Why Your HubSpot Database Needs Koalify (and Why Duplicates Are the Worst)

We’ve all been there. You pull up a contact record in HubSpot, only to realize—wait, why are there three different versions of this same person? One has an outdated email, another is missing company details, and the third? Who even created that?

Duplicate records aren’t just an inconvenience—they mess with your reporting, confuse your sales team, and make automation a nightmare. That’s where Koalify comes in.

Koalify is a deduplication powerhouse built specifically for HubSpot. It helps you identify, merge, and manage duplicate records effortlessly, so your CRM stays clean and reliable. And the best part? It doesn’t just apply generic matching rules—you get to customize how duplicates are detected and merged.

In this post, we’ll break down:

• Why database cleanliness matters
• The key benefits of using Koalify
• How Koalify makes deduplication effortless in HubSpot
• How to get started with Koalify’s custom rules and bulk merging

🚀 Why Clean Data in HubSpot Matters

Let’s be real—your CRM is only as good as the data inside it. Messy, duplicate-filled data leads to:

❌ Inaccurate reporting – If the same contact appears multiple times, your marketing and sales metrics go haywire.

❌ Confused sales and marketing teams – When multiple versions of a contact exist, who gets the credit for outreach? Who follows up?

❌ Wasted automation efforts – Workflows can misfire when duplicates exist, leading to incorrect email sequences or double outreach.

Koalify fixes this by ensuring every contact in your database is unique, accurate, and up-to-date.

🛠️ How Koalify Makes Deduplication Easy (and Actually Smart)

The problem with most deduplication tools? They use rigid rules that might not work for your business. Koalify, on the other hand, lets you customize how duplicates are detected and merged.

🔍 Custom Rules for Identifying Duplicates

Unlike HubSpot’s built-in duplicate detection (which mainly looks at email addresses and company domains), Koalify lets you define custom matching rules. Want to match based on phone numbers, first and last name, or even a combination of multiple fields? You got it.

➡️ Learn how to create custom rules to identify duplicates

🏆 Set the Primary Record (So You Keep the Best Data)

Merging duplicates isn’t just about deleting extra records—it’s about keeping the right data. Koalify allows you to set rules for which record should be the "primary" one when merging, ensuring you don’t lose critical details.

➡️ Check out how to set primary records when merging

✨ Smart Formatting Rules for Consistency

A messy database isn’t just about duplicates—sometimes, inconsistent formatting makes things worse. Koalify lets you configure formatting rules so that all data follows a clean, standardized structure.

➡️ Optimize duplicates detection with formatting rules

⚡ Bulk Merge Duplicates (Without Losing Your Mind)

Nobody wants to spend hours merging duplicates one by one. With Koalify, you can bulk merge duplicates using workflow actions, automating the entire process and saving you a ton of time.

➡️ Learn how to bulk merge HubSpot duplicates

📊 The Big Benefits of Koalify for HubSpot Users

✔️ Cleaner data = Better reporting – Say goodbye to inflated metrics and duplicate contacts skewing your numbers.

✔️ More efficient sales & marketing – No more awkwardly contacting the same lead twice or losing track of customer interactions.

✔️ Improved automation – Your workflows, email sequences, and lead nurturing campaigns will actually function as intended.

✔️ Saves time & headaches – Let Koalify handle deduplication automatically, so you don’t have to.

🔥 Ready to Clean Up Your HubSpot Database?

If your HubSpot CRM has duplicate records (spoiler: it probably does), Koalify is the easiest way to fix it. With custom rules, smart formatting, and bulk merging, keeping your database clean has never been simpler. Check out this quick demo we built!

🔗 Try Koalify today and give your CRM the cleanup it deserves. Your future self (and your sales team) will thank you. 🚀