Professional services teams use the Projects object to keep delivery separate from deals and support. A duplicate project record usually shows up after a migration or a tools integration. The client delivery team rarely notices until a milestone workflow fires on the wrong record.
What makes this particularly frustrating: HubSpot's Duplicate Management tool does not cover the Projects object. It scans contacts and companies automatically. Everything else, including deals, tickets, Services, Projects, and custom objects, you find yourself.
This guide covers every method for merging duplicate Projects records in HubSpot: a single manual merge, real-time cleanup as your team works, and automated bulk deduplication at scale.
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For a small number of duplicates you have already identified, HubSpot's native merge works directly from the record page, the same way it does for contacts, companies, deals, and tickets.
Steps:
What happens when Projects records are merged in HubSpot:
✅ When to use this: You have spotted a handful of duplicates manually and know which record to keep. Fast and requires no additional tooling.
❌ Limitation: You have to find the duplicates yourself. This does not scale past a small number of records and gives you no visibility into how many more might exist.
HubSpot's Duplicate Management tool, accessible via Data Management > Data Quality > Manage Duplicates, automatically scans your CRM and surfaces potential duplicates for review.
The limitation: it only covers contacts and companies.
Deals, tickets, Services, Projects, Appointments, Courses, Listings, and custom objects are all excluded from HubSpot's automatic duplicate detection. That means:
This matters more than it might seem for Projects specifically. Projects records are frequently created during CRM migrations, bulk imports, or when a project management integration pushes data into HubSpot without deduplication logic. Those are exactly the scenarios that generate duplicates at volume, and without automatic detection, they can build up unnoticed for months.
Koalify's CRM cards surface duplicate suggestions directly on the Projects record page inside HubSpot. Your team can spot and resolve a Projects duplicate without leaving the record or opening a separate tool.
You configure matching rules once in Koalify settings, for example matching on project name and associated company, or project name and pipeline stage. From that point on, whenever a duplicate is detected, it appears in the Koalify card on the right sidebar of the record.
Steps:
✅ When to use this: Your team regularly works through Projects records and you want duplicates surfaced and resolved in real time, as part of normal workflow, without a separate cleanup process.
❌ Limitation: One record at a time. Not the right approach for clearing a large backlog.
When you have a large volume of duplicate Projects records, from a migration, a bad import, or an integration running without deduplication logic, the Koalify workflow action is the right approach. It runs entirely inside HubSpot, merges at scale, and can be left running to prevent new duplicates automatically.
Steps:
1. Configure matching rules for Projects in Koalify
Go to your Koalify settings and configure the matching logic for the Projects object. Choose the properties that define a duplicate for your use case, typically project name combined with associated company, pipeline, or owner. Set your primary record rules: which record wins when property values conflict.
2. Create a Projects-based workflow in HubSpot
3. Add the Koalify merge action
4. Enrol Projects records
✅ When to use this: You have a backlog of Projects duplicates to clear, or you have a continuous source of new duplicates and want automated ongoing prevention.
❌ Limitation: Requires HubSpot Professional or Enterprise to access workflows. Initial rule configuration takes around 10 to 15 minutes.
Most Projects merges are straightforward. A few scenarios are worth checking before you confirm.
The same project name for different clients. "Q3 Onboarding" might legitimately appear twice, once for two different companies. Match on project name and associated company before treating records as duplicates.
Both records have tasks or milestones attached. Tasks associated with both records will consolidate onto the merged record. If the two records represent different phases of work that were mistakenly separated rather than true duplicates, merging will mix those tasks together in ways that are difficult to untangle.
Projects created by an external integration. If a project management tool (Asana, Monday.com, ClickUp) or a professional services platform is generating your Projects records in HubSpot, confirm whether it will recreate the deleted record after the merge. If it will, you need deduplication logic at the source or at the integration layer. Koalify handles what gets through into HubSpot, but it cannot stop upstream recreation on its own.
Active projects mid-delivery. For in-flight projects, check with the delivery team before merging. The merge is permanent, and consolidating mid-delivery records can shift milestone dates, ownership, and activity history unexpectedly.
| Method | Best for | Scalability |
|---|---|---|
| Manual merge (record page) | Small number of known duplicates | Low |
| Koalify CRM cards | Real-time cleanup as your team works | Low to medium |
| Koalify workflow action | Large backlogs and ongoing prevention | Very high |
For most teams: start with a one-time bulk cleanup using the Koalify workflow action, then leave the workflow running so new duplicates are caught automatically as they come in.
If your duplicate problem extends beyond Projects to contacts, companies, or deals, which it often does when the root cause is a migration or integration, Koalify handles all of them. You set up a separate workflow per object using the same approach.
Install Koalify free and see your duplicate Projects records in minutes
Yes. HubSpot supports manual merging of Projects records from the record page using Actions > Merge. For bulk merging, HubSpot's built-in tools do not cover the Projects object. You need a third-party tool like Koalify, which handles Projects deduplication via workflow automation inside HubSpot.
No. HubSpot's Duplicate Management tool only scans contacts and companies. Projects, deals, tickets, Services, and custom objects are not included in automatic duplicate detection. To find and merge Projects duplicates, you need to audit manually or use a dedicated deduplication tool.
All associations (contacts, companies, deals, tickets) from both records are consolidated onto the primary merged record. Activity timelines from both records are combined. Tasks associated with both records transfer to the merged record. The merge is permanent and cannot be undone.
Yes, with Koalify. You configure matching rules once in Koalify settings, then use the Koalify workflow action in a HubSpot workflow to merge duplicates automatically, either as a one-time bulk cleanup or as ongoing prevention triggered whenever a new Projects record is created.
Projects is one of HubSpot's activatable standard objects, built by HubSpot and available across accounts but inactive by default. Custom objects are objects you define yourself with your own schema, available on Enterprise plans. Both support manual merging from the record page, and both are supported by Koalify for automated bulk deduplication.
If you are using Koalify, yes. The bulk merge runs via a HubSpot workflow action, which requires at least one Professional-tier Hub. There is no native HubSpot bulk merge option for Projects records.