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Find duplicate accounts in Zoho CRM
The Zoho CRM AI Assistant finds accounts with the same name, and optionally the same website or city, and lists each group with its deals and contacts. Nothing changes until you approve a change for a group.
Zoho CRM AI Assistant is a Chrome extension that opens beside Zoho CRM. Tell it what you want to do in plain language, and it works with your CRM for you. Try Plus free for 14 days, then stay on Free forever.
the problem
One company, several accounts, deals split between them
A rep creates an account for a company that another rep already has, with a different owner. Deals and contacts are now split across both, so the account shows half the story and reports count the company twice. Finding the copies by sorting the Accounts list is easy; deciding what to do with each is not.
the solution
List the copies with what hangs on each
Describe what makes two accounts the same. For example:
Find accounts with the same name and the same website. For each group show the owner and how many deals and contacts each one has.
It scans up to 2,000 accounts at a time. Names are compared ignoring case and spaces at the start or end, and every field you add, such as Website or Billing City, must match too. For each group it shows the owner, created date, and the number of deals and contacts on each account, so you can see which one carries the history.
The first answer only lists. When you decide on a group, you can ask it to move the deals and contacts to the account you keep and then move the empty copy to the recycle bin. It shows each change first and writes after you approve; deleting asks for a final confirmation.
- Reads accounts, and the deals and contacts on each candidate.
- Writes nothing for the list. Moves deals and contacts, or deletes, only after you approve.
- Names must match exactly apart from case and outer spaces: a name with and without “Ltd” is not grouped.
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pricing
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For the heaviest CRM workloads.
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Free
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By hand
Without the assistantNot ready to install? Here is how to do the same thing in Zoho CRM yourself, step by step.
Need more than Max? Contact sales
use cases
Explore use cases
- Current use case
Find duplicate accounts in Zoho CRM
“Find accounts with the same name and the same website. For each group show the owner and how many deals and contacts each account has.”
Find duplicate contacts by email in Zoho CRM
“Find contacts that share an email address. For each group show the owner, account, created date and how many deals and activities each has, and suggest which one to keep. After I approve, copy missing values to the kept contact, move deals to it and delete the extras.”
Find leads that already exist as contacts in Zoho CRM
“Find open leads whose email matches an existing contact. Show the lead owner, the contact, its account and owner. After I approve, tag the matches Existing contact.”
without the assistant
How to do it by hand in Zoho CRM
You can do this in Zoho CRM yourself. Here are the steps.
- Open the Accounts module and use Zoho CRM’s Deduplicate option, matching on Account Name.
- Review each group and open the accounts to see their deals and contacts.
- Merge the groups that are real duplicates.
It gets slow when you need to know what hangs on each copy before you decide, because that means opening every account in every group.
faq
Frequently Asked Questions
Will it change my accounts?
Not for the list: it only reads. If you then ask it to clean up a group, it changes the account on the deals and contacts you approve, and moves the empty copy to the recycle bin after a final confirmation. Notes and attachments on a deleted account are not moved.
Does it merge accounts?
No. It does not combine accounts the way Zoho’s merge does. It can move deals and contacts from one account to another and delete the copy you no longer need. For a copy with notes or attachments you want to keep, use Zoho’s merge.
What does it read?
Account names and the fields you add to the match, such as website or city, plus the owner, created date, deals and contacts of each candidate.
Can it be wrong?
Two different companies can share a name, which is why adding website or city helps. Names spelled differently are not grouped. If more accounts are in scope than one scan covers, it says so, and the list cannot prove there are no other copies.
Will it work on my Zoho CRM edition?
It needs a Zoho CRM edition and user profile with API access, and it can only do what your profile is allowed to do. This use case has not been checked edition by edition yet, so write to us if you want to check yours first.
Want to ask something?
Write to the team at hello@zsetup.com.