Duplicate deals in HubSpot present a significant yet often overlooked challenge. These duplicates can severely impact the efficacy of sales processes and the accuracy of reporting within a company.
Common sources of these duplicates include customers who submit multiple forms, integrations with other software systems, manual entries by sales representatives, and the importing of data from various external sources.
Duplicate deals create confusion in the sales pipeline and lead to a misallocation of resources and skewed sales forecasts. They can cause sales teams to pursue the same opportunity multiple times or misinterpret the sales data, leading to strategic missteps and inefficiency. The repercussions of such inaccuracies can extend beyond the sales department, affecting the overall business strategy and decision-making.
While HubSpot offers tools to manage and merge duplicate deals, these tools come with their own limitations. They often require manual intervention and may not capture all the nuances of duplicate data, leaving room for errors to persist.
The Business Impact of Duplicate Deals in HubSpot
Duplicate deals in HubSpot CRM can have a profound impact on a business's sales operations and overall health. These impacts manifest in various ways:
- Reps stepping on each other’s toes, creating inefficiency: Duplicate deals can lead to the sales team pursuing the same lead multiple times, resulting in wasted effort and resources. This misallocation hampers the team's ability to focus on new or more promising leads.
- Inaccurate sales forecasting and reporting: When duplicate deals skew data, sales forecasting becomes unreliable. This, in turn, undermines the effectiveness of business strategies and decisions based on such forecasting, potentially leading to missed opportunities and revenue losses.
- Decreased sales team productivity and morale: Continually dealing with duplicates can be a source of frustration for sales teams, leading to decreased productivity and morale. It adds an unnecessary layer of complexity to their workflow, taking away time that could be spent on more productive activities.
- Customer relationship challenges: Duplicate deals cause confusion in customer interactions, ultimately resulting in a diminished customer experience. Repeated or conflicting communications can frustrate customers, harming the business's reputation and customer relationships.
The presence of duplicate deals in HubSpot is not just a data management issue; it has tangible effects on sales efficiency, forecasting accuracy, team morale, and customer relationships. Addressing these duplicates effectively is crucial for maintaining a streamlined sales process and ensuring business growth.
How To Merge Deals in HubSpot
Merging deals in HubSpot is straightforward, but is different from the process for merging other records. One key difference is that HubSpot does not automatically identify potential duplicate deals; instead, you have to manually select the two deals that you would like to merge. There are two different ways to merge deals in HubSpot.
Standard Duplicate Deal Merging in HubSpot
First, there is the standard way to merge deals in HubSpot. You can do this by navigating to Sales > Deals. Here, select the deal that you would like to merge by clicking on the deal name.
This will open up the deal record page. Then, navigate to Actions > Merge on the left-hand side of this page.
Then, you can select the second deal that you would like to merge, and merge the duplicate deals from this screen.
Automatic Duplicate Deal Merging in HubSpot
While HubSpot does not automatically detect potential duplicate deals in the same way that it does for contacts and companies, you can set up automatic deal deduplication using custom rules.
This feature allows you to choose uniquely identifying fields that HubSpot will use to compare records, identify duplicate deals, and merge them.
However, one downside of this feature is that it is only available for manually created or edited deals, or when importing new deals. So if a new deal comes in through another source—such as an integrated app or through a form, those records will not be identified and used.
When you merge deals in HubSpot, whether manually or automatically, here’s what happens:
- The property values from the primary deal created are retained.
- Timeline activity for both deal records are retained.
- Contacts, companies, and tickets associated with both records are retained.
- The new deal record will be given a new deal ID.
While HubSpot’s standard and automatic deal deduplication features can be helpful for merging HubSpot deals, a more robust solution will be needed to catch them all.
Insycle: The Ultimate Bulk HubSpot Deal Deduplication Solution
Insycle is a highly advanced solution for managing and merging duplicate deals in HubSpot, building off the base features to extend functionality, give companies more control, and help them avoid the impact of duplicate deals in their CRM.
Insycle’s Merge Duplicates module is a flexible, powerful solution for merging duplicate HubSpot Deals in bulk. You can match and merge duplicate HubSpot deals using any field as a matching field. Then, you can use features like Similar Match, or ignore things like symbols, common terms like LLC, or white space to catch more duplicate deals.
Powerful Master Record and Data Retention Settings
With Insycle, you also have complete control over the data that you retain when merging deals in HubSpot. Using rules, you can set how the master record is chosen when merging HubSpot deals.
In the example above, we are choosing a master record that has an amount present in the deal, with the earliest created record being the fallback rule.
You can also specify rules for how data is retained in individual fields when merging duplicate deals in HubSpot. You can retain data based on record values, collect all data from all merged records in the field, retain data from the master record, or even retain data based on other fields. In the example below, we are retaining the deal name from the record that was most recently updated.
Automating HubSpot Deal Deduplication
With Insycle, you can then automate your deal merging to take place on a set schedule—hourly, daily, weekly, or monthly.
Or you can bundle multiple HubSpot deal merging templates into an Insycle Recipe. Then, you could automate this Recipe to run on a set schedule. This is ideal if you build multiple templates to identify and merge deals in different ways, consistently.
Then, you can insert those Recipes into HubSpot Workflows, so that duplicate deals are identified and merged immediately after a new deal is created and before your sales reps begin working the deal.
Insycle's Advanced Solutions: Revolutionizing HubSpot Deal Management
Insycle stands out as a vital tool in enhancing HubSpot's CRM capabilities, especially in dealing with the pervasive issue of duplicate deals. Its robust features bring a new level of efficiency and accuracy to deal management.
But Insycle is much more than just a HubSpot deal merging tool. It’s a complete data management suite that helps you deduplicate, standardize, clean, audit, analyze, and transform your data in HubSpot CRM.
By integrating Insycle into their HubSpot ecosystem, businesses can expect more streamlined, error-free, and efficient management of their sales deals, significantly enhancing their overall CRM and sales effectiveness. Learn more about how Insycle can revolutionize your HubSpot sales efforts through sound data management.