Who this is for
Marketing or sales-operations manager at a 10 to 200 person firm whose CRM holds the same buyer more than once.
Reps ring the same buyer twice, reports double count, or a migration or campaign is coming.
The result
You receive duplicate groups in three bands (certain, likely, uncertain), each with the fields that matched, the rule you approved for which record to keep and a pre-merge export. Your admin merges the certain band and leaves the rest.
What is included
- One CRM and up to 20,000 contacts and companies, from an export or a read-only user
- A written match-rule sheet: what makes two records the same, which survives, how conflicts resolve
- Groups in three bands, each with the matching evidence
- A pre-merge export that reproduces the old values
- A re-run after your admin merges, to show no certain groups remain
You receive
- The match-rule sheet
- The grouped list with evidence
- The pre-merge export
- The re-run report
What is not included
- Merging, deleting or editing any record
- Records that hold special-category data
- Stopping new duplicates at the source: that is a separate job
- Third-party data matching or buying data
- A promise that the likely or uncertain bands are right
What we need from you first
- The CRM name and plan, and roughly how many contacts and companies it holds
- Which fields you trust for matching, in a few sentences
- Who would approve the rule sheet and run the merges
Never send passwords, keys, customer records or confidential code in the first enquiry. Secure handover is agreed after scoping.
How we check it is done
- On a review sample of 50 groups drawn from the certain band after the rules are frozen, your named person finds 0 wrong pairs, which shows a wrong rate under about 6% with 95% confidence.
- In the likely band your person marks 30 sampled groups, and the wrong count is reported for information. Any wrong pair in the certain band fails the whole test.
- Every pair in the uncertain band is left unmerged and listed with its evidence.
- After your admin merges the certain band, a re-run finds 0 certain groups, apart from any listed as blocked by the 250-merge limit, and the pre-merge export reproduces the old values on a test copy.
You re-run the test yourself, check the list of severe errors and sign off in writing. Payment follows sign-off.
When we would stop or decline
- You want us to merge records
- Another system re-creates the duplicates after each merge
- The records hold special-category data
Questions
Will you merge the records for us?
No. HubSpot cannot unmerge, so your admin merges the certain band after you have checked the sample.
Do you use AI to match?
Rules first. A language model may help only with ambiguous names, and it never decides a merge. Every group shows its evidence.
What about duplicates that keep coming back?
That is a source problem. The web-form job stops new ones from one path.
Price and terms
From £245 · untested offer price. From £245. The final fixed price is agreed in writing before work starts and paid after the agreed tests pass and you sign off. No payment before sign-off.
This is a new service with no published client results. The price is a starting point we have not yet tested with buyers. Nothing is ordered or charged by the enquiry. The full specification is on the Synthetic Industry catalogue.