean + 3σ (from ≥3 prior documents) | warning |
| Currency deviation | currency ≠ EUR baseline | warning |
| Zero/negative amount | gross amount ≤ 0 | high |
Advisory, not blocking — and honest about the limits
A marker is a prompt to review, not proof. CoolHanX pays nothing automatically and blocks nothing silently; it makes visible what a human should check, and records your approval or rejection decision on the document. Honestly: these four patterns catch the most common double payments and careless mistakes — they are not a forensic fraud system. Further patterns (e.g. supplier-specific thresholds) are on the roadmap.
Related topics
Allgemeine Produktinformation — keine Rechts- oder Steuerberatung. Verbindliche Auskünfte gibt Ihr Steuerberater bzw. Ihre Rechtsberatung.
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