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Duplicate company detection by domain match

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Data Hub Professional.

7 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeNew company records sharing a domain with an existing record are flagged into a review queue at creation, before two versions of the same account start accumulating separate deals and contacts.
Workflow mapdata-quality-008
Company created with a domain leads to Custom code: normalize domain, search for exact match. Custom code: normalize domain, search for exact match leads to Match found?. Match found? leads to yes: Flag Possible duplicate, store match ID; no: Status: Confirmed unique. Flag Possible duplicate, store match ID leads to Add to review list + create review task. yes no Company created with a domain Custom code: normalize domain, search for exact match Match found? Flag Possible duplicate, store match ID Status: Confirmed unique Add to review list + create review task
Company created with a domain leads to Custom code: normalize domain, search for exact match. Custom code: normalize domain, search for exact match leads to Match found?. Match found? leads to yes: Flag Possible duplicate, store match ID; no: Status: Confirmed unique. Flag Possible duplicate, store match ID leads to Add to review list + create review task. yes no Company created with a domain Custom code: normalize domain, search for exact match Match found? Flag Possible duplicate, store match ID Status: Confirmed unique Add to review list + create review task

When to use it, when not to

Use it

  • Use it when companies get created from multiple entry points: manual creation by reps, list imports, and contact-triggered auto-creation, all of which can independently create the same account.
  • Use it alongside HubSpot's native duplicate management tool (Companies > Actions > Manage duplicates) for bulk cleanup of records that already exist. This workflow only catches new duplicates going forward.
Read more on when to use itShow less

Skip it

  • Do not use it expecting an automatic merge. HubSpot workflows have no native "merge records" action. A human merges through the native duplicate management UI or the CRM API.
  • Do not use it as the only signal for company matching in data-quality-006. That workflow searches for a single confident domain match to associate a contact; this one is about catching two company records that should not both exist.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 7 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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