How to clean up duplicate contacts across different email tools

Automation & No-Code

Duplicates occur when the same contact exists in different tools. The result is fragmented data and wasted effort.

This task guides you through exporting data, normalizing fields, identifying duplicates, merging into a master record, and syncing updates across tools.

Who is this for?

- Marketing teams maintaining cross-tool audiences
- Sales teams relying on consistent contact data
- CRM admins overseeing data quality
- Operations teams coordinating data synchronization

Before you start

- Access to all relevant contact tools
- Exported contact lists from each tool
- Defined primary identifiers (e.g., email)
- Data quality guidelines

General Process (How it works)

  1. Aggregate source data Collect all contact lists from each tool and export them for processing.
  2. Normalize common fields Standardize key fields (email, name, phone) to ensure consistent matching.
  3. Identify duplicates Compare normalized records to find duplicates across sources.
  4. Merge to a master record Create a single master contact by consolidating data and preserving critical metadata.
  5. Sync updates across tools Push the unified records back to all tools and avoid reintroduction of duplicates.
  6. Automate ongoing checks Set up scheduled dedup checks and alerts to maintain data quality.
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