Is Dedupely a good fit for your team?

Picking a deduplication tool is a decision about your data, and also about how your team works. Who decides what a duplicate is, and how often do new ones arrive? How many records, and how many CRMs, are involved?

Dedupely is a deduplication system for CRMs and spreadsheets. It works best for teams whose answers to those questions look a certain way.

In this post, you'll see the five kinds of teams that get the most out of Dedupely, and what each one uses it for. You'll also see what working with Dedupely looks like day to day, so you can picture your own team in it.

Are you good for Dedupely?

We usually hear the question the other way around. So here's a quick, slightly cheeky check. The more of these sound like your team, the better the match.

• Your CRM is HubSpot, Salesforce, Pipedrive, Close, Nimble or Google Contacts, or your data lives in spreadsheets.
• You have opinions about which record should survive a merge, and which values it should keep.
• You merged a batch of duplicates once, and new ones showed up anyway.
• You look after more than one CRM, either your own or your clients'.
• Your database is big enough that merging by hand stopped being an option.

If you nodded at a few, the sections below are about you.

Teams on one of Dedupely's seven integrations

Dedupely connects to six CRMs and treats spreadsheets as the seventh integration. That covers HubSpot, Salesforce, Pipedrive, Close, Nimble and Google Contacts, plus any CSV file with a header row.

Dedupely works with every plan of each supported CRM, including HubSpot's Free tier and every Salesforce edition, even free ones. Each CRM merges a little differently, and Dedupely follows each one's own merge behavior, from record IDs to what moves to the surviving record.

Teams with several CRMs can connect them all to one Dedupely account. That includes several accounts of the same CRM, like three HubSpot portals.

Each connected CRM keeps its own searches, rules and history. If you sync HubSpot and Salesforce, Dedupely merges a synced pair in both CRMs at once.

Teams that want control over matching and merging

What counts as a duplicate is case by case. Two branches of one company can be one account for marketing and two territories for sales. Dedupely is built for teams that want to make that call themselves.

Matching your way

Every field in a duplicate search gets its own match option, from exact values to typos, sound-alike names and the core of a domain. Preset searches are ready the first time you log in, and every search shows its number of matches and the records in them.

Teams that would rather skip the setup can start with Dedupely Intelligence. This AI-powered matching finds complex duplicate patterns on contacts, companies and leads with no settings. The AI designs the matching logic, which runs as deterministic code on Dedupely's infrastructure.

Your CRM data never goes to external AI models, and rejected matches don't train it.

Merging your way

You set rules for which record survives and which value wins in each field, or let your CRM's own merge logic decide. You preview each merge, reject false matches so they don't come back and send unclear sets to review.

Safety settings are on by default. They hold back risky matches, like sets with more than 20 records or placeholder data such as test@test.com. Our post on why matching and merging are separate decisions explains why both deserve their own choices.

Teams whose duplicates keep coming back

A one-time cleanup feels great for about a week. Then the next import, form or integration adds new duplicates, and the count climbs again.

Dedupely refreshes your data automatically and sees new records within minutes. You can get an email when a search reaches a number of new matches you set. Once your rules are tested, you can merge new duplicates you're certain of, like exact email matches, automatically on a schedule.

Our post on catching duplicates at entry vs. on a schedule covers how the two approaches work together.

Agencies, consultants and partners

Agencies and consultants often clean several client CRMs at once, each with its own idea of a duplicate. The Dedupely partner program puts every client in one account.

Each client gets its own company, searches and rules. You connect each client's CRM yourself, so you're the admin of that client's instance. If you want a client involved, you can add them as an Admin or a User.

Your whole team can work in the account, with no per-user fees, and a partner team supports each client project with calls, chat and email.

If you'd rather recommend Dedupely than run the cleanups yourself, there's an affiliate program too. Our post on CRM deduplication for consultants and agencies covers the client side of the work.

Teams with large databases

Size changes the job. A few hundred duplicates can be merged by hand, while tens of thousands need bulk merges you can trust.

One Dedupely customer has synced over 18 million records. Bulk merging a few thousand matches takes minutes, and you can stop a running bulk merge at any time.

The first sync takes minutes for most databases and longer for the largest ones. Your CRM's API limits can make it take longer. Salesforce teams can connect a Sandbox to test searches and rules before touching production.

Larger companies often run a security review before connecting a CRM. The Dedupely Trust Center covers how Dedupely handles security and data. Our post on what security teams ask about a deduplication tool covers the usual questions.

What working with Dedupely looks like

Connecting and syncing only read your data, and nothing merges until you say so. Every merge is recorded in Merge History with the original values, which you can download as a CSV.

Merges can't be undone: they happen directly in your CRM, and most CRMs can't undo them either. Most merges can be undone for 30 days, but undo is for records that weren't duplicates, so treat every merge as permanent. That's why previews, rejected matches and safety settings sit in front of every merge. See how to undo a merge.

Onboarding and support come with every plan and the trial, with unlimited Zoom calls, chat and email. Dedupely's support team can also go into your account to see how you're doing and help. Pricing is based on the total records in the objects you choose to sync, and the pricing page has the details.

The best fit is the one you can see in your own data

Dedupely fits best where duplicates are a recurring part of the work. Think of teams that want a say in every match and merge, agencies with many clients and databases too big to merge by hand.

A checklist only goes so far, though. Your own duplicates, matched and previewed with your own rules, are the clearest answer to whether you're good for Dedupely.

Frequently asked questions