Building a staging table to reconcile Excel company data with existing HubSpot records

using Coefficient excel Add-in (500k+ users)

Create dynamic staging environments that sync live with HubSpot data for complex company data reconciliation instead of static snapshots.

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A staging table approach works well for complex data reconciliation, but static staging environments become outdated quickly, leading to duplicate companies when reconciliation data doesn’t match current HubSpot records.

You’ll discover how to create dynamic staging environments that sync live with HubSpot data, ensuring your reconciliation logic always works against current information.

Create dynamic staging workflows using Coefficient

Coefficient transforms staging tables by creating live environments that auto-refresh with current HubSpot data. This prevents the common problem where static staging becomes outdated, causing reconciliation errors and duplicate creation.

How to make it work

Step 1. Set up live staging tabs with auto-refreshing data.

Create three tabs: Current HubSpot companies (auto-refreshing via Coefficient), Excel import data (static), and Reconciliation staging (formulas + logic). The live HubSpot tab ensures staging always works with current data.

Step 2. Build automated reconciliation logic.

Create formulas that determine match status: =IF(EXACT(excel_domain,hubspot_domain),”EXACT_MATCH”, IF(similarity_score>0.8,”FUZZY_MATCH”,”NEW_RECORD”)). Add columns for confidence scoring, action recommendations, and data quality flags.

Step 3. Implement conflict detection and audit trails.

Build logic to catch when multiple Excel records match one HubSpot company, flagging these for manual review. Use Coefficient’s snapshot functionality to preserve audit trails of reconciliation decisions.

Step 4. Execute validated exports with conditional actions.

Use Coefficient’s conditional export actions to process different match types automatically. Exact matches get UPDATE operations, new records get INSERT operations, and conflicts get flagged for review.

Keep staging data current and accurate

Dynamic staging prevents reconciliation errors caused by outdated reference data, ensuring your company deduplication logic works against current HubSpot information. Build staging workflows that stay synchronized instead of becoming stale snapshots.

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