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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Zapier workflows that bypass contact creation leave you with orphaned HubSpot deals missing proper associations. You can fix this by building sophisticated matching logic that connects deals with contacts using multiple criteria and confidence scoring to handle complex post-hoc HubSpot relationships.
This approach handles matching scenarios that Zapier’s linear workflow simply can’t manage.
Build multi-criteria matching and merge operations using Coefficient
Coefficient excels at complex post-hoc matching operations that Zapier workflows miss. You can create sophisticated scoring systems, handle bulk merges, and maintain complete audit trails of all changes.
How to make it work
Step 1. Import and segment your orphaned deals.
Use Coefficient to import all HubSpot deals created via Zapier (filter by source or creation date range). Also import all contacts and any original Apollo data for additional matching criteria. Use multiple filter groups to segment deals by confidence level.
Step 2. Create a multi-criteria scoring system.
Build formulas that score potential matches: `=SUM(IF(LOWER(B2)=LOWER(F2),50,0),IF(C2=G2,30,0),IF(SEARCH(D2,H2),20,0))` where exact email = 50 points, phone match = 30 points, company similarity = 20 points. Set match threshold at 70+ points for confident matches.
Step 3. Handle duplicate deals targeting the same contact.
When multiple deals match one contact, identify the primary deal using criteria like newest date, highest value, or most complete data. Export deal data to a staging sheet, update the primary deal with merged information, and mark duplicates for deletion.
Step 4. Execute associations and cleanup.
Create association exports for matched deal-contact pairs. For merged deals, use Coefficient’s UPDATE action to combine data into primary deals, then schedule DELETE exports for duplicates after data preservation. Maintain bi-directional associations for complete data model.
Step 5. Build ongoing correction workflows.
Schedule daily imports to catch new orphaned deals from ongoing Zapier workflows. Auto-apply your matching formulas using Formula Auto Fill Down. Set up Slack notifications for manual review cases and build dashboards showing association success rates.
Fix your data architecture permanently
This approach not only solves immediate orphaned deals but establishes proper data relationships for ongoing operations. You get complex matching logic impossible in Zapier plus complete audit trails of all changes. Start fixing your deal-contact relationships today.
