Duplicate Document Detection in the Inbox

Last updated: June 16, 2026

Overview

When a document enters your inBuild Inbox, the system automatically checks whether a visually similar document has already been received. This helps prevent accidentally submitting the same invoice, commitment, or bill twice, which could lead to duplicate payments or incorrect financial records.

Duplicate detection works by comparing the visual content of each incoming document against all previously received documents in your company's account. If a likely match is found, inBuild flags the new document with a warning so you can review it before taking action.

Duplicate detection runs automatically on every document that enters the Inbox, whether it arrives by email, web upload, or Procore sync. You do not need to enable or configure it.

How Duplicate Detection Works

inBuild uses a visual comparison method called perceptual hashing to detect duplicates. Rather than comparing file names or metadata, the system analyzes the actual visual content of each document page. This means that even if two files have different names or were sent by different people, inBuild will still flag them as potential duplicates if they look the same.

Duplicate detection happens during the processing stage, immediately after a document is received. By the time AI extraction finishes and the document is ready for review, any duplicate warning will already be visible.

What Gets Compared

The system compares the visual fingerprint of an incoming document against all other documents previously received across your company's Inbox. This includes documents that are still in the Inbox, documents that have been submitted, and documents that have been archived.

Identifying a Duplicate in the Inbox

When a potential duplicate is detected, inBuild displays a visual warning so you can investigate before deciding what to do with the document.

Duplicate Warning Badge

A duplicate warning badge appears on the item in the sidebar list. This badge is visible without opening the document, making it easy to spot flagged items as you scan your Inbox.

  1. Navigate to the Inbox.

  2. Look for items in the sidebar list that display a duplicate warning badge next to the vendor name or document details.

  3. Click the flagged item to open it in the document viewer and detail panel.

  4. Review the document content in the center column to determine whether it is a true duplicate or a distinct document that happens to look similar.

Some documents may be flagged as duplicates even when they are not identical. For example, two invoices from the same vendor using the same template but with different amounts or dates may trigger a warning. Always review the document details before deciding to archive or submit.

Submission Warning

If you attempt to submit a document that has been flagged as a potential duplicate, inBuild warns you before the submission completes. This gives you a final opportunity to stop and verify before the document is pushed to your accounting system or synced to Procore.

Handling a Duplicate Document

Once you have reviewed a flagged document, you have two options depending on whether it is a true duplicate or a legitimate new document.

If the Document Is a True Duplicate

If you confirm the document is the same as one already processed, you should archive it to remove it from your active Inbox without submitting it.

  1. Select the duplicate document in the sidebar.

  2. Review the document in the center column to confirm it matches a previously submitted item.

  3. Click Archive to move the document to the Archive folder.

Archiving is reversible. If you archive a document by mistake, you can switch to the Archive folder and unarchive it.

If the Document Is Not a Duplicate

If you determine the flagged document is a distinct, legitimate document that should be processed, you can proceed with your normal review and submission workflow. The duplicate badge is informational only and does not block you from editing, approving, or submitting the document.

  1. Select the flagged document in the sidebar.

  2. Complete your review in the General, Line Items, and Projects tabs as usual.

  3. Click Submit when ready.

  4. If a duplicate warning dialog appears, confirm that you want to proceed with the submission.

Submitting a true duplicate can result in double payments or incorrect financial records in your connected accounting system (QuickBooks Desktop, QuickBooks Online) or Procore. Always verify the invoice number, date, amount, and vendor before overriding a duplicate warning.

Frequently Asked Questions

Does duplicate detection work for documents uploaded from Procore?

Yes. Duplicate detection runs on every document that enters the Inbox, regardless of whether it was emailed, uploaded through the web, or synced from Procore.

Can I turn off duplicate detection?

No. Duplicate detection is always active and runs automatically. It does not require any configuration and cannot be disabled. The duplicate badge is informational and does not prevent you from submitting a document if you determine it is not a true duplicate.

Why was a document flagged as a duplicate when it is clearly different?

The detection system compares the visual appearance of documents. If two documents use the same vendor template, layout, or formatting, they may produce similar visual fingerprints even when the actual content (amounts, dates, line items) differs. In these cases, review the document details and proceed with submission if you are confident it is a unique document.

Does archiving a duplicate permanently delete it?

No. Archiving moves the document to the Archive folder, where it remains accessible. You can switch to the Archive folder at any time and unarchive a document if needed.

Does duplicate detection check against documents that have already been submitted?

Yes. The system compares incoming documents against all previously received documents in your company's account, including those that have been submitted, are still in the active Inbox, or have been archived.