How can I report or view duplicate contacts in HubSpot for clients?

Smart CRM & Sales Hub Dashboards & Reporting
1

Hi! I’m working with a client who wants to see the number of duplicated contacts that they have. I have built reports with some custom formulas (and the help of HubSpot’s AI), but I’m wondering if there’s a way to do it. I already asked support (chat), and in theory, this feature doesn’t exist as a report per se; the only way I can see duplicates is in the duplicate manager.

Is there another way I can bring visibility to my client?

Thank you!

2

Hi @CSantana38,

Unless you have an integration like Koalify installed (Disclaimer: the link is an affiliate link which makes me eligible for commission), there is no native way in HubSpot lists or reports to filter for duplicates - at least none that I know of.

HubSpot does however come with a duplicate tool. It’s not a report but allows you to review potential contact and company duplicates: Deduplicate records in HubSpot

If you want a solution that works well with reports, I do recommend Koalify, linked above. It lets you set custom deduplication rules, primary rules and will store results in custom properties that you can filter for and report on: https://koalify.io/

You can install the app through the HubSpot app marketplace or through my affiliate link.

Other ways to identify duplicates include:

  • Exporting contacts, identifying duplicates with formulas in Excel or Sheets, reimporting the identified duplicates as a list
  • Custom solutions based on the HubSpot API

Best regards

3

Thank you so much for your input! I definitely will comment this to my team so we can ask the client for approval. Thank you! Have a nice day!

4

HubSpot doesn’t currently offer a native report for duplicate contacts. The Duplicate Management tool is really the only place to see them in-app, and it’s not reportable.

An easy workaround is to take the data into a spreadsheet and surface it there:

  • Pull your contacts into Google Sheets or Excel (you can use a tool like Coefficient from HubSpot’s App Marketplace for this).
  • Then, you can use Coefficient’s Sheets assistant to build any of this in your spreadsheet.
    • Create a helper column to flag duplicates (e.g., match on email, or email + name/domain).
    • Build a quick pivot or count to show “# of duplicate contacts” and even break it down by owner, source, etc.
  • Share that view with your client so they have ongoing visibility.

Once you have that setup, you can keep it refreshed automatically and use it to actually clean up the duplicates over time - not just report on them now.

I work at Coefficient, so happy to help if you need!