Insycle vs. Koalify: The 2026 Comparison Guide
Duplicate data rarely looks dangerous at first. A few extra contacts here, a second company record there. But as a HubSpot portal grows, those small inconsistencies compound into broken workflows, misleading reports, sync issues with other systems, and frustrated sales teams working off conflicting data.
Both Koalify and Insycle help teams clean up and prevent duplicates in HubSpot — but they are built for very different operating models. One focuses on native, continuous deduplication inside HubSpot. The other approaches deduplication as part of a broader data operations toolkit.
This guide compares Koalify vs Insycle across automation, merge control, object coverage, security, and day-to-day usability.
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Koalify is a HubSpot-native deduplication app designed to run continuously inside HubSpot. It uses HubSpot properties, lists, CRM cards, and workflows to detect and merge duplicates automatically, over which records win and which properties are retained.
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Insycle is a data operations platform that includes deduplication alongside data cleansing, normalization, associations, and bulk CRM updates. It operates primarily through an external interface and is designed for more project-based data work.
The 10-Second Verdict
Choose Koalify if:
You want deduplication to live inside HubSpot, run automatically via workflows, maintain predictable merge behavior, and stay manageable for RevOps teams without heavy tooling.
Choose Insycle if:
You need a powerful data operations platform beyond deduplication (cleansing, normalization, restructuring) and are comfortable working in an external, more complex tool.
| Feature | Koalify | Insycle |
|---|---|---|
|
Primary focus |
Advanced HubSpot-native deduplication | Broader data quality features |
|
Ease of use |
⭐⭐⭐⭐ |
⭐⭐ |
|
Pricing |
💲 💲 |
💲 💲 💲 💲 💲 |
| 1. SECURITY & COMPLIANCE | ||
|
SOC 2 Type II |
✅ Yes | ✅ Yes |
|
ISO 27001 |
✅ Yes |
❌ No |
|
GDPR |
✅ Yes |
✅ Yes |
|
EU/UK data residency |
✅ Yes |
❌ No |
| 2. HUBSPOT INTEGRATION | ||
|
Review duplicates in HubSpot |
✅ Yes |
❌ No |
|
Manual merge in HubSpot |
✅ Yes |
❌ No |
|
Bulk merge workflows |
✅ Yes |
⚠️ Partial |
|
3. OBJECT COVERAGE |
||
|
Merge contacts & companies |
✅ Yes |
✅ Yes |
|
Merge deals |
✅ Yes |
✅ Yes |
|
Merge tickets |
✅ Yes |
✅ Yes |
|
Merge custom objects |
✅ Yes |
✅ Yes |
|
Merge leads, line items, orders |
❌ No |
✅ Yes |
|
Merge companies with Salesforce integration |
✅ Yes |
✅ Yes |
| 4. MATCHING LOGIC | ||
|
Flexible matching rules |
✅ Yes |
✅ Yes |
|
Fuzzy & similar matching |
✅ Yes |
✅ Yes |
|
5. MERGE BEHAVIOUR |
||
|
Flexible primary rules |
✅ Yes |
✅ Yes |
|
Property retention rules |
✅ Yes |
✅ Yes |
General characteristics
This section provides a high-level summary of Koalify and Insycle. Detailed explanations for each criterion follow later in the guide.
Primary focus
Koalify focuses on HubSpot-native, automated deduplication. It is designed to run entirely inside HubSpot using standard objects, properties, lists, CRM cards, and workflows, with an emphasis on continuous, rule-based deduplication and controlled merge behavior.
Insycle positions deduplication as part of a broader data quality and data operations platform. In addition to deduplication, it offers data cleansing, normalization, association management, and large-scale CRM updates through an external interface.
Ease of use
Koalify is built for RevOps, Sales Ops, and Marketing Ops teams who work primarily inside HubSpot. Configuration, review, and automation all happen in familiar HubSpot tools, keeping setup lightweight and ongoing maintenance low.
Insycle offers extensive flexibility but typically requires more configuration, training, and ongoing maintenance. It operates outside of HubSpot and is often best suited for teams with dedicated data operations expertise.
Bottom line:
Koalify is generally easier to adopt and operate day-to-day. Insycle trades ease of use for broader capability.
Pricing model
Koalify
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Pricing is based on the number of records for the specific objects you choose to deduplicate
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$5 per 10,000 records per month (billed annually)
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$10 per 10,000 records per month (billed monthly)
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Pricing is capped at $500/month for portals with over 1M records (billed annually)
Insycle
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Pricing is based on the total number of records in the HubSpot portal.
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~$10 per 10,000 records per month (billed annually)
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~$12.50 per 10,000 records per month (billed monthly)
Bottom line:
On annual plans, Koalify is typically about half the price of Insycle, especially for larger portals. You also only pay for the objects you actually want to deduplicate.
Pricing figures are indicative and based on publicly available information. Actual pricing may vary by contract, region, and feature set.
1) Security & Compliance
Insycle
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SOC 2 Type II compliant
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GDPR compliant
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No ISO 27001
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No EU/UK data residency
Koalify
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SOC 2 Type II compliant
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ISO 27001 certified
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GDPR compliant
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Supports EU/UK data residency
Bottom line:
If SOC 2 is sufficient, both tools qualify. If ISO 27001 or EU data residency is required, Koalify is the safer choice.
2. HubSpot Integration Model
Where deduplication happens strongly affects adoption and automation.
Insycle
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Operates outside of HubSpot
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Requires switching to an external interface
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Deduplication jobs are run manually or scheduled
Koalify
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Runs entirely inside HubSpot
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Uses HubSpot properties, lists, CRM cards, and workflows
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Records are merged directly in your HubSpot portal via CRM cards or workflow actions
Bottom line:
Koalify behaves like a native HubSpot capability. Insycle behaves like a external data tool.
3. Object Coverage
Insycle
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Contacts
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Companies
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Deals
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Tickets
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Custom objects
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Leads, line items, orders
Koalify
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Contacts
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Companies
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Deals
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Tickets
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Custom objects
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Does not merge leads, line items, orders
Bottom line:
If you need deduplication for leads, line items, or orders, Insycle has broader coverage.
For most HubSpot CRM use cases, Koalify covers the core objects teams rely on.
4. Control Over Matching Logic
Insycle
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Flexible and fuzzy matching
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Typically run as batch operations
Koalify
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Flexible and fuzzy matching
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Rules run continuously inside HubSpot
Bottom line:
Both tools detect duplicates well. Koalify is optimized for always-on deduplication.
5. Control Over Merge Behaviour
Insycle
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Control over master record selection
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Field-by-field property retention
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Requires configuration in an external interface
Koalify
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Primary record rules using waterfall logic (IDs, email presence, lifecycle stage, etc.)
- Designed specifically for safe, automated merges
Bottom line:
Both tools offer merge control, but Koalify’s approach is simpler to operationalize for non-technical teams.
When Insycle is a good fit
Insycle can be a strong choice if:
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You need more than deduplication (data cleansing, normalization, restructuring)
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You have data specialists comfortable with external tools
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You need deduplication for leads, line items, or orders
When Koalify is a good fit
Koalify is a better fit when:
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You want a simple, native HubSpot solution
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Deduplication needs to run continuously in HubSpot
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Your legal team requires EU Data Residency.
Final takeaway
Insycle is a powerful data operations platform with deduplication as one component.
Koalify is a focused, HubSpot-native solution built to keep deduplication solved over time.
👉 For a broader market overview and comparisons across all major tools, see our guide to the Best Deduplication Apps for HubSpot.