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How to handle duplicates in HubSpot when Chargebee is integrated

Duplicate records are always a challenge in any CRM, but when you’re working with integrated systems like HubSpot and Chargebee, handling duplicates becomes even more critical to ensure billing and customer data remain accurate and synchronized.

Fortunately, Koalify gives you the flexibility to set up custom duplicate detection, allowing you to maintain clean, reliable company data, even with Chargebee in the mix.

In this post, we’ll walk through three common duplicate scenarios and show you exactly how to handle each when the Chargebee integration is enabled.

 

Scenario 1: Both Duplicate Companies Have a Chargebee Customer ID

 

✅ Action: DO NOT MERGE

If both records have a different Chargebee Customer ID, merging them can cause data inconsistencies and syncing issues between Chargebee and HubSpot. These represent two distinct billing entities, even if they look similar.

 

💡 Tip: EDIT DUPLICATE RULES

To avoid these types of duplicates being flagged, update your duplicate rules to include:

  • Chargebee Customer ID matches (or is unknown) Chargebee Customer ID

This ensures duplicates will only be suggested when:

  • One or both records are missing a Chargebee Customer ID

  • The Chargebeen Customer IDs match

  • But never when two records have different Chargebee Customer IDs.

 

Both Duplicate Companies Have a Chargebee Customer ID-1

 

Scenario 2: Only One Company Has a Chargebee Customer ID

 

✅ Action: Merge the Companies
But with one important condition:
Ensure the company that has the Chargebee Customer ID becomes the primary record during the merge.
This retains the billing data and sync behavior with Chargebee.

 

💡 Tip: EDIT PRIMARY RULE

Set your primary duplicate rule to:

  • Chargebee Customer ID is known (as the first priority)

This ensures that during merges, HubSpot will automatically keep the Chargebee-connected record as the primary, protecting the integrity of your billing data.

 

Only One Company Has a Chargebee Customer ID

 

Scenario 3: Neither Company Has a Chargebee Customer ID

 

✅ Action: Merge the Companies
When there’s no Chargebee data, you can safely consolidate the records, but still aim to keep the most complete or relevant one as the primary.

 

💡 Tip: EDIT PRIMARY RULE

Use a secondary rule, like:

  • Company Registration Number / VAT Number is known

  • Has first or last create or activity date

This helps Koalify to choose the company with more relevant data as the primary during bulk merges via the workflow action.

 

Happy deduping!
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