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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.”
HubSpot’s native deduplication doesn’t work on deal objects, leaving you blind to duplicate deals with the same order ID. This creates revenue reporting issues and confused sales processes.
Here’s how to set up sophisticated duplicate detection for deals using custom order IDs, including cross-pipeline monitoring and automated alerts.
Detect duplicate deals by order ID using Coefficient
Coefficient bridges the gap in HubSpot’s duplicate detection by enabling custom identifier validation for deals data. You can monitor order IDs across all pipelines and get immediate alerts when duplicates appear.
How to make it work
Step 1. Import deals data with order ID filtering.
Connect Coefficient to HubSpot and import your deals object, including the custom order ID field. Apply filtering to focus on active deals only by excluding “Closed Lost” or “Closed Won” stages. This keeps your analysis focused on deals that matter.
Step 2. Create comprehensive duplicate detection formulas.
Use this formula for basic detection: =COUNTIFS($C$2:$C$1000,C2,$D$2:$D$1000,”<>“&””) which excludes empty order IDs. For timeline analysis, add: =COUNTIFS($C$2:$C$1000,C2,$E$2:$E$1000,”>=”&E2-30) to find duplicates created within 30 days of each other.
Step 3. Set up cross-pipeline and amount validation.
Include deal amount comparison for same order IDs to flag potential issues. Create formulas that identify order IDs appearing across multiple sales pipelines, which often indicates process problems. Add validation for significantly different deal values with the same order ID.
Step 4. Configure automated alerts and responses.
Set up Coefficient’s automated alerts to trigger when new duplicate order IDs are detected. Configure different alert levels for high-value deals versus standard deals. Include the order ID, deal amount, and HubSpot record URL in your notifications.
Step 5. Implement real-time monitoring during peak periods.
Schedule hourly refreshes during busy sales periods when duplicate creation is most likely. Use dynamic filtering that points to spreadsheet cells for flexible order ID criteria. Set up escalation logic where high-value deal duplicates trigger immediate notifications.
Keep your sales pipeline clean and accurate
This approach provides comprehensive deal deduplication capabilities that scale with your sales volume and complexity. Try Coefficient to eliminate duplicate deals before they impact your revenue reporting.
