# Clean Up Duplicates From Third-Party Tools | Dedupely

> Find which calling app, enrichment tool or sync creates your duplicates, keep placeholder data out of bad matches, and merge on a schedule for each tool.

- URL: https://dedupe.ly/solutions/integrations
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Solutions Clean up duplicates from third-party tools
Integrations & Syncs

## Clean Up the Duplicates Your Connected Tools Keep Creating

Calling apps, enrichment tools and ERPs create records instead of updating them. Find which tool is behind each duplicate, keep placeholder records out of bad matches, and merge on a schedule per tool.
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### What we hear from teams with connected tools

8%
of teams find sales tools add duplicates because they import contacts without checking if they exist first.
13%
of teams we spoke with that named a cause blamed enrichment or intent tools for creating extra records.
10%
of teams we spoke with said duplicates were breaking their integrations or automations.
Source: Dedupely customer call research

### Why connected tools create duplicates

Each tool sends the data it has, in its own format, and many create a new record when they can't find an exact match. The same customer ends up with one record from the calling app, one from the enrichment tool and one from billing.
- **Thin records:** calling apps often push a phone number with a blank or placeholder name.
- **Different keys:** enrichment and prospecting tools add the same person with another email or company spelling.
- **Checks that don't apply:** some CRM duplicate checks skip records created through the API.
- **Two-way syncs:** an ERP or billing sync can write a merged record back as a new one.

### How Dedupely compares for duplicates from connected tools

| Criterion | Native CRM tools | Other dedupe tools | Custom scripts | Dedupely |
| --- | --- | --- | --- | --- |
| Records created through the API | In some CRMs, records created through the API or a sync app skip the usual duplicate checks. | Some check records as they're created. | Possible, with logic for each integration. | Finds duplicates from every source once they sync to Dedupely. |
| Phone-only records | Most match on email or name, so phone-only records from call tools stay separate. | Most offer fuzzy matching, with varying options. | Possible, with phone normalization someone maintains. | Match on phone with Similar, and filter for records with a blank name. |
| Different rules for each source | Most allow few or no matching rules per object. | Most let you add fields to a match. | Possible, with a script for each source. | One Duplicate Search per tool, each with its own fields, filters, Merge Rules and schedule. |
| Merging new duplicates on a schedule | Most leave new duplicates for someone to find and merge by hand. | Some merge on a schedule. | Possible, with a scheduled job someone maintains. | Auto Merge on a schedule that fits each tool: daily for a dialer, as soon as possible for a live sync. |
Native CRM tools as of October 2026, from the help documentation of HubSpot, Salesforce, Pipedrive, Close, Nimble and Google Contacts.

### How to clean up duplicates from connected tools in four steps

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Step 1 Find the source

#### How do you find which tool is creating duplicates?

Open a few of your current matches and check a source field on each record, like Original Source, Lead Source or Created By. The tool behind most of them is where to start.
-
Add the source field and Create Date to Visible Fields in your [Duplicate Searches](https://dedupe.ly/knowledge-base/duplicate-searches), so you can see them in your results.
-
Use [Advanced Filters](https://dedupe.ly/knowledge-base/filters)
to keep matches where one or more records came from that tool, or were created after you connected it.
-
Step 2 Protect

#### How do you keep placeholder data from creating bad matches?

Leave Safety Settings on, so matches built on placeholder data like "test@test.com" or 000-000-0000 are set aside. Then build each search around the data that tool actually sends.
-
For a calling app, match on phone with [Similar](https://dedupe.ly/knowledge-base/match-options), and filter so one or more records in the match have a blank first name or email.
-
Check the [Excluded tab](https://dedupe.ly/knowledge-base/excluded-matches): very large matches usually mean a shared or placeholder value.
- Reject the false matches you still find, so they stay out of every future search.
-
Step 3 Merge

#### How do you merge integration duplicates without losing the real record?

Set Merge Rules so the complete record wins over the thin one the tool created, then test a few merges before you bulk merge the rest.
-
In [Merge Rules](https://dedupe.ly/knowledge-base/merge-rules), set the Primary Record to Most Field Data, so the real contact survives.
- On fields the tool keeps up to date, like phone, add a Win Rule with Create Date "is newest".
-
Check the Merge Preview column in View Match Details, and see every merge afterwards in [Merge History](https://dedupe.ly/knowledge-base/merge-history).
-
Step 4 Automate

#### How do you handle duplicates a tool keeps sending?

Watch a new integration for a few weeks with Auto Match on its search. Once you stop rejecting matches, turn on Auto Merge, on a schedule that matches how often the tool sends records.
- A dialer that logs calls all day can merge daily, before reps start. A live sync can run as soon as possible.
-
See [Merge incoming duplicates automatically](https://dedupe.ly/solutions/auto-merge) and
[Review new duplicates before they merge](https://dedupe.ly/solutions/auto-match).

### What makes Dedupely different

-

#### All features included in yearly subscriptions.

Merge Rules, Auto Merge and Auto Match come with every plan. Yearly subscriptions add Dedupely Intelligence in full.
-

#### Priced by records, not seats.

Unlimited users, with no per-user fees.
-

#### Every merge on record.

Preview each merge first. Merge History keeps the original records, so you can see exactly what changed.
See which of your tools creates the most duplicates.
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### See how Dedupely works

[Guide How to Stop Duplicates From Getting Into Your CRM Read the guide](https://dedupe.ly/knowledge-base/how-to-stop-duplicates-getting-into-your-crm)
[Guide Avoiding False Matches Read the guide](https://dedupe.ly/knowledge-base/avoiding-false-matches)
[Guide Your Deduplication Routine Read the guide](https://dedupe.ly/knowledge-base/your-deduplication-routine)

### Frequently asked questions

#### Why do integrations create duplicate contacts?

Many tools create a new record when they can't find an exact match on the field they use, usually email. A calling app may only send a phone number, and an enrichment tool may use a different email, so the CRM can't tell it's the same person.

#### How do you stop a calling app from creating duplicates?

Check the app's settings for a "match existing records" option first. Then build a search in Dedupely on phone number with Similar, filtered to records with a blank name, set Merge Rules so the complete contact wins, and put it on Auto Merge daily.

#### Will merging break my integration?

Merges happen in your CRM through its own API, so integrations keep working with the record that survives. In HubSpot, the merged record usually gets a new ID and old IDs redirect to it. If a tool stores IDs on its side, check how it handles merges before you automate.

#### What if a tool keeps writing a merged record back?

That usually means a two-way sync re-creates records it can't find. Check how the tool handles merges and which field it matches on. For the HubSpot–Salesforce sync, Dedupely merges in both CRMs at once, so the duplicate doesn't come back.

#### How do I know when a new integration is safe to automate?

Turn on Auto Match on its search for two to four weeks, and review what it finds. When you've stopped rejecting matches from that search, switch it to Auto Merge, and keep checking its dashboard for errors or records that need attention.

### Connect every tool you need, without the duplicates

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### Related resources

[Glossary Recurring Duplicates Read more](https://dedupe.ly/glossary/recurring-duplicates)
[Blog Manage recurring duplicates from CRM integrations Read more](https://dedupe.ly/blog/manage-recurring-duplicates-from-crm-integrations)
[Knowledge base Excluded Matches Read more](https://dedupe.ly/knowledge-base/excluded-matches)

### Explore other use cases

[Clean up the HubSpot–Salesforce sync Merge synced duplicates in both CRMs at once, so the sync doesn't bring them back. Learn more](https://dedupe.ly/solutions/hubspot-salesforce-sync)
[Merge incoming duplicates automatically Auto Merge runs on a schedule with your Merge Rules, and logs every run. Learn more](https://dedupe.ly/solutions/auto-merge)
[Clean up duplicates from form fills Merge repeat sign-ups and form submissions into one record. Learn more](https://dedupe.ly/solutions/form-fills)
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