What Is Deduplication?
Deduplication is a method used to prevent multiple copies of the same file or submission from entering the workflow. In MCA and small business lending, it is common for brokers or ISOs to resend packets, sometimes with small edits, or to accidentally attach duplicate bank statements.
Deduplication typically appears during intake, when large volumes of submissions are first processed. Operators use it to make sure only one record per deal is created and that each document is unique.
This keeps queues manageable and prevents underwriters from reviewing redundant information.
How Does Deduplication Work?
Deduplication works by scanning and comparing submissions against existing records.
- Submission comparison: Incoming packets are checked against existing deal records to see if they match.
- Document matching: Files such as bank statements are compared by name, date, and content to catch duplicates.
- Flagging: If a duplicate is found, it is flagged or suppressed.
- Queue update: Only the clean, unique submission continues to the next stage.
In Heron’s workflow, deduplication is fully automated.
- Capture stage: Submissions are ingested from email, portal, or API.
- Checks applied: Heron identifies duplicates by looking at deal identifiers, document content, and file metadata.
- CRM write-back: The system writes results to the CRM, marking whether the submission is unique or a repeat.
- Routing: Only the newest or cleanest version of the packet advances, while duplicates are removed from the active queue.
Heron makes sure underwriters and operations teams never waste time sorting through multiple versions of the same deal.
Why Is Deduplication Important?
For brokers and funders, deduplication is key to operational efficiency. It prevents wasted time on repeat submissions and helps teams focus on unique deals. It also reduces confusion when multiple versions of the same packet exist, which improves data accuracy.
By automating deduplication, Heron enables scale. Even in environments where brokers send hundreds of overlapping submissions, the system cleans queues automatically so underwriters only see what matters. This reduces rework, improves speed, and keeps records consistent.
Common Use Cases
Here are some common deduplication use cases:
- Catching duplicate ISO packets that were submitted multiple times.
- Identifying repeat bank statements across different submissions.
- Flagging duplicate application forms within the same packet.
- Preventing the creation of multiple CRM records for the same deal.
- Keeping queues clean so underwriters focus on unique opportunities.
FAQs About Deduplication
How does deduplication reduce manual work for brokers and funders?
Without deduplication, staff must manually review packets to identify repeats. Heron automates this step by detecting and suppressing duplicates, saving hours of review and data entry time.
What happens when Heron finds duplicate submissions?
Heron flags duplicates and prevents them from creating new records in the CRM. The system keeps only the most relevant version of the packet and routes that forward.
How does deduplication improve downstream underwriting?
By eliminating duplicates, underwriters always work with the correct version of each deal. This reduces confusion, rework, and the risk of basing funding decisions on outdated or incomplete data.