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Deduplication of Leads via Zapier.com

Many of our customers use zapier.com to send leads from other integrations, software, or websites into Close.io. One common obstacle is that Close.io does not currently support native deduplication, although we are working on adding this to our product.

However, you can set up steps in zapier that will help dedupe your leads before they even get to Close.io. Below are several options for deduplication. The best choice for your company depends on how you structure your data and the types of leads you sell to.

1st Option: Deduping by Company Website

This option is an excellent one when you are pulling leads from resources that are also providing you with the company’s website. Choosing a lead’s website for the criteria for deduplication, rather than a lead’s name, covers the scenario where two leads with the same Company name are unique businesses with unique websites.

How the zap will work is that it will check the new prospect’s website against Close.io’s database to see if the website already exists in Close.io. If it doesn’t exist, the lead will be pushed into Close.io. If it does exist, the zap will add the new contact to the existing lead.

Here’s how to create the zap:

Step 1: Choose the Trigger App

Step 2: Filter by Zapier step

  • Choose ‘Filter by Zapier’ as your action step.
  • Choose ‘Only Continue If’ and on the next page, add the criteria ‘Website Exists’

Step 3. Find Lead in Close.io step

  • Choose Close.io as the action step and choose ‘Find Lead’ as the action. Click Continue and set up your Close.io account.
  • On the template step, fill in the Company Name and URL fields using the data from your trigger app in Step 1. For our test, we used Wufoo Forms.
  • Then choose ‘Or Use A Custom Search Query’. Type in lead_url: and then add the website from your trigger application that you chose in Step 1.
  • Check the box for ‘Create Close.io lead if it doesn’t exist yet?’, and fill out the fields you’d like to come over into Close.io should the system not find a duplicate website.
  • Test the Step and Continue. Add a New Action.

Step 4. Add a New Contact action in Close.io

  • Choose Close.io as the action app and ‘New Contact’ as the action
  • Connect your Close.io account
  • Set up the template. For the first field, ‘Lead’,  choose ‘Use a Custom Value’.
  • For the second field, ‘Custom Value for Lead ID’, choose ‘ID’ from Step 3.
  • For Name, fill in the name fields from your trigger app in Step 1.
  • Add any additional fields that you would want to pull into a contact. Email and phone number would be useful to have roll in.
  • Click Continue, test it, turn on the zap and have a few demo leads sent through your trigger app to test the zap and make sure it works the way you want it to.

2nd Option: Deduping by Company Name

If you’d rather deduplicate solely based on a company name, follow these instructions. Just note, however, that if you have two leads with the same Company name that are in fact unique businesses this zap will still merge them together, as it’s looking solely at the Company Name.

Step 1: You Choose the Trigger App

Step 2: Filter by Zapier step

  • Choose ‘Filter by Zapier’ as your action step.
  • Choose ‘Only Continue If’ and on the next page, add the criteria ‘Company Name Exists'

Step 3. Find Lead in Close.io step

  • Choose Close.io as the action step and choose ‘Find Lead’ as the action. Click Continue and set up your Close.io account.
  • On the template step, fill in the Company Name and URL fields using the data from your trigger app in Step 1. For our test, we used Wufoo Forms.
  • Then choose ‘Or Use A Custom Search Query’. Type in company_name: and then add the Company Name field from your trigger application that you chose in Step 1.
  • Check the box for ‘Create Close.io lead if it doesn’t exist yet?’, and fill out the fields you’d like to come over into Close.io should the system not find a duplicate Company Name.

  • Test the Step and Continue. Add a New Action.

Step 4. Add a New Contact action in Close.io

  • Choose Close.io as the action app and ‘New Contact’ as the action
  • Connect your Close.io account
  • Set up the template. For the first field, ‘Lead’,  choose ‘Use a Custom Value’.
  • For the second field, ‘Custom Value for Lead ID’, choose ‘ID’ from Step 3.
  • For Name, fill in the name fields from your trigger app in Step 1.
  • Add any additional fields that you would want to pull into a contact. Email and phone number would be useful to have roll in.
  • Click Continue, test it, turn on the zap and have a few demo leads sent through your trigger app to test the zap and make sure it works the way you want it to.