---
title: How Karin Tamir Fixed HubSpot Duplicate Chaos from Complex Integrations (with Koalify)
description: When HubSpot integrations create duplicate chaos, clean data becomes mission-critical. Discover how HubSpot consultant Karin Tamir used Koalify to eliminate thousands of duplicates for a fintech client—automating merges, restoring CRM trust, and saving hours of manual cleanup every day.
image: https://koalify.io/hubfs/How%20Karin%20Tamir%20Fixed%20HubSpot%20Duplicate%20Chaos%20from%20Complex%20Integrations%20%28with%20Koalify%29.png
---
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# How Karin Tamir Fixed HubSpot Duplicate Chaos from Complex Integrations (with Koalify)
[By \- Jonas,](https://koalify.io/blog/author/jonas) Mar 31, 2025
When your CRM connects to multiple platforms, things can get messy — fast.
For one fintech client of HubSpot consultant **Karin Tamir**, “messy” meant *thousands of duplicate contacts and deals* caused by an integration between their internal credit platform and HubSpot.
In this episode of *How I Fixed Your Data*, Karin shares how she turned that chaos into clean, reliable data using **Koalify 🐨**, automating what used to be hours of daily manual cleanup.
🎥 **Watch the full episode with Karin Tamir:**
## The Industry Problem: Platform Integrations Gone Wild
Karin’s client is a fintech company offering businesses an **alternative credit line outside the banking system**. Their onboarding process involved both **HubSpot forms** and an **external authentication platform**.
Here’s where things broke down:
- Many users started in HubSpot with a form that didn’t include an email.
- Later, when they authenticated on the platform, they *did* provide an email.
- HubSpot treated them as new contacts.
- The result? **Thousands of duplicate contacts**, **duplicate deals**, and broken reporting.
> “Their CMO used to start every morning by opening a HubSpot dashboard full of duplicates,” Karin explains.
> “She spent hours manually merging them, because HubSpot couldn’t identify duplicates without emails.”
---
## The Hidden Cost of Duplicate Data
The impact went far beyond clutter:
- **Sales and operations confusion:** Multiple deals for the same person distorted performance tracking.
- **Inaccurate reporting:** Regulatory reporting was off — a major risk in fintech.
- **Lost time:** The marketing team was manually cleaning data instead of generating leads.
And while HubSpot’s native deduplication tools caught some issues, they couldn’t handle the **custom integration logic** this company used.
---
## The Fix — Smart Deduplication with Koalify
Karin designed a tailored cleanup strategy using **Koalify**, HubSpot’s most flexible deduplication app.
### Step 1: Identify duplicates by mobile number
Since many users didn’t have emails at signup, **mobile numbers** became the most reliable unique identifier.
> “For them, the mobile number *was* the identity,” Karin said. “It’s what customers use to authenticate so that’s what we based the deduplication on.”
### Step 2: Recreate manual logic with Koalify rules
Karin worked with the client to replicate their manual decision-making process directly in Koalify’s rules engine:
**Primary rules included:**
- If contact originated from an internal HubSpot form → mark as primary
- If contact used an internal company email → mark as primary
- If both matched → check for common personal domains (e.g., Gmail, Hotmail, iCloud)
- Merge only if logic matched their defined patterns
This mirrored exactly how the team had been manually verifying duplicates — but at scale.
### Step 3: Automate merges via workflows
Once confident in the logic, Karin connected Koalify to **HubSpot workflows**.
Every time a duplicate was detected by mobile number, HubSpot automatically merged it into the correct record.
> “We started small, just one rule at first, and then automated the rest,” she said.
> “Now what took hours every day happens instantly.”
---
## The Results — Clean Data, Happy Team
Within six weeks, the transformation was clear:
- **1,500+ duplicates merged automatically**
- **Manual cleanup time reduced by 100%**
- **Accurate deals per customer restored**
- **Improved data for regulatory reporting**
- **Daily data health checks automated**
> “Koalify was a lifesaver,” Karin said.
> “Once they saw it worked, they trusted it, and now every new client I work with gets Koalify installed from day one.”
---
## Lessons Learned
Karin’s biggest takeaways from the project:
1. **Phone can be a powerful unique identifier** — especially when emails are missing.
2. **Start small and build trust** — prove the rules work before automating everything.
3. **Map your manual process first** — replicate human judgment in automation.
4. **Be cautious with merge rules** — one wrong condition can cause chaos.
5. **Data quality drives business trust** — clean data isn’t just nice to have; it’s a compliance necessity.
> “Every company with HubSpot integrations needs Koalify,” Karin concludes.
> “It saves time, prevents human error, and gives clients confidence in their data.”
###### Category
- [HubSpot Data Quality](https://koalify.io/blog/tag/hubspot-data-quality)
- [HubSpot Email Validation](https://koalify.io/blog/tag/hubspot-email-validation)
- [HubSpot Revenue Operations](https://koalify.io/blog/tag/hubspot-revenue-operations)
- [HubSpot Integration Duplicates](https://koalify.io/blog/tag/hubspot-integration-duplicates)
- [HubSpot Associations](https://koalify.io/blog/tag/hubspot-associations)
- [HubSpot Deduplication](https://koalify.io/blog/tag/hubspot-deduplication)
###### Popular Post
- [HubSpot best practices for contacts that leave a company](https://koalify.io/blog/hubspot-best-practices-for-contacts-that-leave-a-company)
- [How to Bulk Merge HubSpot Duplicates: Contacts, Companies, Deals and More](https://koalify.io/blog/how-to-bulk-merge-hubspot-duplicates-contacts-companies-more)
- [How to Merge Companies in HubSpot (Safely, Manually or in Bulk)](https://koalify.io/blog/how-to-merge-companies-in-hubspot-manual-or-in-bulk)
- [HubSpot Deduplication: How to Find, Manage, and Remove Duplicates in HubSpot](https://koalify.io/blog/hubspot-deduplication-the-ultimate-guide-to-zero-duplicates-in-hubspot)
- [How to Merge Duplicate Contacts in HubSpot Without Losing Data](https://koalify.io/blog/how-to-merge-contacts-in-hubspot-manual-or-in-bulk)
### Similar Blogs
#### [How Pyxis Growth Partners Cleaned 300,000 Duplicate HubSpot Contacts from 3 Phone Integrations](https://koalify.io/blog/how-pyxis-growth-partners-cleaned-300000-duplicate-hubspot-contacts-from-3-phone-integrations)
By [Jonas](https://koalify.io/blog/author/jonas) 29 October 2025
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#### [How Cogent Fixed Duplicate Data Between HubSpot and OrderWise (with Koalify)](https://koalify.io/blog/how-cogent-fixed-duplicate-data-between-hubspot-and-orderwise-with-koalify)
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#### [How to Merge Companies in HubSpot (Safely, Manually or in Bulk)](https://koalify.io/blog/how-to-merge-companies-in-hubspot-manual-or-in-bulk)
By [Jonas](https://koalify.io/blog/author/jonas) 5 May 2025
Merging duplicate companies in HubSpot sounds simple, until domains, subsidiaries, or multiple...
[READ MORE](https://koalify.io/blog/how-to-merge-companies-in-hubspot-manual-or-in-bulk)
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