CRM and contact data cleanup
Data cleansing services for messy CRMs and contact lists
Send us your CRM export or spreadsheet. Our data cleansing services remove duplicates, fix formatting, verify emails and phones, and fill gaps, then hand back one clean file.
- Duplicates merged, not just deleted
- Emails and phones verified
- Returned in your CRM's format
| Field | Before | After |
|---|---|---|
| Name | JOHN o'neil / John Oneil | John O'Neil |
| Title | vp sales | VP of Sales |
| Company | Acme inc. / ACME | Acme Inc. |
| john@acme.co (bounced) | Verified | |
| Duplicate record | 2 records | Removed |
Why CRM data needs cleansing
Contact data decays on its own. People change jobs, companies rebrand or get acquired, and phone numbers are reassigned. On top of that, every form, import and sales rep adds records in a slightly different format.
The result is duplicate accounts, emails that bounce, reports that do not add up and campaigns sent to the wrong people. Data cleansing fixes what is already there and sets one standard going forward.
- Duplicates from imports and web forms
- Inconsistent titles, names and company spellings
- Outdated job roles after people move
- Invalid emails that raise bounce rates
- Empty fields that block segmentation
Our B2B data cleansing services
Choose the full cleanup or only the parts your database needs.
CRM data cleansing
We review CRM records, fix wrong values and clean contact and account data in HubSpot, Salesforce and other systems.
Data standardization
Company names, job titles, email formats, phone numbers and addresses rewritten to one consistent format.
Data deduplication
Duplicate contacts and companies are matched and merged into a single record with the best values kept.
Data verification
Business emails, phone numbers and company details are checked so you know which records are live.
Cleansing and enrichment
Missing titles, industries, company details and LinkedIn profiles are added where we can find them.
Industry-specific cleansing
Rules for consulting firms, B2B service providers, ecommerce companies and other sectors with their own data quirks.
How a data cleansing project runs
You get a summary of what we found before we change anything.
- 1
Analyze your database
We profile the file to count duplicates, invalid values, empty fields and formatting problems.
- 2
Remove duplicates and errors
Matching records are merged and clearly wrong values are corrected or flagged.
- 3
Enrich and validate
Missing fields are filled, then emails, phones and companies are verified.
- 4
Standardize and deliver
Every field follows one format, and the file comes back ready to re-import, with a change report.
Types of data our cleansing services cover
| Data type | What we fix | Result |
|---|---|---|
| CRM databases | Outdated records, duplicates, incomplete entries | Accurate pipeline and reports |
| B2B contact data | Names, titles, companies, emails, phones | Outreach reaches the right person |
| Email databases | Invalid, inactive and risky addresses | Lower bounce rates |
| Company data | Industry, size, revenue, location, website | Reliable account segmentation |
| Marketing and prospect lists | Old prospects and missing fields | Better campaign targeting |
Outsource data cleansing services or clean in-house?
Both can work. The difference is who does the matching, checking and fixing.
| Factor | In-house cleanup | Outsourced to LeadCanal |
|---|---|---|
| Who does the work | Your sales ops or marketing team | Our data team |
| Tools | Spreadsheets, CRM rules and add-ons | Matching, verification and manual review |
| Email and phone checks | Separate tools and licenses | Included in the cleanup |
| Output | Changes made record by record | One clean file plus a change report |
Data cleansing services review a database and correct what is wrong in it: duplicate records, inconsistent formats, invalid emails and phones, outdated job details and empty fields. The output is the same database, accurate and consistent enough to use for sales, marketing and reporting.
We work from exports of HubSpot, Salesforce, Pipedrive, Zoho and most other CRMs, as well as plain CSV and Excel files. We return the cleaned file in a format you can import straight back.
We merge them. Matching records are combined into one, keeping the most complete and most recent values, so you do not lose notes or history that only existed on one copy.
Cleansing fixes and removes what is already in your data. Enrichment adds what is missing, such as job titles or LinkedIn profiles. Most projects need both, and we can do them in one pass.
Contact data ages quickly, so most teams benefit from a cleanup at least once or twice a year, and always before a large campaign, a CRM migration or an import of a newly purchased list.
We quote per project after checking a sample export. Price depends on record count, fields cleaned and any verification or enrichment.
Mostly. Scrubbing removes bad records. Cleansing also corrects and standardizes the records you keep.
Further reading
- General Data Protection Regulation (GDPR) The full EU GDPR text, useful when you contact people in Europe.
- ICO guidance on direct marketing UK rules for marketing by email, phone and text.
- Google email sender guidelines Gmail requirements for authentication, spam rates and unsubscribe links.
Find out how clean your CRM really is
Send a sample export. We will report duplicates, invalid emails and empty fields, and quote the full cleanup.