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Why Did a Workflow Create Duplicate Tasks or Emails?

Duplicate tasks/emails? Check if it’s an invoice workflow and switch to a customer workflow.

Kolleno Support avatar
Written by Kolleno Support
Updated this week

Why This Happens

If you're seeing what looks like duplicate tasks or emails triggered by a workflow, it's most likely due to how the workflow is configured—specifically, that it's an invoice-level workflow.

What's Likely Happening

  • The workflow is set to run per invoice.

  • If multiple invoices meet the workflow conditions, a task or email is created for each.

  • This can result in what looks like duplicates, but each one is linked to a different invoice.

How to Confirm

  1. Open the workflow in question.

  2. Check the trigger type – is it set to trigger on Invoices?

  3. Review the list of invoices that triggered the action – are they different?

How to Fix It

To avoid multiple tasks or emails being generated for related invoices:

  • Switch to a customer-level workflow.

  • Use filters to target specific invoices (e.g., overdue invoices, open balances).

  • This way, you can create a single task or email per customer, even if they have several qualifying invoices.

Example

If you want to remind a team member to do something for several invoices under one customer:

  • An invoice-level workflow would create one task per invoice.

  • A customer-level workflow with a condition like “Customer has X overdue invoices” would generate just one task.

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