PaidOnce follows every purchase invoice, credit note, expense note and receipt from upload to accountant, and checks by itself whether it has already been paid: by the company, by another company of yours, or privately by whoever advanced the money.
An invoice is only settled when a matching payment stands against it: the right amount, to the right party, with the right reference. Until now a person did that check, at the moment they happened to think of it.
PaidOnce does it for every document, on every account you connect, and shows what it checked. The software proposes; you decide.
Every document goes through the same steps, and at any moment you can see where it stands.
A pdf from your mail, an e-invoice via Peppol or a receipt you scan with your phone. You pick straight away which company it belongs to, and whether someone advanced the money.
PaidOnce reads the supplier, number, date, due date, amount, reference and account number. What is not on the document stays empty; nothing is guessed. You review the proposal and confirm.
PaidOnce looks for the payment itself: on the company’s accounts, on those of another company of yours, and on the private account, PayPal or card of whoever advances. Amount and reference have to match; otherwise it is a proposal, not a certainty.
What is still open goes into a payment file that you upload to your bank and sign yourself. An advance becomes a repayment to the person. An overpayment becomes a refund request to the supplier.
The document goes by mail to your accountant’s archive, with the e-invoice or the pdf attached. Only once the mail server has accepted the mail is it marked as forwarded.
Document, payment and accountant agree with each other. Only then is the thread closed, and it stays closed.
Two cases from a real check, without names.
A receipt of € 24.91 had been paid at the till. Three weeks later the same amount appeared as a transfer on the bank statement. PaidOnce sees two payments against one document and prepares the refund request.
Measured during a check of the purchase invoices of two companies, October 2026.
A supplier received one transfer that covered two invoices. Next to a single invoice that reads as an overpayment. PaidOnce shows the difference and lets you attach the second invoice, instead of sending a refund request that is wrong.
Same check, October 2026.
PaidOnce does not replace your accountant or your bank. It sits in between.
The purchase archive in ClearFacts is the source of what has already been booked. What PaidOnce settles goes by mail to that same archive.
An e-invoice comes in through HairConnect’s access point (Recommand), with every field on it. Nothing is retyped.
Statements come in by themselves through the bank connection; you no longer upload anything by hand. PaidOnce never pays by itself: it prepares a payment file, you sign in your bank.
An advance sits on a person’s account, not the company’s. PaidOnce reads a PayPal export and the private account of whoever advances, and keeps private strictly separate from the business.
You scan a receipt with Apple’s document scanner: it finds the edges, straightens the paper and uploads the receipt straight to the right company.
Whoever advances gets their own private PaidOnce: their own receipts and repayments, for them alone. Of an advance the business only sees the date, the amount, the document and who paid.
There are good expense apps and good pre-accounting packages. PaidOnce does something different, and that is best seen side by side.
| Topic | Them | PaidOnce |
|---|---|---|
| Expense apps Rydoo (Mechelen, 2011), Pleo, Spendesk, Payhawk | ||
| What it is about | An employee scans a receipt and claims it; the company reimburses. Built around a company card that they issue. | Every document, including a supplier invoice and an e-invoice, followed through to the payment and the accountant. |
| Next to your own bank statements | Not published | Yes: every payment is looked for on the accounts of the company, of another company of yours and of whoever advanced. |
| Next to the purchase invoices at your accountant | Not published | Yes: the accountant’s archive is the source, and what is settled goes back there. |
| Pre-accounting and invoicing ClearFacts, Yuki, Billit | ||
| What it is about | Invoice in, approve, pay via a payment file or directly through the bank. | The same start, but before paying PaidOnce checks whether a payment already stands against it. |
| The statement against the document, before paying | Not published | Yes, on amount, party and reference. Same number already paid: not in the payment file. Same amount to the same party: put to you first. |
| When something was paid privately | Not published | The document stays open until the advance has been repaid to whoever advanced it. |
An empty cell means: on their own pages we find nothing about it. That is what we read, not what they can do. The sources are at the bottom, with the date.
According to industry estimates cited by the Office of the Washington State Auditor, organisations pay 0.8 to 2 percent of their payments twice, and it is only noticed when someone explicitly looks for it. That is a US estimate, not a Belgian figure.
Everything said about the other package on this page comes from these addresses. Rates and terms may have changed since — check them at the source.
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