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IntermediateSITUATIONAL
You discover a subcontractor invoice has been duplicated across two project codes and has already affected client billing — what immediate steps do you take to correct accounting, inform stakeholders, and prevent recurrence?
Project Accountant
General

Sample Answer

I found a duplicated $24,800 subcontractor invoice split across Project X and Project Y after client invoices went out. First I paused any further billing runs and confirmed the duplicate by matching invoice numbers and vendor statements. I issued a credit memo to reverse the duplicate charge on Project Y and adjusted AR and WIP so client billing reflected the corrected position, reducing billed revenue by $24,800. I notified the PMs, commercial lead, and the client contact within the same day with a clear reconciled statement and proposed next steps. For prevention, I implemented a three-step control: enforce a mandatory invoice-number uniqueness check in AP, add a project-code cross-check in the billing build, and trained our three-person AP team on the procedure. That cut duplicate incidents from 1.2% to under 0.2% in the next quarter.

Keywords

Immediately stop billing runs and validate duplication against vendor recordsCorrect accounting with credit memo and WIP/AR adjustmentsCommunicate clearly and quickly to PMs, commercial, and the clientImplement controls: invoice-number checks, billing cross-checks, and staff training
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