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Find & Merge Duplicate HubSpot Companies

on December 6, 2018

We’ve been busy this month on two new features for the HubSpot integration.

Company merging

We promised it was coming and now it’s here. You can now merge your duplicate HubSpot companies.

For those who already signed up, you’ll have to sync companies.

It’s easy! Just click on the companies tab next to contacts:

Now match by any field

In the November 5th launch we only supplied a small number of fields. Phone numbers, custom fields and every other field is now available for matching and viewing.

Just click the eye icon next to the table and select the fields you want to show:

Get a 7 day free trial

Get 100 free merges and 7 days to try out Dedupely for your HubSpot database.

Automatically Merging Contacts in HubSpot CRM

on November 13, 2018

Merging contacts in HubSpot one by one is probably the slowest method of merging. Dedupely offers an alternative with bulk merging and fuzzy matching to reduce the amount of time you spend on this task.

The new normal is to find and merge duplicates in bulk. But it’s still another task you have to keep in the back of your mind.

So in this article I’m going to show you the next step up: automatic merging.

How does automatic merging work?

When you set automatic merging to run on a list you’ve created in Dedupely, the list will be re-scanned every hour to check for new matching duplicates in HubSpot. Any duplicates found will be automatically merged in the same instance.

You’ll be alerted (via email) every 24-48 hours of new HubSpot merges that happened automatically.

How do I set up automatic merging?

We only offer automatic merging to paid users. Before you use automatic merging, you’ll have to upgrade your account to any of the paid plans your database size fits in.

Now lets look into how to set it up and give you a peak into how it works if you haven’t already tried it or are still considering upgrading:

My first piece of advice is: never turn on automatic merge on a list unless you’re *very* sure it’s matching correctly. If you’re not sure, contact our support team to assist you in preparing your match settings before starting.

So I’m going to create a list using first and last names as the match criteria. I’m 100% sure these are duplicates:

Now that I see the match criteria working, I’m going to start automatic merging for this list.

I’m going to toggle this on:

And it will start merging the duplicates that I already have in the list:

Once done the initial merge, it will go to “sleep” and re-check HubSpot for new duplicates every hour.

Conclusion

As you can see, automatic merging is a really simple way to save you and your team the constant need to return and merge and manage your HubSpot contacts. Rather, obvious duplicates should already be taken care of by Dedupely, without your constant input.

To learn more about the Dedupely HubSpot integration go here.

Find Tricky Duplicate Contacts in HubSpot

on November 13, 2018

Today I’m going to show you how to use Dedupely’s fuzzy matching to find duplicate contacts in HubSpot that are harder to find. They might be misspelled, short versions of names, etc.

In a perfect world, all duplicates would be exact matches and would always be correct. Guess what? We don’t live in a perfect world. That’s exactly why we pushed so hard on rolling out fuzzy matching.

How might one use fuzzy matching you might ask? Good question! This article only takes around 40 seconds to read and what you’ll get back is tens of hours of your time.

So let’s get started. If you haven’t already signed up for the Dedupely <> HubSpot free trial, you have nothing to lose. You’ll get 7 days to play around with the integration and 100 free merges to test out how it works in your CRM. To learn the basics of Dedupely, you can also read this posts which covers the setup and how to get started.

So now that you’re up to speed, let’s continue where we started off in this post by creating a new list called “Fuzzy matching names” or whatever you want to call it:

 

Ok, now you’re going to select the fields that you want to match. In my case, I have lots of exact match last names but a few misspelled first names.

Just take a look…

So I’m going to click the settings button side the field name and select “Fuzzy”:

Then I’m going to hit “Run Scan”:

And volla, I get a full list of my fuzzy matches:

Conclusion

Fuzzy matching will catch a large number of misspelled names. Sometimes though, there will be matches you can’t find. Why? Because being too aggressive with duplicate matches can result in bad matches and bad merges.

Fuzzy matching will however find a large percentage of forgotten or hard-to-find duplicates in HubSpot. Which in the end saves your team a bunch of hours of manual labour.

And that’s all folks. To learn more go to the HubSpot Integration and sign up for a 7 day free trial.

Find & Merge Duplicate Contacts in HubSpot With Dedupely

on November 13, 2018

Finding duplicates in HubSpot is tricky if you have lots of duplicate contacts spread around your account.

Integrating HubSpot with Dedupely not only gives you the ability to easily find thousands of duplicates, but also to merge in bulk.

In this article I’m going to show you how to get started using Dedupely with your HubSpot account:

First things first, go to our HubSpot integration page here. Click “Start free trial”. You’ll be asked to connect Dedupely to your HubSpot account by first clicking “Grant access to HubSpot” and then authorizing the application in the HubSpot permissions view (you’ll automatically get sent there).

After that, you’ll be asked to enter some personal information like your name, company, email and a password to login later with.

After completing the signup, you’ll be taken to the dashboard where your download will start.

This only has to happen once. Future changes in HubSpot will be automatically synced to Dedupely.

Once, the download is finished, you’ll be taken to your matches:

By default, Dedupely creates a list of duplicates by first and last name (the most obvious duplicates that are usually lurking in your data).

You can create a new list and customize how duplicates are found by clicking the “Advanced” button at the top of the list:

From thee you can select the match fields you want to use to identify duplicates. Once you make your selection, the field changes will highlight. Simply click “Run Scan” to refresh the list with your new settings.

You can divide and conquer your duplicates by creating multiple lists with different types of field matches:

For example, in one I could match by first and last names, in another I can check for email matches, and yet another list for first names or first names + emails.

Dedupely’s lists are a powerful concept, letting you cover all duplicate match cases across your HubSpot data.

Lists are re-scanned every hour in the background and send you notifications when new duplicates are found.

Now you can start merging contacts. Simply, select the matches you want to merge and click the “Merge” button:

Once the merges have complete you’ll see a “complete” icon next to each match.

To customize a merge, click directly on the match. A box will open up showing you the selectable fields and giving you the option to decide which “master” contact to preserve:

If you wish to prevent these duplicates from being merged (or they are different people) you can flag them by clicking the “X” button next to to them.

This will show as flagged in future matches and won’t merge when merging in bulk. You can later undo this if you were mistaken.

I hope this article gives you an understanding on how to start using Dedupely to remove and merge duplicates in HubSpot. In the next post we’ll talk about fuzzy matching and how to find duplicates that aren’t exact matches. To learn more about the integration, please visit the HubSpot <> Dedupely page.

Find & Merge Duplicate Contacts in HubSpot (Integration Launch)

on November 5, 2018

It’s here! We’ve just released our Dedupely HubSpot integration. We had set the 15th for our launch date but we just couldn’t wait any longer to get this out. With this integration you can quickly find and merge your duplicate contacts in your HubSpot account.

An overview of what the deduplication integration includes:

  • Multiple match filters lacking in the last version of Dedupely
  • Bulk merging
  • Custom merging
  • Automatic merging
  • Reports and history of merges
  • Background matching that runs while you’re sleeping
  • Coming Soon(1-2 weeks): Company merging

Get started with a 7-day free trial now. Don’t waste any more time merging contacts by hand.

Dedupely HubSpot integration launching on November 15th

on October 26, 2018

HubSpot has been on our list for nearly 3 years. We’ve been asked for this integration more than all other integrations combined. It was obvious that HubSpot admins needed a way to get rid of duplicate contacts.

On November 15th we are launching the Dedupely <> HubSpot integration with a 7-day free trial.

What’s in the integration?

The integration comes at the same time we’re rolling out our new platform and website. The new platform will only be available to HubSpot users.

The integration will include:

  • Exact and fuzzy matching
  • Bulk merging
  • Custom merging
  • Automatic merging
  • Reports and history of merges
  • Background matching that runs while you’re sleeping

This is only the beginning. We have a large list of new features being added to the integration in the months following the launch.

What can I merge?

Right now, you will be able to merge HubSpot contacts. Company merging is something that will come most likely next year.

Where can I get notified?

You can get notified by opting-in at our HubSpot Upcoming Launch Page to be notified on November 15th

How is Pipedrive’s New Merge Differs from Dedupely

on October 25, 2018

Pipedrive has started launching a new Merge feature that finds duplicates in your Pipedrive account and gives you the option to merge them one by one.

Being a data cleansing company that currently does this in Pipedrive through our 3rd-party integration we thought it useful to answer people’s questions on what advantages Dedupely’s Pipedrive integration has over the native Pipedrive Merge feature.

Pipedrive has done a great job that tackling a problem most CRMs either don’t care much about or don’t have the resources to implement. Another reason why we love and use Pipedrive here at Dedupely.

The feature is still in the early stages so I’m not entirely sure if this post will be accurate in a few months or years from now, but let me go over what Dedupely currently can offer along side Pipedrive’s new feature:

1. Bulk merging

Bulk merging has been and probably always will be our biggest benefit. Merging 1,000 duplicates in one click and waiting for them to complete within 30 minutes is a giant leap from merging each by hand.

No one in a growing company should be sitting in front of a screen merging duplicates all day. This is the the biggest benefit Dedupely has over the new Pipedrive Merge feature.

2. Field scanning options

Dedupely gives you the option to dig a little deeper into the matching process and customize how duplicates are built.

Aside from that you can find matches based on fuzzy matching which helps find duplicates that were misspelt or have alternate spellings.

3. Customized merging

Customized merging in Dedupely lets you fine tune the merge. This only really works for one by one merges. However, Dedupely gives you the option to set rules for how fields are selected during merges so you don’t have to do it manually.

4. Automatic Merging

Automatic merging is a feature we’ve been proud to provide since day one. The biggest plus about automating the process is that it creates the out-of-mind effect and lets you focus on your business, once you’ve figured out your most common duplicate traits. Coming back to Dedupely every day to merge obvious duplicates can be a bit annoying. This is what Automatic Merging is designed to attack.

Conclusion

Pipedrive’s new Merge feature is a big step forward for all those people who have a smaller number of contacts and/or duplicates in their Pipedrive account. Finding duplicates was always the hardest part of eliminating them.

For those who still have hundreds or thousands of duplicates, Dedupely is here to reduce the time it takes to clean that up. No matter if you just need to do it once or every hour.

The best way to go is to use both and coordinate in between the two as you need them.

7 Sales Mistakes Software Development Companies Make (And How To Avoid Them)

on September 12, 2018

When you’re running a software company, you have to take the necessary steps to drive revenue for your business. But many software companies make common mistakes that result in missed sales opportunities or that stalls or tanks their current sales.

Enterprise sales can be challenging, but you don’t have to run into these same issues. Take into account these seven mistakes that custom software development companies make and learn how to avoid them:

1. Not Staying Ahead of Competitors

The software development market is crowded with tons of competitors, and one of the biggest mistakes software development companies make is not progressing with time.

Oftentimes, software consulting firms or companies developing software stick with what they think is working and fail to further develop or make changes to the system to improve it and keep up with the competition. This can easily be done by creating prototype of the software as an experiment and based on the results, create the full feature or product.

Take a page from Google’s book to stay competitive. While Google started off as a search engine, the company incorporated email and all-encompassing collaborative tools to ensure that their users were constantly using their products. Be innovative and reinvest your funds in your sales process and products so you can stay ahead of the competition.

2. Too Broad of a Focus

Focusing on many product features and benefits can be overwhelming for customers. When you don’t know how to focus, you risk losing the sale. Instead, narrow down the information you provide to the prospect and focus on a few key elements that address their issues.

For instance, you can focus on selling three key benefits that your software provides for users who need help with getting fit, such as tracking their workouts or counting calories. By doing this, you’ll increase the likelihood of closing your sales and can later expand offerings for upgraded services or cross-selling products.

3. Poor Timing

In the world of sales, timing is everything. If you come out with an innovative product too early or if your sales cycle takes too long, you risk losing the sale altogether. That’s because poor timing can mean your competitors may already have a large share of the market, your target customers don’t understand the product or may get frustrated with the sales process.

This leads to hard-to-close or lengthy sales. You can accelerate slow sales by marketing it correctly and have a team in place that has experience successfully procuring. Consider using social media and explainer videos to help with product demonstrations. Carefully time product launches and shorten the sales cycle.

4. An Undefined Sales Process

When you don’t define your sales process, you set your sales up for failure. That’s because a sales process that is defined provides a clear vision of how your software development company will attract prospects, nurture leads and retain customers.

Without this mapped out plan of the sales process, it’s easy to be unorganized. For example, when software sales consultants don’t have a process for following up with leads, their prospective customers can easily lose interest. That means missed sales opportunities. Instead of potentially forgoing sales with an undefined sales process, outline what you should do at every step of the customer’s buying journey.

Your sales process should include a plan for attracting your target audience, following up with them with an assigned platform, such as a customer relationship management (CRM) system, and the different elements to coordinate the workflow.

5. Competing on Price

It’s tempting to enter the market at a price lower than that of your competitors when you’re trying to attract new customers or entice existing customers to upgrade their services by constantly lowering your price.

But competing on price is not sustainable. If you keep lowering your price, you not only undervalue your product and devalue the work you put into your sales, you can set up customers with the incorrect expectations and even turn them off. For instance, if you’re constantly discounting your services, customers or leads may only buy your services or product when it is on sale.

To rectify this issue, it’s important to price your product correctly from the start. You also want to ensure your adding value by creating a value proposition that justifies your higher pricing and helps you outshine your competitors.

6. Trying to Do Everything Without Help

Attempting to handle every aspect of the sales process on your own is a rookie mistake. A great sales process requires a great sales team and support from experts that know how to get it done. That’s why it’s important to know when to call for help when you most need it.

A new software company that develops a platform but an experienced team to sell the product may miss sales opportunities, especially if sales members sell the features instead of the benefits and value of the product. Instead, consider hiring sales experts or outsourcing the process to save time and energy so you can focus on the parts of the sales process your sales team does very well.

7. Making Buying Complicated

A complicated buying process can make finalizing the sale difficult. From landing pages that lack a clear call-to-action or payment button to inconsistent content across sales documents and channels, when prospects encounter friction in the execution of buying the product or getting the information they need, it can hamper sales opportunities.

As a solution, ensure all of your information is consistent and complete across all your channels and sales material. Also, ensure that buying your product is easy, including verifying that customers know where and how to buy the product.

How to Implement HubSpot CRM in Your Business

on August 21, 2018

Implementing a CRM is always an important step to coordinate and improve your sales process. Following the steps to implement it is very simple, aside from knowing a little computation, is about understanding the sales process and be able to apply it in the CRM.

Today we are going to talk about how to implement HubSpot CRM into your business:

Understand and Implement The Sales Process

Understanding the sales process is super important, since the way you perceive it, you will be able to add the information to the CRM to be follow up with your team and you.  If the information is clear, it will be better to understand and take care of.

Deals Laps: Every part of a deal is perfectly trackable for example set up a call, sent over a proposal quote, deal won and deal lost.

Custom fields:  This area is for the information of your clients, is truly important know how to fill it out. If the information is on the right site, this area ensures that the CRM holds the information for a specific marketing strategy, sales by territory and other specific tasks.

Lead Holdings: In order that the CRM will be effective, is very important to make clear rules that dictate the ownership of the leads, for example by territory, so follow this idea the custom fields must be done right in order to avoid any inconvenience on the team.

 

Migration of the data to the CRM

There are a few aspects to take in mind before import all the data to your new CRM

Take and look at the data you want to import:  Delete dirty data, contact that is no longer in use. Keep clean your CRM of duplicates is the key to avoid any situation with your sales process. You can check in here how to do it.

Move Data in parts:  Move data in parts, makes easy to identify errors during the migration.

Time to track leads

Once all the data is on the CRM is time to set up and planning how the leads will be taken off.

Build lead routing automation: HubSpot has the option to automatically assign leads to your sellers, so they will be concentrate on sell and not in looking for leads.

Take advantage of the reports that HubSpot made for you:  The data collected in the CRM offer you a lot of reports to measure your sales, the progress of your deals, who of your sellers make better efforts to close a deal. All these reports give management clear view of the progress and the sales strategies if there is something need to be changed.

Implementing HubSpot in your business it shouldn’t be painful. It’s all about knowing the process. If you have good working knowledge of your sales process, HubSpot is a powerful tool to track and even improve your lead-in and ultimately, your sales.

How-to: Avoid Importing Duplicates in HubSpot

on August 21, 2018

It’s easy to make the mistake of importing thousands of records into HubSpot only to realize that you just imported a heaping mound of duplicates. Now you have to go into each of those contacts, find the other duplicates, and merge them using HubSpot’s merge feature.

First of all, what a nightmare! Second of all, this could have been easy enough to prevent with just a little preparation.

So, it does take a bit or prep up front, and sometimes it isn’t so obvious:

For Contacts

When importing contacts make sure you use the Email field in your CSVs. HubSpot deduplicates by the Email address so unless you have this you run the risk of peppering HubSpot full of duplicates.

The reason why first name, last name and other fields aren’t used for deduplicating is that, multiple people can have the same first name. Usually it’s very rare for two people to have both the first and last name, but it can happen in the cases where a son if named after his father (e.g. Henry II).

However, it’s generally not a safe default for a CRM to dedupe by first or last name, even when considering both first and last name. Take for example very common full names like John Smith or Juan Lopez. Especially in countries like Brazil, Mexico or the US where there are many people with the same first and last names.

For Companies

All companies you import, in order to dedupe, require a Company Domain Name included in your CSV or Excel sheet. If you include the domain, companies with the same name will be duplicated. They also have to be a valid domain name tld format: as in, “some-name.tld”.

The challenge here is that many times companies with similar names are often, the same company. And unless you’re keeping really good tabs on which company names belong to which domains, it’s easy to import duplicates.

Another challenge is that not every company has a domain name and this can cause you to force fake domain names for the sake of deduping. That said, are you going to remember the fake domain names next time you import that same company? If you’re not careful you can easily end up with both duplicates and domain names that don’t exist.

Conclusion

This is not an easy task to always get right and it’s something we’re working on solving with the Dedupely HubSpot integration we’re working on right now.

HubSpot has an excellent course (with videos) on how to properly prepare and import data in your database. I recommend you go through it to get a better idea on avoiding duplicates as well.