--- title: How to include associated record data in HubSpot duplicate detection (with Koalify) description: Learn how to include associated record data—like companies linked to deals—in your duplicate detection logic using HubSpot and Koalify. image: https://koalify.io/hubfs/How%20to%20include%20associated%20record%20data%20in%20HubSpot%20duplicate%20detection%20%28with%20Koalify%29%20resized.png --- [Skip to content](https://koalify.io/blog/how-to-include-associated-record-data-in-hubspot-duplicate-detection-with-koalify#main-content) [![rectangle\_long\_koala\_with\_name\_bold\_200\_125\_white](https://koalify.io/hubfs/rectangle_long_koala_with_name_bold_200_125_white.png)](https://koalify.io) - Products Show submenu for Products - [Deduplication](https://koalify.io) - [Email Validation](https://koalify.io/hubspot-email-validation) - Pricing Show submenu for Pricing - [Deduplication](https://koalify.io/pricing) - [Email Validation](https://koalify.io/hubspot-email-validation-pricing-koalify) - [Partners](https://koalify.io/partners) - [Blog](https://koalify.io/blog) - Knowledge base Show submenu for Knowledge base - [Deduplication](https://koalify.io/knowledge-base) - [Email Validation](https://koalify.io/email-validation-knowledge-base) - Products Show submenu for Products - [Deduplication](https://koalify.io) - [Email Validation](https://koalify.io/hubspot-email-validation) - Pricing Show submenu for Pricing - [Deduplication](https://koalify.io/pricing) - [Email Validation](https://koalify.io/hubspot-email-validation-pricing-koalify) - [Partners](https://koalify.io/partners) - [Blog](https://koalify.io/blog) - Knowledge base Show submenu for Knowledge base - [Deduplication](https://koalify.io/knowledge-base) - [Email Validation](https://koalify.io/email-validation-knowledge-base) ![menu-toggle](https://21645388.fs1.hubspotusercontent-na1.net/hubfs/21645388/menu-toggle.svg) ![menu-close](https://21645388.fs1.hubspotusercontent-na1.net/hubfs/21645388/menu-close.svg) [Get Started Free](https://api.koalify.io/hubspot/install?utm_source=koalify&utm_medium=website&utm_campaign=navigation) [HubSpot Data Quality](https://koalify.io/blog/tag/hubspot-data-quality), [HubSpot Associations](https://koalify.io/blog/tag/hubspot-associations) # How to include associated record data in HubSpot duplicate detection (with Koalify) [By \- Jonas,](https://koalify.io/blog/author/jonas) Dec 29, 2026 ![ Featured Image](https://koalify.io/hs-fs/hubfs/How%20to%20include%20associated%20record%20data%20in%20HubSpot%20duplicate%20detection%20%28with%20Koalify%29%20resized.png?width=768&height=512&name=How%20to%20include%20associated%20record%20data%20in%20HubSpot%20duplicate%20detection%20%28with%20Koalify%29%20resized.png) When identifying duplicates in HubSpot, detection typically relies on properties that live directly on the record itself—such as first name, last name, company name, phone number, deal name, amount, or close date. But in many real-world scenarios, determining whether two records are duplicates depends on context from associated records, not just the record you’re deduplicating. Out of the box, HubSpot duplicate detection—and most deduplication tools—only evaluates properties on the object being reviewed. Associations, like the company linked to a deal, aren’t evaluated directly. The good news? With a simple and scalable setup, you can include associated record data in your duplicate logic and detect duplicates more accurately using [Koalify](https://koalify.io/). ## The challenge: duplicate detection doesn’t look at associations Consider a common scenario: - Two deals are created - Both are associated with the **same company** - And they represent the **same sales opportunity** From a business perspective, those are clear duplicates. From a technical perspective, there’s a limitation: - Duplicate detection evaluates **deal properties** - Company associations are **not deal properties** This means you can’t directly say “flag deals as duplicates if they’re associated with the same company”, unless that company information is available on the deal itself.   ![hubspot duplicate detection doesn’t look at associations](https://koalify.io/hs-fs/hubfs/hubspot%20duplicate%20detection%20doesn%E2%80%99t%20look%20at%20associations.png?width=1200&height=481&name=hubspot%20duplicate%20detection%20doesn%E2%80%99t%20look%20at%20associations.png)   ## The solution: surface associated record data on the object you’re deduping The key idea is simple: If you want to dedupe using associated data, you need that data stored as a property on the record itself. In this example: - We want to dedupe **deals** - Based on the **associated company** So we’ll store the company’s identifier directly on the deal using a custom property. ## Step 1: Create a custom deal property for the associated company Start by creating a custom property on the Deal object, for example: **Property name:** `Synced company ID` This property will store the **Record ID of the primary associated company**. Why the record ID? - It’s unique - It never changes - It’s ideal for reliable duplicate detection ![Create a custom deal property for the associated company ID](https://koalify.io/hs-fs/hubfs/Create%20a%20custom%20deal%20property%20for%20the%20associated%20company%20ID.png?width=649&height=657&name=Create%20a%20custom%20deal%20property%20for%20the%20associated%20company%20ID.png)     ## Step 2: Use the synced company ID in Koalify duplicate rules Now that the association data lives on the deal, you can use it in [**Koalify** duplicate rules](https://koalify.io/knowledge-base/how-to-create-custom-rules-to-identify-hubspot-duplicates) like any other deal property. ### Example Koalify rule for duplicate deals Flag deals as duplicates when: - `Synced company ID` is the same - AND (optionally) - Deal name matches - Amount maches - Pipeline matches This allows you to detect: - Duplicate deals **within the same company** - Without falsely flagging similar deals across different companies ![Use the associated company ID in Koalify duplicate rules](https://koalify.io/hs-fs/hubfs/Use%20the%20associated%20company%20ID%20in%20Koalify%20duplicate%20rules.png?width=800&height=395&name=Use%20the%20associated%20company%20ID%20in%20Koalify%20duplicate%20rules.png) ## Why this approach works so well By syncing associated record data into a property, you unlock several benefits: - Include associations in duplicate logic - Use stable, unique identifiers - Avoid false positives that are associated with a different company - Keep detection rules simple and explainable Most importantly, this approach works across **any object**: - Deals → Companies - Contacts → Companies - Tickets → Contacts - Custom objects → any association Anywhere context matters, this pattern applies. ![View of duplicate companeis](https://koalify.io/hs-fs/hubfs/View%20of%20duplicate%20companeis.png?width=1200&height=355&name=View%20of%20duplicate%20companeis.png)   ## Final thoughts HubSpot duplicate detection is property-based by design. When duplicate logic depends on associated records, the solution isn’t to work around that limitation, it’s to **surface the right data on the right object**. By syncing associated record IDs into custom properties and using them in Koalify duplicate rules, you can detect duplicates that HubSpot can’t catch on its own, accurately, consistently, and at scale. Koalify helps you go beyond surface-level fields so your duplicate detection reflects how your business actually works. ###### 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 to Merge Duplicate Deals in HubSpot Without Duplicating Line Items](https://koalify.io/hs-fs/hubfs/How%20to%20Merge%20Duplicate%20Deals%20in%20HubSpot%20Without%20Duplicating%20Line%20Items.png?width=352&name=How%20to%20Merge%20Duplicate%20Deals%20in%20HubSpot%20Without%20Duplicating%20Line%20Items.png) #### [How to Merge Duplicate Deals in HubSpot Without Duplicating Line Items](https://koalify.io/blog/merge-duplicate-deals-hubspot-without-duplicating-line-items) By [Jonas](https://koalify.io/blog/author/jonas) 7 January 2026 Cleaning up duplicate deals in HubSpot is an important step toward accurate reporting and reliable... 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