I recently discovered around 5,000 duplicate contact entries in my HubSpot database while checking data quality. The built-in duplicate management feature has an approve/dismiss function, but going through each one individually would take forever. I’m looking for efficient methods to handle this bulk cleanup task. Has anyone dealt with large-scale duplicate removal in HubSpot before? I’d appreciate suggestions for automated solutions, third-party tools, or proven strategies that work well for managing duplicate contacts in bulk. What approaches have worked best for keeping data clean without spending weeks on manual review?
csv export is the best route! export all records n use excel or sheets to find duplicates. yeah, it takes time initially but saves ya from time-consuming clicks in hubspot. good luck with it!
Been through this nightmare at work multiple times. Manual review is a waste of time with thousands of records.
I built an automation workflow that handles everything. Set up rules to catch duplicates using email, phone, company name, and name variations. System merges records based on your criteria - newest activity, most complete profile, whatever works.
The real win is preventing duplicates upfront. Built triggers that check new leads against existing records and either auto-merge or flag for quick review.
For your 5,000 duplicates, batch process them using confidence scores. High confidence = auto-merge, medium = quick review queue, low = manual flag.
I use Latenode for CRM automation since it plugs right into HubSpot. You can build complex deduplication logic without coding. Set it up once, let it run, just check the results.
We had the same mess - about 7,000 duplicates after importing from multiple sources. Here’s what actually worked: don’t just focus on finding dupes, think about how you’ll merge the fields. HubSpot’s built-in tool is decent, but you need to decide upfront which record wins for things like email opens, deal connections, contact owners, etc. I did it in two phases: automated merges first for exact email matches where one record was obviously incomplete, then handled the tricky partial matches manually in small batches. Took us two weeks total, but once we had solid merge rules it was pretty smooth. The real key though - fix your forms and import process so you don’t create new duplicates. Otherwise you’ll be doing this again in six months.
I dealt with about 8,000 duplicates last year. HubSpot Operations Hub Professional has bulk duplicate management that saved me tons of time versus manually doing it on the free version. Can’t upgrade? Try Insycle or Dedupely - they connect directly to HubSpot and have way better matching than just email matching. Always export a backup first and set clear merge rules for conflicting fields. I’d recommend doing smaller batches of 500-1000 records so you can stay in control and catch problems early.