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Duplicate records occur during NetSuite to HubSpot customer sync when the same customer data gets imported multiple times or when similar customers with slight variations create separate contact records. This duplication confuses marketing automation and creates inaccurate reporting.
Here’s how to prevent duplicate record creation through data validation and deduplication before HubSpot import.
Eliminate duplicate records with pre-import validation and deduplication using Coefficient
Coefficient helps prevent duplicate records by providing data validation and deduplication capabilities before HubSpot import. This proactive approach eliminates duplicate record creation at the source, maintaining clean contact databases.
How to make it work
Step 1. Use preview functionality to identify potential duplicates before import.
Import NetSuite customer records and use the preview feature to identify potential duplicates based on email addresses, company names, or phone numbers. This pre-import validation catches duplicates before they reach HubSpot.
Step 2. Import NetSuite internal IDs for unique record identification.
Include NetSuite internal IDs alongside customer data to maintain unique record identification. These internal IDs serve as definitive identifiers that prevent re-importing existing contacts even when customer names or email addresses change.
Step 3. Apply date filters for incremental data updates.
Filter NetSuite imports by “Date Modified” to sync only recently updated customer records. This incremental approach reduces the risk of duplicate imports by focusing on actual changes rather than re-importing entire customer databases.
Step 4. Create duplicate detection formulas for data analysis.
Use spreadsheet functions like COUNTIF and VLOOKUP to identify potential duplicates based on multiple matching criteria. Create formulas that flag records with matching emails, similar company names, or identical phone numbers before HubSpot import.
Step 5. Cross-reference against existing HubSpot contact lists.
Compare NetSuite customer emails against existing HubSpot contact lists to prevent duplicate creation. Apply standardization rules to company names, phone numbers, and addresses to improve duplicate detection accuracy across different data formats.
Maintain clean contact databases from the start
This proactive approach eliminates duplicate record creation at the source, maintaining clean HubSpot contact databases and preventing marketing automation confusion. Start preventing duplicate records in your customer sync process today.
