How It Works — Deal Duplicate Finder

Step-by-Step

The Complete Workflow

Install and Connect HubSpot

Go to the HubSpot Marketplace, find Deal Duplicate Finder, and click Install. You will be taken through HubSpot's standard OAuth authorization flow, where you grant the app read and write access to your deals. Once authorized, you are connected. The app manages your access token automatically, so you never have to reconnect manually.

OAuth 2.0 Auto Token Refresh No API Keys Needed Secure Credential Storage

Configure Duplicate Matching Fields

Head to the Find Duplicates section and choose which deal properties to use for matching. You can select a single property or combine several. For example, matching on both Deal Name and Company Name will catch duplicates more accurately than using Deal Name alone and reduces the chance of flagging deals that are genuinely different.

Deal Name Amount Company Email Any Custom Property

Start a Duplicate Scan

Once your matching fields are set, click Create Request to kick off a scan. The app pulls your full deal database through the HubSpot Export API and runs the duplicate detection analysis in the background. For large databases, this can take a few minutes. You do not need to stay on the page, as status updates automatically when it is done.

Background Processing HubSpot Export API Real-Time Status No Browser Wait Required

Review Duplicate Groups

When the scan finishes, your duplicate records are organized into groups based on the fields you selected. Each group shows all the matching records together. Go through each group, identify which record you want to keep as the primary, and select the ones you want to merge into it. You can pick records individually or select the entire group at once.

Group View Individual Selection Select All Primary Record Designation

Generate and Execute Merge Requests

When you are satisfied with your selections, click Merge Selected to send the merge request. The app processes each group sequentially through the HubSpot CRM Merge API. Within each group, records are merged one at a time into the primary record so that data integrity is maintained throughout the operation.

HubSpot Merge API Sequential Group Merging Batch Processing Rate-Limit Safe

Monitor in Merge History

Every merge request you run is recorded in Merge History with a live status indicator. Open any merge to view the full HubSpot API response, including the resulting merged record ID. If any individual record fails, you can retry it with one click without affecting the merges that have already been completed. The full log stays available permanently.

Live Status Tracking Full API Response Logs One-Click Retry Permanent Audit Trail

Expected Timeline

How Long Does Each Step Take?

0 – 60s

App Install and OAuth

Click Install on the HubSpot Marketplace, complete the OAuth authorization, and you are connected. The whole thing takes under a minute.

1 – 5 min

Deal Export and Analysis

Scan time depends on how many deal records are in your HubSpot account. A database of 1,000 deals typically completes in about 1 minute. The scan runs in the background, so you can switch to other tasks without waiting around.

Depends on Merge Volume

Merge Execution

Merge speed depends on how many records you are merging. Each individual merge takes roughly 0.1 seconds via the HubSpot API. As a reference point, 100 merges complete in about 10 seconds.

Always Available

Merge History and Audit Logs

Every merge operation is logged and stored without an expiry date. Your merge history is always available whenever you need to look back at what was changed and when.

FAQs

Common Questions Users Ask

No. HubSpot deal merges are permanent at the API level, which means once a merge is executed, it cannot be undone. This is exactly why Deal Duplicate Finder shows you every duplicate group for review before anything is merged. We strongly recommend going through each group carefully and running a small test batch before merging in bulk.

HubSpot handles all associations automatically during a merge. Any contacts, companies, activities, notes, emails, and other records attached to the secondary deal are carried over to the primary deal record. You will not lose any associated data as a result of the merge.

Failed merges do not stop the rest of the batch. Each record in a merge request is processed independently, so if one fails, the others continue. Failed records are flagged in your Merge History with the exact error returned by HubSpot. You can retry them individually with one click whenever you are ready.

The current version scans your full deal database through the HubSpot Export API. Scanning by a specific pipeline, deal stage, or owner is something we are working on and it will be available in a future update. For now, the full scan gives you a complete picture of all duplicates across your account.

There is no single rule that works for every situation, but a good starting point is to look at the creation date, the last modified date, and the deal amount for each record in the group. Generally, the record with the most complete information or the most recent activity is a safe choice as the primary. Deal Duplicate Finder displays these key details for each record so you can make an informed decision.

Ready to see it in action?

Install the app in 60 seconds and run your first duplicate scan for free.

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See How Duplicate Deals Are Found and Merged