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CRM-to-Database Sync and Dedup

Pull new CRM contacts, dedupe against your database, upsert clean records, and email a daily sync summary.

Best forAgencyB2BSaaSServices
Agents8 required
Duration3-6 minutes

Every day this recipe pulls the contacts that entered your CRM since the last run, matches them against your Notion/Airtable/Sheets/Coda database, and buckets them into new, updated, unchanged, and duplicate-to-resolve. Each record gets a stable dedupe key persisted before any write, so re-runs and interrupted runs never double-insert. Nothing writes to the database and no summary emails until you approve, and every summary recipient passes a suppression gate first.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Pull in-scope CRM contacts (delta since last cursor), capture full property set, and run the suppression gate on any email recipient.

crm scanner
01

Assign and persist each contact's stable dedupe key to the sync ledger and drop records unchanged since last sync.

data analyst
01

Classify each in-scope contact into a likely-new / likely-existing / ambiguous bucket to prioritize matching.

triage router
02

Read the destination database rows and run exact + fuzzy matching into NEW / update / unchanged / conflict buckets.

data analyst
02

Optionally enrich confirmed-new records with sourced company/industry/domain facts, each carrying a source URL.

web researcher
03

Normalize records to the destination schema, compute field-level diffs, and stage proposed conflict resolutions in memory.

data analyst
03

Assemble the buckets, per-record dedupe keys, diffs, and reconciling counters into the review deliverable.

report formatter
04

After approval, walk the approved buckets in order and coordinate the idempotent write sequence.

workflow orchestrator
04

Execute append/upsert writes against the ledger, flip committed records, and advance the cursor only after a clean batch.

data analyst
05

Render the daily digest — counters, notable changes, unresolved conflicts, and the skip/gap list.

report formatter
05

Draft the sync-summary email in brand voice with date and new/updated/conflict counts, staged for approval.

email writer
05

Re-check suppression, send the summary to approved recipients, optionally post a Slack digest, and memorize the run.

distributor

Required Agents

8
  • crm-scanner
  • data-analyst
  • triage-router
  • web-researcher
  • report-formatter
  • workflow-orchestrator
  • email-writer
  • distributor

Connections

Required

gmailhubspotnotionslackverslay

Optional

resendoutlookslackairtablegoogle-sheets

What it does

  • Daily delta pull of new/modified CRM contacts
  • Stable dedupe key persisted to a sync ledger before any write
  • Exact + fuzzy duplicate detection against the database of record
  • Approval-gated upsert (insert / update / merge) — nothing writes first
  • Field-level diffs with configurable CRM-vs-database authority
  • Suppression gate excludes opted-out recipients from the summary email
  • Reconciling sync counters (read = new + updated + unchanged + duplicates)
  • Sourced enrichment for new records, never invented

Example prompt

Every morning, pull the new contacts from our HubSpot and sync them into our Notion contacts database — check for duplicates first, and email me a summary of what changed.

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