FAQ
Common Questions About Invoice Guard HQ
Everything you need to know about finding and recovering duplicate payments.
How secure is my data?
Extremely secure. Initial scans run locally in your browser. We never store your raw financial data unless you explicitly choose to use the Recovery Service.
Do I need to connect my bank accounts or payment processors?
Not for the basic scan. You can start with a simple CSV export from whatever system you already use. Optional secure connections to QuickBooks and other tools are available for deeper analysis.
What kind of duplicates can you actually find?
Exact matches, near duplicates (slight variations in amount, number, or name), double payments from different systems, and suspicious timing patterns that most reviews miss entirely.
How does Invoice Guard HQ explain what it finds?
Every finding comes with a short, plain-English explanation written from your actual invoice data. Instead of a generic warning, you get something specific: "Invoice #INV-4521 for $917.09 matches a PayPal charge two days earlier, same customer, same amount. Looks like a payment submitted twice across providers." That explanation is generated by AI directly from your records, so it reflects what actually happened, not a template.
How long does a scan take?
Most scans finish in 30 to 90 seconds, even with thousands of invoices.
What if you don't find anything?
That's good news. A clean result means your process is solid. Many customers run a scan specifically for that peace of mind.
How does the Recovery Service work?
After we identify recoverable amounts, we prepare professional outreach to the vendor or payment provider. You approve everything before anything goes out. We only charge a success fee on money actually returned to you.
Is this suitable for very small businesses or freelancers?
Yes. Many solo entrepreneurs and small teams use the Free or Starter plan successfully. The browser scan requires no setup and takes under two minutes.
Can accountants and bookkeepers use this for multiple clients?
Absolutely. The Agency plan was built specifically for that, with a multi client dashboard and white label options so you can manage every book in one place.
Can you detect currency conversion anomalies?
Yes. The conversion anomaly check looks for two shapes: a single invoice that includes both origin and converted amount fields, or matching invoice records that appear in different currencies. It converts the origin amount into the converted currency at current exchange rates and flags the finding when the amounts do not reconcile, catching exchange rate errors, wrong-currency entries, and potential overcharges that standard duplicate checks miss entirely. A reference rate fallback keeps the check available if live rate data is temporarily unavailable.
What currencies does the conversion anomaly check support?
The check works with any currency code your CSV or connected provider supplies. Rate data covers all major currencies including EUR, GBP, CAD, AUD, CHF, ILS, and dozens more. The base currency defaults to USD and is configurable. If a live rate is unavailable for a given pair, the check falls back to reference rates rather than skipping the invoice.