Automation run checks & client reports
Your clients' Zapier, Make and n8n runs checked every working day, with a report per client.
Record CRM & contact list cleanup for agencies and software teams
Your CRM has the same person three times. We clean it up, and you approve every merge.
{{BRAND}} cleans up messy contact lists in HubSpot, Salesforce, Pipedrive, Zoho and Mailchimp. We find the duplicates and send you a review sheet. Nothing is merged until you approve it. We also tidy phone numbers, company names and countries, and flag bounced and invalid contacts. A person checks every proposed merge.
- No card needed
- You approve every merge
- Your data stays yours
Review sheet · 3,420 contacts187 to approve
SameRobert Sample and Bob Sample, Company A Ltd: same email. Proposed: merge, keep the older record
CheckPat Sample twice at Company C Ltd: different emails, no phone. Same person or two?
Invalidjo.sample@gmial.com bounced twice. Looks like a typo for gmail.com. Flagged, not deleted.
Keepinfo@companyd.example on 4 names: a shared mailbox. Kept apart.
Sample with made-up contacts
The problem
Nobody plans to have three records for one person.
Every import adds a few more
Bob and Robert. Ltd and Limited. A new email after a job change. Event lists, form fills and a rep's spreadsheet each add near-copies that "remove duplicates" never catches.
Merging by hand is slow
Open two records side by side, pick which phone number to keep, do it again. It takes hours, and it is the first job dropped when the month gets busy.
Nobody wants to hit merge
In most CRMs a merge can't be undone. So the duplicates stay, reps email the same person twice, and the numbers in your reports don't agree.
In the CRM administrator job posts we read, about half list duplicates or data cleanup among the duties. A hire is a lot to take on for a job you need done once and checked monthly. {{BRAND}} starts at $150 a month, and you don't manage anyone.
How it works
Three steps. Nothing changes without your OK.
Send us an export
Export your contacts (and companies or deals, if you want them cleaned too) as a CSV from HubSpot, Salesforce, Pipedrive, Zoho or Mailchimp, or share a Google Sheet. We keep an untouched backup copy. No logins needed.
We find and sort
Software groups likely duplicates and spots odd formats and bad addresses. A person checks every group and writes down why it was flagged. You get a review sheet. Your CRM is not touched.
You approve, then it's done
You mark each group Approve, Keep both or Change. We then prepare the merged list and an import file. If you add us as a user with merge rights, we apply only what you approved.
What changes hands
What you send, and what you get
You send (once)
- A CSV export of your contacts, or edit access to one Google Sheet
- Companies and deals too, if you want those cleaned
- Which CRM or list tool it came from
- Your rules: what must never be merged (for example, two offices of one client)
- Who approves the merges
You get (within 5 working days)
- A review sheet: every duplicate group, why it was flagged and what we propose
- A list of format fixes for you to approve as rules
- Bounced and invalid contacts flagged, none deleted
- After you approve: the merged list, or the merges applied
- A change log of every merge and what was kept
- A real person to reply to: {{FIRST_NAME}}
Sample review
What you'd read before anything changes
A short summary, then a sheet where you approve each group. This sample uses made-up contacts, companies and numbers.
From {{FIRST_NAME}} at {{BRAND}}
Subject Your HubSpot list: 118 clear duplicates, 69 to check, 96 bad addresses flagged. Nothing has changed yet.
Clear duplicates, proposed merge (118 groups)
- Company A Ltd · Robert Sample and Bob Sample: same email. Bob is a nickname for Robert. Keep the older record, bring across the mobile number and 2 deal links from the newer one.
- Company B Inc · Dana Sample, 3 records: same phone number, and 2 share an email. The third has an old email. Keep the most recent record and store the old email as an extra.
Check before merging (69 groups)
- Company C Ltd · Pat Sample, 2 records: same name and company, different emails, no phone on either. Same person, or two people with one name?
- Company D · info@companyd.example sits on 4 contacts with different names. Looks like a shared mailbox, so we'd keep them apart.
Bounced or invalid, flagged (96)
- 61 hard bounces in the last 12 months, taken from the status in your export. Proposed: mark "do not email" and keep the record.
- 22 likely typos such as gmial.com or .con. We suggest the fix; you confirm it.
- 13 empty records with no email, phone or company. Nothing to match them to. Your call.
Formats, and left alone
- Rules to approve · 412 phone numbers into one format, "Ltd", "LTD" and "Limited" into one spelling on 187 companies, and "US", "USA" and "United States" into one on 340 contacts.
- Left alone · 38 pairs share a name only, at different companies. We kept them apart.
Attached: the review sheet (also in your Google Sheet, tab "Review") and a backup export taken on 3 Sep. Nothing in HubSpot has been changed. Mark each group Approve, Keep both or Change. If either record in a pair is unsubscribed, the merged contact stays unsubscribed.
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
The review sheet you approve
One row per group. Your sheet has one more column, Your call, where you type Approve, Keep both or Change.
| Group | Records | Why flagged | We propose |
|---|---|---|---|
| G‑014 | Robert Sample, Bob Sample (Company A Ltd) | Same email. Bob is a nickname for Robert. | Merge. Keep older record; add mobile and 2 deals from the newer. |
| G‑027 | Dana Sample × 3 (Company B Inc) | Same phone. Two share an email. | Merge. Keep most recent; store old email as an extra. |
| G‑052 | Pat Sample × 2 (Company C Ltd) | Same name and company. Different emails, no phone. | Your call: same person or two? |
| G‑061 | info@companyd.example × 4 names | One shared mailbox on four contacts. | Keep separate. Mark as shared mailbox. |
| G‑088 | Company E Ltd, Company E Limited | Same website. "Ltd" and "Limited". | Merge the companies; move 7 contacts to one record. |
| G‑103 | jo.sample@gmial.com | Bounced twice. Likely typo for gmail.com. | Suggest jo.sample@gmail.com. No emails until you confirm. |
From month 2: the monthly hygiene note
Optional. It covers only what changed since the last check, which is usually one or two imports.
From {{FIRST_NAME}} at {{BRAND}}
Subject October check: 41 new duplicate groups, 9 new bounces
New duplicates (41 groups)
- 33 come from one import · "Oct webinar list.csv" (380 rows), added on 2 Oct. Of all 41 groups, 29 are clear matches and 12 need your call.
New bounces (9)
- 9 addresses hard-bounced on September's sends. Flagged "do not email". None deleted.
Worth knowing
- The webinar list had phone numbers in 3 formats. Approve the format rule and we'll fix them in the same pass.
Checked by {{FIRST_NAME}} · reply to this email with any question
Pricing
Priced by how many contacts you have, not by seat
Up to 5,000 contacts
$150/month
For a small agency or a founder-run sales team
Up to 25,000 contacts
$300/month
For a bigger list, or lists from several tools
Every plan includes
- A full clean-up of your list in the first month
- Duplicates found, with a reason for each
- A review sheet where you approve every merge
- Phone, company and country formats standardised
- Bounced and invalid contacts flagged, none deleted
- A backup export before anything changes
- A change log of every merge
- An optional monthly check from month 2, or cancel after the clean-up
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 25,000 contacts? Ask us.
Free for 2 weeks on your current list. You get the full review sheet, and we prepare your first 250 approved merges. No card, no contract.
Start the free trialFor context: self-serve tools such as Dedupely start at about $32–40 a month, and HubSpot suggests duplicate pairs inside the CRM, but someone on your team still has to review each pair and click merge. They are cheaper if you have the time. In the CRM administrator job posts we read, US pay ran about $72,000–140,000 a year and offshore admins about $485–1,120 a month, with cleanup as one duty among many.
What we don't do: email your contacts, buy or add contact data, check whether you have consent to email people or give legal advice on GDPR, CAN-SPAM or similar rules, rebuild your CRM setup or move you to a new one, or merge or delete anything you haven't approved. We don't take lists that hold health information.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. The work runs on exports and shared sheets, so the time difference doesn't slow it down: your review sheet comes back within 5 working days of getting the export. We're a new desk and don't have a track record to show you yet, which is why the trial is free and you approve every change.
What access do you need?
As little as possible. A CSV export of your contacts, or edit access to one Google Sheet, is enough to find the duplicates. You only need to give us a CRM login if you want us to apply the approved merges for you. In that case you create a separate user with merge rights, and you can remove it whenever you like. We never need passwords to your bank, your email or your ad accounts.
Is my data safe?
A contact list is personal data, and we treat it that way. It's used only to clean your list. It's kept in our Google Workspace account with 2-step login, seen only by the person working on your account, never shared or sold, and deleted within 7 days if you leave. We never contact the people on your list. If your list includes people in the UK or EU, we act as your processor and will sign a data processing agreement. We're happy to sign your NDA. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software groups likely duplicates and spots odd formats. A person looks at every group, writes down why it was flagged, and checks it before it reaches your review sheet. Nothing is merged unless you approve it.
How do you decide two contacts are the same?
The same email address or phone number is the strongest sign. Next come matching names at the same company, with nicknames (Bob and Robert), company endings (Ltd and Limited) and typos allowed for. A match on name alone goes in the "check" group, not the "merge" group. You can also give us rules, such as keeping two offices of one client apart.
Can a merge be undone?
In most CRMs, including HubSpot, no. That's why we take a backup export first, you approve each group, and the change log records what was kept from each record. If you want something put back, we can rebuild it from the backup.
What about unsubscribed and bounced contacts?
We never remove an unsubscribe or "do not email" flag. If either record in a pair is unsubscribed, the merged contact stays unsubscribed. Bounced and invalid addresses are flagged, not deleted, and you decide what happens to each one.
What don't you do?
We don't email your contacts, buy or add data, or scrape websites. We don't tell you whether you may email someone: consent and marketing rules (GDPR, UK PECR, CAN-SPAM, CASL and others) are for you and your adviser. We don't redesign your CRM or migrate you to a new one, and we don't merge or delete anything you haven't approved. We don't take lists that hold health information.
What happens after the free trial?
Pick a plan or stop. The first month covers the full clean-up. After that the monthly check is optional: keep the plan and we look only at what changed since the last time, usually after an import. If your list rarely changes, you may not need it, so cancel after month 1. Either way, the review sheet, the change log and your clean list are yours.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Free 2-week trial
Start with your current list
Tell us which CRM or list tool you use and roughly how many contacts you have. {{FIRST_NAME}} will reply within one working day with a short note on how to export it. Your review sheet comes back within 5 working days of getting the export.
Prefer email? {{EMAIL}}