A matching name is not enough

One person can have two legitimate jobs or purchases. Review record IDs, contact details and history before merging anything. Uncertain matches belong in a review list.

Take a backup and try your cleanup rules on a small sample. You want fewer duplicates without losing the history someone needs next week.

Write down what each stage means

'Estimate sent' should mean an estimate was sent and the date was recorded. 'Booked' should mean a confirmed booking, not an optimistic salesperson.

Agree on an owner, next action and the few fields that affect decisions. Ask the people using the CRM to review the definitions. They know which labels cause arguments.

Decide which record wins

If a phone number changes in the CRM and a spreadsheet, which version should flow to the other system? Decide before two automations start overwriting each other.

IXM's Salesforce work for a US financial-services sales team included flows and form routing. Those connections rely on clear records. Test a duplicate, missing field and owner change before enabling a new sequence.

Quick audit

  • Backup and sample review completed.
  • Uncertain duplicates flagged for review.
  • Stages have agreed definitions.
  • Each synced field has an owner.
  • Retries do not repeat customer messages.

Sources used