How to Find Duplicates in HubSpot - Full Guide

Duplicate records in HubSpot can cause inefficiencies, reporting errors, and fragmented customer experiences. Whether you're managing contacts, companies, or deals, maintaining clean data is essential. If you're wondering how to find duplicates in HubSpot, this guide outlines three proven methods:

• How to find duplicates in HubSpot using the search bar 
• How to find duplicates in HubSpot with the Duplicate Management Tool
• How to find duplicates in HubSpot using Koalify for full control

How to Find Duplicates in HubSpot Using the Search Bar 🔍

If you're actively working in your CRM, HubSpot's global search bar can help you find duplicates on the fly. While this is a reactive approach, it’s useful for quick checks when you're already searching for a specific record.

Steps to Find Duplicate using Search:

1. Use the search bar in the top navigation to look up a contact, company, deal, or ticket.

2. Look for multiple results with the same or similar names.
   
   

3. Open one of the duplicate records.

4. In the top left of the record page, click Actions → Merge.
   
   

   
   
   

✅ Pros:

• Simple for merging individual records on the fly

• Helpful when actively working on a record

❌ Cons:

• Reactive, not proactive

• Manual effort that doesn’t scale well
  
  

How to Find Duplicates in HubSpot with the Duplicate Management Tool 🔧

If you're on a Professional or Enterprise plan, you can use HubSpot’s Duplicate Management tool, which automatically scans your CRM for potential duplicates.

How HubSpot Finds Duplicates:

• Contacts: Uses a combination of properties such as First Name, Last Name, Email, IP Country, Phone Number, Zip Code, and Company Name.
• Companies: Matches on Domain Name, Company Name, Country/Region, Phone Number, and Industry.

• Up to 2,000 duplicates (Professional)
• Up to 5,000 with Operations Hub Pro
• Up to 10,000 with Enterprise

Steps to Use the Duplicate Management Tool

1. Start by navigating to the duplicate management tool via Contact or Companies → Actions → Manage Duplicates
   
   
   

   
   

2. Select either the Contacts or Companies tab to review potential matches

✅ Pros:

• Automatically scans your HubSpot for duplicates

• No setup or configuration required

❌ Cons:

• Limited transparancy into how duplicates are detected

• Capped number of duplicates shown

• Scans run only once per day

• Only available for contacts and companies (not deals or tickets)
  
  

3. How to Find Duplicates in HubSpot Using Koalify 🕵️

For teams that need full control over how duplicates are defined and detected, Koalify is a powerful alternative. It allows you to create custom rules using any property across contacts, companies, or deals.

Steps to Set Up Koalify Duplicate Rules:

1. Access the Koalify Settings

• In HubSpot, click the ⚙️ Settings icon

• Navigate to Integrations > Connected Apps

• Find Koalify and click Actions → Go to Settings

2. Create a Duplicate Rule

• Click "Edit Duplicate Rules" 

• Navigate to the Contact, Companies or Deals tab

• Click "Create Rule" and give it a name

• Use Add Filters to define which properties to match on
  
  

3. Review and Merge Duplicates

• Duplicates will be flagged directly on the record via Koalify CRM Cards

• You can filter, create views, or build reports with Koalify duplicate properties

✅ Pros:

• Fully customizable duplicate detection

• Instant scanning with no daily limits

• Works across contacts, companies, and deals

• Can detect fuzzy/close matches using formatting rules

❌ Cons:

• Requires some configuration to capture specific duplicate cases.

Final Thoughts

Whether you’re using HubSpot’s native features or an advanced tool like Koalify, finding and removing duplicates is essential for accurate CRM data and smooth team workflows.

• Use the search bar for quick wins
• Leverage HubSpot’s Duplicate Management Tool for daily auto-scans
• Adopt Koalify if you need scalable, customizable duplicate detection

The right method depends on your scale and customization to find duplicates in HubSpot.