Duplicate protection and safe re-import

Overview

• Inbound documents are deduplicated by source email message ID and by a Business-level content fingerprint built from Store, sender, subject, and attachment hashes/body context.
• Forwarding the same captured document again can therefore return the existing document instead of creating another one.
• Expense receipts have an additional Xero-side likely-duplicate check before a new Spend Money transaction is created.
• Remove / re-import is available only for documents that have not already been completed/applied or linked/created in Xero.
• Removing an eligible uncompleted document releases its duplicate match so the same invoice/receipt can be forwarded again as a new document.

When to use this

• Use Remove / re-import only when the stored uncompleted document itself is bad and reprocessing the same record is not the right recovery path.

Step-by-step

1. First try fixing/retrying the existing document.
2. Confirm no Supplier invoice prices were applied and no Xero expense was created/linked.
3. Choose Remove / re-import.
4. Forward the source again to the correct Store address.
5. Review the newly ingested document normally.

Common mistakes

• Do not delete a completed/applied document just to make the inbox look cleaner.
• Do not use re-import to bypass a legitimate Xero duplicate warning.
• Do not repeatedly forward the same source expecting separate records.

Troubleshooting

• If Remove / re-import is unavailable, the document may already have an external/applied result and must be corrected through its proper downstream workflow.
• If a repeated email is ignored as duplicate, work with the existing document unless it qualifies for safe removal.