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How do I fix duplicate entries in my accounting software?

Finding the duplicates is the hard part. Deleting them is straightforward once you know which ones to remove.

Start by running a transaction detail report for the account where you suspect duplicates. Sort by amount, then look for identical dollar amounts on the same or similar dates. Two $847.32 charges to the same vendor a day apart are worth investigating. They might be legitimate or they might be the same transaction entered twice.

In QuickBooks, you can also sort transactions by payee name and scan for repeats. Bank feeds sometimes create duplicates when you manually enter a transaction and then the bank feed imports the same one. Look for transactions with slightly different descriptions but matching amounts and dates.

Reconciliation is your best detection tool. When you reconcile a bank account and the ending balance doesn’t match, duplicates are a common cause. If your book balance is higher than the bank balance, you may have recorded income twice. If it’s lower, you may have recorded an expense twice.

Once you’ve identified a duplicate, decide whether to delete or void it. Deleting removes the transaction entirely with no record it existed. Voiding keeps the transaction in your system but zeroes out the amount. For current-period duplicates, deleting is usually fine. For duplicates in a closed period or one that’s already been reported, voiding creates a cleaner audit trail.

Before you delete anything, verify you’re removing the right one. Check if either transaction has been reconciled, linked to a bill payment, or associated with another record. Deleting a transaction that’s tied to other entries can create orphaned records or throw off your reconciliation.

Common causes of duplicates include importing bank transactions that were already entered manually, entering the same bill twice from different paperwork, and multiple people entering the same transaction without checking first. Understanding how yours happened helps prevent the next round.

Set up rules in your accounting software to reduce automatic duplicates. QuickBooks and similar platforms can recognize transactions and apply rules, but those rules sometimes create duplicates if not configured carefully. Review your bank rules periodically to make sure they’re working as intended.

If your books have accumulated months or years of potential duplicates, a systematic cleanup makes more sense than hunting them one by one. Financial records cleanup involves reviewing transaction history, identifying patterns of duplicate entry, and correcting the records so your financial statements reflect reality.

Reconcile every account monthly. This single habit catches duplicates before they compound. A duplicate in January that goes unnoticed until December has affected eleven months of reports. Catch it in February and you fix one month.

The complexity of fixing duplicates depends on how many exist and how long they’ve been in your books. A handful of recent duplicates take minutes to correct. Hundreds spread across years require careful review to avoid removing legitimate transactions. If you’re unsure which entries are duplicates and which are real, getting controller services in Boca Raton or similar professional oversight can prevent costly mistakes.

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More Questions

How long does it take to clean up years of bad bookkeeping?

Timeline depends on how many years need work, transaction volume, and how messy the records are. A single year with moderate transactions might take a few weeks. Multiple years with high volume and poor documentation can take several months.

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What happens if my balance sheet doesn't balance?

An unbalanced balance sheet means there's an error in your books that needs to be found and corrected. Your financial statements won't be reliable until the issue is resolved.

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How much does a fractional CFO cost in South Florida?

Fractional CFO services in South Florida typically range from $3,000 to $10,000 per month on retainer, or $200 to $500 per hour for project-based work. The actual cost depends on scope, complexity, and how much time your business requires.

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How does a fractional CFO work with my existing accountant?

A fractional CFO builds on your accountant's work rather than replacing it. Your accountant handles compliance and historical reporting while the CFO focuses on forward-looking strategy, cash flow planning, and financial decision-making.

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What KPI dashboards can a controller create?

Controllers build dashboards tracking financial health, cash flow, profitability, and operational efficiency. The specific metrics depend on your industry and what decisions you need to make, but the best dashboards turn raw accounting data into actionable insights.

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Should I hire a fractional CFO before seeking investors?

In most cases, yes. Investors expect financial sophistication that goes beyond basic bookkeeping. A fractional CFO helps you prepare investor-ready financials, build credible projections, and navigate due diligence without the cost of a full-time hire.

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