Start by listing, not fixing
Reps ring the same buyer twice, reports double count, and the pipeline total is padded. Fixing it in bulk is risky: HubSpot says a merge cannot be undone, so a wrong merge is permanent. List the problems first, with the evidence for each, and let a person sample the list before anything changes.
Four lists worth having
Duplicate groups in three bands (certain, likely, uncertain). Blank industry, country or source fields with a proposed value and a source for each. Open deals that match written stale rules.
A dictionary of every custom property with where it is used. Each list is read-only, and your administrator applies any change.
- Sample the certain duplicate band before merging.
- Tick only the blank-field rows you accept.
- Hide an unused property before deleting it.
Which paid job fits
One list: the matching one-off outcome, tested on invented data or a redacted export first. The same lists every month: the data-quality standing service. Lead routing, junk holds, mail checks and report notes together, with up to two small items a month: the revenue-operations lane, by written proposal.
No outcome promises more pipeline or a better win rate.
Sources and limits
- HubSpot: merge records Checked 2026-10-12.
- HubSpot says it is not possible to unmerge records, a merge is blocked when the two records have been in 250 or more merges combined, and for accounts outside its Primary ID Preservation beta both records are unenrolled from their active workflows.
- CRMArena-Pro (arXiv 2505.18878) Checked 2026-10-12.
- Top agents succeeded on about 58% of single-turn and about 35% of multi-turn CRM tasks, with near-zero inherent confidentiality awareness.