Pipedrive CRM Cleanup Checklist
Clean and optimize your Pipedrive CRM with this step-by-step checklist covering duplicate removal, data standardization, and pipeline hygiene.
Audit Your Pipeline
Review deal stages and identify stuck deals
easyFind deals that have been in the same pipeline stage for longer than your average sales cycle. These clutter your pipeline and skew forecasts.
Check for duplicate contacts and organizations
easyUse Pipedrive's merge duplicates feature to identify and combine duplicate People and Organization records.
Audit custom field usage
easyReview which custom fields are actually being used by your team and which have low fill rates. Remove or consolidate underused fields.
Clean Records
Merge all duplicate contacts
easyGo to Contacts → Merge duplicates to combine duplicate People and Organization records. Pipedrive merges activity history from both records.
Archive or delete lost deals older than 6 months
easyRemove lost deals from your active pipeline view. This keeps your pipeline metrics accurate and focused on current opportunities.
Standardize contact and organization data
mediumClean up inconsistent data: standardize phone number formats, fix company name variations, and ensure email addresses are properly formatted.
Verify email addresses in your database
mediumRun email verification to identify invalid, bounced, or disposable email addresses that hurt your outreach deliverability.
Optimize & Maintain
Set up required fields for new deals and contacts
easyConfigure which fields are mandatory when creating new records to prevent incomplete data from entering your CRM.
Enrich contacts missing key data
mediumUse Cleanlist to fill in missing email addresses, phone numbers, job titles, and company data across your Pipedrive database.
Create a recurring cleanup schedule
easySet a monthly calendar reminder to review pipeline health, merge new duplicates, and check data quality metrics.
Pro Tips
- Pipedrive's built-in merge tool is excellent — use it weekly to catch new duplicates early
- Use filters to quickly find contacts missing critical fields like email or phone
- Set deal rotting periods in your pipeline settings to automatically flag stale deals
- Export your data before making bulk changes as a safety backup
Related Cleanlist Features
Related Checklists
Frequently Asked Questions
How do I merge duplicates in Pipedrive?
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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?
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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?
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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 to your Pipedrive account for continuous data quality maintenance.
Need help implementing this checklist?
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