Pipedrive CRM Cleanup Checklist

Clean and optimize your Pipedrive CRM with this step-by-step checklist covering duplicate removal, data standardization, and pipeline hygiene.

10Items
1-3 hoursEstimated time
CRM CleanupCategory

CRM Cleanup3 sections · 10 steps

01Audit Your Pipeline3
02Clean Records4
03Optimize & Maintain3

Work the list

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01Audit Your Pipeline

Review deal stages and identify stuck dealsFind deals that have been in the same pipeline stage for longer than your average sales cycle. These clutter your pipeline and skew forecasts.easy
Check for duplicate contacts and organizationsUse Pipedrive's merge duplicates feature to identify and combine duplicate People and Organization records.easy
Audit custom field usageReview which custom fields are actually being used by your team and which have low fill rates. Remove or consolidate underused fields.easy

02Clean Records

Merge all duplicate contactsGo to Contacts → Merge duplicates to combine duplicate People and Organization records. Pipedrive merges activity history from both records.easy
Archive or delete lost deals older than 6 monthsRemove lost deals from your active pipeline view. This keeps your pipeline metrics accurate and focused on current opportunities.easy
Standardize contact and organization dataClean up inconsistent data: standardize phone number formats, fix company name variations, and ensure email addresses are properly formatted.medium
Verify email addresses in your databaseRun email verification to identify invalid, bounced, or disposable email addresses that hurt your outreach deliverability.medium

03Optimize & Maintain

Set up required fields for new deals and contactsConfigure which fields are mandatory when creating new records to prevent incomplete data from entering your CRM.easy
Enrich contacts missing key dataUse Cleanlist AI to fill in missing email addresses, phone numbers, job titles, and company data across your Pipedrive database.medium
Create a recurring cleanup scheduleSet a monthly calendar reminder to review pipeline health, merge new duplicates, and check data quality metrics.easy

Tips

01
Pipedrive's built-in merge tool is excellent. Use it weekly to catch new duplicates early
02
Use filters to quickly find contacts missing critical fields like email or phone
03
Set deal rotting periods in your pipeline settings to automatically flag stale deals
04
Export your data before making bulk changes as a safety backup

Frequently asked questions

How do I merge duplicates in Pipedrive?

Go to the Contacts section, click the three-dot menu, and select 'Merge duplicates.' Pipedrive will show suggested duplicate pairs based on name, email, and phone matching. You can review and merge them individually or in bulk.

How often should I clean my Pipedrive data?

A quick weekly check for new duplicates takes 5 minutes. A more thorough cleanup covering data standardization, stale deal removal, and field completeness should be done monthly. Full audits with enrichment are best done quarterly.

Can I automate Pipedrive data cleanup?

Pipedrive's automation features can handle some tasks like required fields and deal rotting alerts. For more advanced automation like enrichment and email verification, connect Cleanlist AI to your Pipedrive account for continuous data quality maintenance.

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