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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.”
Pushing Apollo leads directly to HubSpot without checking for existing contacts creates duplicate deals and data chaos. You can prevent this by adding a deduplication layer that validates leads against existing HubSpot records before creation.
Here’s how to build an intelligent middleware system that stops duplicates before they happen.
Create deduplication middleware between Apollo and HubSpot using Coefficient
Coefficient acts as a smart validation layer between Apollo and HubSpot. Instead of direct integration, you route Apollo data through spreadsheet-based deduplication logic that prevents duplicate creation at the source.
How to make it work
Step 1. Build your master reference table.
Import all existing HubSpot deals and contacts with key identifiers like email, company, and deal name. Also import your Apollo leads pending creation. Use Coefficient’s append feature to maintain a historical record of all Apollo imports for comparison.
Step 2. Create comprehensive duplicate detection formulas.
Build formulas to check multiple criteria: `=COUNTIFS(HubSpot_Deals!Email:Email,A2,HubSpot_Deals!Company:Company,B2)>0` to detect existing deals. Add contact existence checks and company matching logic to catch all potential duplicates.
Step 3. Implement intelligent action decisions.
Create a “Safe to Create” column using nested IF statements: `=IFS(Deal_Exists=TRUE,”SKIP_DUPLICATE”,Contact_Exists<>“”,”CREATE_DEAL_ONLY”,TRUE,”CREATE_CONTACT_AND_DEAL”)`. This determines the exact action needed for each Apollo lead.
Step 4. Set up conditional export workflows.
Configure separate Coefficient exports based on your action decisions. For “CREATE_CONTACT_AND_DEAL”, first export creates contacts, then second export creates deals with proper associations. For “CREATE_DEAL_ONLY”, associate with existing contacts.
Step 5. Automate the entire validation process.
Schedule Apollo data imports every 30 minutes. Use Formula Auto Fill Down to automatically apply deduplication logic to new data. Set up Slack alerts for detected duplicates requiring manual review, and maintain dashboards showing duplicate prevention rates.
Stop duplicates before they start
This proactive approach eliminates duplicate deals at the source rather than cleaning up after creation. You get complete visibility into the decision process and can handle complex validation scenarios that direct integrations miss. Build your duplicate prevention system today.
