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How are duplicates prevented in the integration?

How does the HubSpot–Severa integration prevent duplicate records from being created? Which fields does the integration use to find an existing matching record for customers, contacts, and deals?

Duplicate records are prevented in the integration using two core principles:

  1. First, the integration searches for an existing matching record using comparison fields (such as Business ID, domain, name, or email address).
  2. When a matching record is found, the records are linked using technical ID identifiers between the systems. This ensures that the same records remain correctly linked even if, for example, the name or email address changes later.

Below is an overview of how the integration searches for an existing matching record for different objects. Please note that the sync direction can affect which comparison fields are used.

Severa Customer – HubSpot Company

The integration searches for a matching customer/company as follows:

HubSpot → Severa

  1. Based on Business ID
  2. If not found, based on company name

Severa → HubSpot

  1. Based on Business ID
  2. If not found, based on website address / domain
  3. If not found, based on company name

Contact

The integration searches for a matching contacts as follows:

  1. Email address
  2. If not found, based Name + phone number combination

Severa Sales case / Project – HubSpot Deal

For deals, the integration searches for a matching record:

  1. Based on the deal name, within the customer’s existing sales cases and projects

Practical tip

To further minimize the risk of duplicates, make sure that:

    • Companies have a domain and Business ID filled in and correctly set in both systems
    • Contacts have an email address filled in