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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 only deduplicates on email addresses by default, which means your carefully crafted Apollo filtering rules get lost when you automate data transfers between the platforms.
Here’s how to preserve and enhance your existing deduplication logic while building a fully automated Apollo to HubSpot pipeline.
Advanced deduplication that preserves your existing filters
Coefficient lets you recreate your Apollo filtering rules and add sophisticated deduplication logic that neither platform can handle natively. You can apply up to 25 filters with AND/OR logic, plus use spreadsheet formulas for complex matching rules that check email, company, and phone number combinations.
How to make it work
Step 1. Import and cross-reference your data.
Set up weekly imports from Apollo saved searches and current HubSpot contact exports. This gives you a complete view of existing data to check against. Use Coefficient’s scheduling to ensure both datasets are fresh before deduplication runs.
Step 2. Build your deduplication formulas.
Create VLOOKUP formulas that check multiple fields beyond just email. For example: =IF(OR(VLOOKUP(Email,HubSpot_Contacts,1,FALSE), VLOOKUP(Phone,HubSpot_Contacts,3,FALSE)), “DUPLICATE”, “UNIQUE”). Add fuzzy matching for company names and phone number formatting to catch variations.
Step 3. Apply conditional export rules.
Use Coefficient’s conditional export feature to only push leads when your deduplication column equals “APPROVED”. Set up UPDATE actions for existing contacts versus INSERT for new leads. This maintains data integrity while updating existing records with fresh information.
Step 4. Create an audit trail.
Use Coefficient’s snapshot feature to preserve historical deduplication decisions. Track which leads were filtered out and why, maintaining logs of all automated transfers for compliance. This visibility helps you refine your rules over time.
Keep your data clean without manual oversight
This approach ensures your proven filtering rules stay intact while adding deduplication capabilities that surpass what either Apollo or HubSpot can provide alone. Start building your automated deduplication system today.
