Merge HubSpot Duplicates in Bulk Using HubSpot's Duplicate Export and Insycle

HubSpot's Manage Duplicates tool detects potential duplicate records and lets you export them as a CSV file. The export is available for contacts and companies.

To export your duplicates:

1. In HubSpot, navigate to your contacts or companies CRM index page.
2. Click Actions in the upper right, then select Export duplicates.
3. In the dialog that appears, confirm the object type and select CSV as the file format.
4. Click Export. The file will appear in your Notifications Center when it is ready to download.

The image above shows the HubSpot contacts index page with the Actions menu open. A teal arrow points to the Manage duplicates option in the dropdown, which opens HubSpot's built-in duplicate detection tool for contacts.

The CSV exported from HubSpot's Manage Duplicates tool already includes ID_1 and ID_2 columns with the record IDs for each duplicate pair, so no reformatting is required. Insycle will ignore any additional columns in the file. However, exports can contain hundreds of columns, so for faster upload and processing, you can delete all columns except ID_1 and ID_2 before uploading. This is optional.

The image above shows the CSV exported from HubSpot's Manage Duplicates tool, opened in a spreadsheet application. The file includes ID_1 and ID_2 columns in columns A and B, containing the record IDs of each duplicate pair, followed by additional columns including SIMILARITY_SCORE, FIRSTNAME, LASTNAME, and EMAIL for each record in the pair. The ID_1 and ID_2 columns are the only columns required by Insycle; all other columns will be ignored when the file is uploaded.

In Insycle, navigate to Data Management > Merge Duplicates, then select your database and object type.

In 1. Find Duplicates, click the CSV tab. Click the Upload button and select the CSV file you exported from HubSpot.

The image above shows the 1. Find Duplicates step in the Merge Duplicates module with the CSV tab selected. A CSV file has been uploaded, with the file name, size, row count, and column count displayed alongside the Upload button.

Once uploaded, Insycle validates that the record IDs in the file exist in your CRM. Insycle will skip rows with invalid or missing record IDs, and they will not appear in 2. Review Duplicates.

  Note: If valid record IDs don't appear in 2. Review Duplicates, you may need to trigger an incremental sync. Navigate to Settings > Accounts and trigger an incremental sync. If the issue persists, contact Insycle Support to request a full sync.

For more detail on the CSV format requirements, see  Choosing Which Records to Merge Using a CSV.

2. Review Duplicates displays all duplicate pairs identified from your uploaded CSV. Each row represents one pair. Click any row to expand it and examine the individual records before proceeding.

Any rows from your CSV with invalid or missing record IDs will be skipped and not appear here.

The image above shows the 2. Review Duplicates step in the Merge Duplicates module, displaying 294 records across 147 duplicate groups identified from the uploaded CSV. Row 2 is expanded, showing two contact records side by side with Index, First Name, Last Name, Email, and Phone Number fields visible — in this example, two contacts named Teejay Dillon with different email addresses and phone number formats.

3. Merge Logic is where you control how your duplicates are merged — which record in each pair becomes the master and which field values are retained after the merge.

• Master tab — Set the rules that determine which record becomes the master. Insycle evaluates your rules in priority order, and the first record that matches a rule becomes the master for that pair.
• Fields tab — Control which field values are retained in the master record after the merge. By default, Insycle keeps the master record's values and fills any empty master fields with values from the most recently updated duplicate.
• Method tab (HubSpot only) — Choose between Native and Synthetic merge logic, and control whether empty master fields are automatically filled.

For full guidance on all merge logic options, see:

• Choosing Which Record Remains After a Merge for Master tab configuration
• Keeping the Right Data When Records Merge for Fields tab configuration
• Native vs. Custom Merge: Two Ways to Combine Records in HubSpot and Salesforce for Method tab configuration

The image above shows the 3. Merge Logic step in the Merge Duplicates module with the Master tab selected and Bulk mode active. Six master selection rules are configured in priority order: Contact owner set to active user, # of Associated Companies set to highest, Phone Number set to exists, Job Title set to exists, Create Date set to earliest, and Record ID set to lowest. Processing is set to By Priority, and Exclusions are set to skip duplicate groups with more than 5 records per group.

Before applying changes to your CRM, always run a preview to confirm your merge configuration is working as expected.

Run a Preview:

1. Under 4. Review, click the Review button and select Preview mode.
2. On the When tab, click Run Now to generate the preview.
3. Insycle will email you a CSV report. Review it to verify that the correct records are being selected as masters and that field values are being retained as expected.

Apply the Merge:

1. When you are satisfied with the preview results, click Review again and select Update mode.
2. On the When tab, click Run Now to apply the merge to your CRM.

  Tip: If you have a large number of records, consider running a smaller batch first to verify the results in HubSpot before merging all pairs.

The image above shows the 4. Review dialog in the Merge Duplicates module, open to the When tab with Run Now selected. The scope options shown are Selected (0), Chunk (100), Custom (1), and All (147) — with All currently selected, indicating all 147 duplicate groups will be processed. The Run Now button and Update Mode option are visible in the lower right.