Find duplicate contacts in HubSpot without a Pro plan

1. Go to CRM > Contacts (on some accounts it sits under More).
2. Open the All contacts view.
3. Click Export at the top right of the table.
4. Set File format to CSV.
5. Click Customize and choose All properties on records.
6. Click Export. HubSpot emails you a download link that lasts 30 days.

With all properties, Record ID is the first column. The tool finds First name, Last name, Email, Phone number, Mobile phone number, Company name and Last activity date by their headers.

HubSpot matches new contacts on the Email property, so the same address rarely gets a second record. Duplicates come from everything else:

• one person with a work and a personal email
• a typo in the address (northgatelabel.com for northgatelabels.com)
• a contact saved with only a phone number
• a rep adding “Tom Keller” when “Thomas Keller” exists

HubSpot’s own Manage duplicates tool needs a Professional or Enterprise plan. This tool works on any plan’s export.

It compares every pair that shares an email, phone, name, company or work email domain:

• Strong: same email; or the same name plus a shared phone, company or near-identical email; or a nickname or near-identical name plus a shared phone or near-identical email
• Likely: a nickname (Tom and Thomas) or a near-identical name at the same company; or a shared phone or one-typo email where the names don’t conflict
• Weak (off by default): the same name at different companies, or a shared phone or one-typo email with different names

Phone and Mobile phone number are compared on their last 10 digits, with any extension dropped. Inc, LLC and Co are ignored in company names. Free mail domains like gmail.com never count as a shared company.

In each group it marks the record with the most recent activity as Keep, then the one with more fields filled in.

• It can’t be undone. HubSpot says merged records can’t be unmerged.
• Pick the primary first. Open the Keep record, then Actions > Merge. Its values stay unless you click the other record’s value.
• Emails stay. The other contact’s email is added as a secondary email.
• Static lists. The merged-in contact is removed from every static segment.
• Different people. Mary and Mark Smith at one company score as Likely. Check the job title.
• The 250 limit. HubSpot blocks a merge once the records have been in 250 merges combined.

The same matching for companies, customers and vendors is in the duplicate customer finder. More fixes for messy records are on Cleanups & bulk changes.