Prevent Duplicate Contacts Across HubSpot and Salesforce
The problem
Marketing creates contacts in HubSpot while sales creates them in Salesforce, leading to duplicates and broken reporting.
Implementation steps
- 1
Set up Zapier to trigger when new contact created in HubSpot
- 2
Search Salesforce for matching email or phone
- 3
If match found, update existing Salesforce record instead of creating new
- 4
If no match, create new lead in Salesforce
- 5
Write Salesforce ID back to HubSpot custom field for linking
Template outline
The structure to recreate in your own workspace. Field names and thresholds are starting points.
Zapier Flow:
1. Trigger: HubSpot > New Contact
2. Delay: 2 minutes (allow for immediate edits)
3. Salesforce: Find Lead/Contact by email
4. Paths:
a. If found: Update existing record
b. If not found: Create new lead
5. HubSpot: Write Salesforce ID to custom property
6. Filter: Skip if "Salesforce ID" already populated (prevents loops)Keep going
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