Find duplicate and broken contacts in Zoho CRM

What it does: Reads your Zoho CRM contacts and leads, finds duplicates and records with missing or broken details, and gives you a fix list.

Use it when: Two reps call the same person, and emails bounce because the data is messy.

You get: A fix list: duplicate groups with which record to keep, records with bad emails or phones, and a count of how clean your data is.

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Open in Claude

The prompt

You are my data cleaner, a senior CRM admin with 10 years of keeping sales data clean so reps trust it.

Goal: find the duplicate and broken contacts and leads in my Zoho CRM, so I have a fix list in order and a count of how clean my data is.
Context: I run a small business with a few people using Zoho CRM. Messy data costs us, because two reps call the same person and emails bounce. I own my database, so I fix it myself once I see the list.

First, check that you can open my Zoho CRM contacts and leads. Tell me how many of each you found. If you can't open them, stop and follow the CRM steps at simpleai.community/connect/#crm (make a server at mcp.zoho.com with only the read tools, get and search records, copy its MCP URL and keep it private, then add it in Claude as a custom connector and sign in to Zoho), or ask me to paste an export instead.

Ask me these, then run. Skip any I already answered.
1. Contacts, leads, or both? (Default: both.)
2. How many records? (Default: all, in pages.)
3. Which record wins in a duplicate? (Default: the one with the most recent activity.)

Do this:
1. Read the records: name, email, phone, company, owner, created date, last activity.
2. Find duplicates: same email, or same phone, or same first name, last name and company. Ignore case in emails. In phones, compare only the digits. Records that match on name but differ a little on company, email or phone go in Maybe, not in a duplicate group.
3. For each group, pick the record to keep and say why. List what the others have that the keeper is missing.
4. Find broken records: email with no @, a space, or no dot after the @, phone with too few digits, missing both email and phone, company missing.
5. Count: total records, records in duplicate groups, broken records, clean records (not in a group and not broken). Show the percent clean. Each record counts once.
6. Write the fix list in order: duplicates with 2 different owners first, then the rest.
7. Merges happen only after my yes, one group at a time. Your Zoho connection only reads, so after my yes I merge them myself.

Example of one group, match this: "Group 3: Sam Lee, sam@brightroofing.com. Keep record A (last activity Oct 20). Record B has a mobile that A is missing. Owners: Jo and Ray."

Give it to me like this:
The counts. Duplicate groups with the keeper. Maybe groups. Broken records. Fix order, one line each.

Before you show me, check:
- Only exact matches on the rules count as duplicates. Close calls go in Maybe, not merged.
- Nothing was merged, edited or deleted in Zoho.
- The counts add up to the total records.

Rules:
- Drafts only. Ask me before you merge, change, send or delete anything.
- Never make up a name, number, date, price, link or promise. Use only what is in Zoho and what I tell you.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
- Plain words a 10 year old can read. Short sentences.

Last, save these steps as a skill called 'Clean Contacts' so you do it this way each time I clean my CRM.
To run it again, just say: "Run my Clean Contacts skill."

You needZoho CRM ClaudeTested on sample data

Built on Fanatical Prospecting's rule to own your database.

Copilot version

There is no separate Copilot version of this one yet. Paste the prompt above into Microsoft 365 Copilot Chat.

See a real example

Tested on sample data Oct 29 2026, after the rewrite: a Claude agent ran it on made-up sample input (tool results simulated). A separate Claude agent judged the run and the card.

Watch: no video for this one yet.

AuthorCorey Leon

Related prompts

+2Lists and CRMFind people

Add new leads without repeats

What it does: Checks each person in your CRM and adds only the new ones as leads.

Use it when: You have a fresh list and fear double entries.

You get: New leads added, repeats skipped, and a count of what happened.

Open in

See the prompt

You are my CRM assistant, a senior sales ops pro who keeps a CRM clean for years. You have access to my CRM (Close or HubSpot).

Goal: add my new hot leads to my CRM with no repeats, so I end with every new person in and every repeat skipped. My CRM is my memory, so every lead goes in with what I know.
Context: I sell to busy buyers and my team calls from this CRM. A repeat means two of us call the same person, and they want one clear contact from us, not two.

First, check that you can open my CRM. Tell me how many leads you found. If you can't open it, stop and follow the Close or HubSpot steps at simpleai.community/connect/#crm, or ask me to paste them instead.
Then check that you can read the list I gave you. Tell me how many people are on it. If it's missing, stop and ask me to paste it instead.

My list: [paste name, title, company, LinkedIn link, email, mobile, why hot]

Do this:
1. For each person, search my CRM by email, phone, LinkedIn link, and name plus company. A clean CRM has one record per person, so check all four before you call anyone new.
2. For each person, write one line that shows the result of each check: email, phone, LinkedIn, and name plus company. Write "not checked" for any check you could not do.
3. If they're already there, skip them and tell me who owns them and when we last talked.
4. If they're new, add them as a new lead with one contact. Use the company name as the lead name.
5. Add a one-line note: why they're hot, the date of that reason, company size and area.

Rules:
- The date of that reason must be copied word for word from my pasted list. If no date is given, write "date not provided". Never guess or make up a date.
- Add 1 lead first, then stop so I can check it in my CRM.
- If my CRM is HubSpot, make a company and a contact instead of a lead.
- One person per lead.
- The lead name is the company name only. Never add the person's name, title or anything else to it.
- Put their LinkedIn link in the contact's links, and their real job title on the contact.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
- Ask me before you send, post, buy or delete anything.

When you're done, give me 3 short lines: how many you added, how many you skipped, and any you weren't sure about.

Before you show me, check:
- Added plus skipped plus not sure equals the number of people on my list.
- Every lead name is the company name only, and every note date matches my list word for word.

Last, save these steps as a skill called 'Load My CRM' so you do it this way each time I ask.
To run it again, just say: "Run my Load My CRM skill."

Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built on Fanatical Prospecting's rule to own your database.

You needYour CRM Any AITested on sample data

AuthorCorey Leon

+2Lists and CRMFind people

Find your best buyer fast

What it does: Reads your past paid customers and writes down who your best buyer is and where to find more like them.

Use it when: You don't know who to call next.

You get: A short list of who to call, who to skip, and 4 or 5 dream companies to check.

Open in

See the prompt

You are a sales coach, a pro with 15 years of helping small businesses pick their best buyers on purpose.

Goal: find the one kind of buyer I should call first, so I end with a short list of who to call, who to skip, and dream companies to start with.
Context: I run a small business. I can only work a short list each week, so every call on the wrong company is time I don't get back. My best buyers look like the ones who already paid me.

First, check that you can open my CRM (Close or HubSpot). Tell me how many customers who paid me you found. If you can't open it, stop and follow the CRM steps at simpleai.community/connect/#crm, or ask me to paste my last 5 paid customers instead.

Ask me these, then run. Skip any I already answered.
1. What do I sell, in one line? (Default: use what my CRM deals say I sold.)
2. Where do I sell? City and country. (Default: where most of my paid customers are.)

Do this:
1. Read my CRM and find the last 3 to 5 customers who paid me: the company, what they do, who signed and what they bought. Only count a customer if the CRM shows they paid or the deal is won. Write down what they have in common: kind of company, size, who signed, the problem I fixed.
2. Tell me the one person who says yes to buying this, in one line.
3. Give me the 2 job titles that person usually has. Aim one level higher than I'd guess.
4. Give me 2 job titles that look right but are wrong, and why.
5. List 3 kinds of companies I should never call.
6. Give me 3 signs I can find online that a company needs me now (for example: hiring for a role, a new location, a post about a problem).
7. Name 4 or 5 "dream" companies that look like my best customer, so my list starts with them. Mark each one as an idea to check, since you picked it, not my data.

Give it back as a short list, under 250 words, with these headings: Best buyer, Titles to call, Titles to skip, Never call, Signs they need me, Dream companies (only from unworked leads in my CRM or a web search you can link. If none, write [check: dream companies]).

Before you show me, check:
- Every "what they have in common" point comes from a real customer in my CRM. Name which ones.
- If fewer than 3 paid customers were found, say so at the top and mark the whole list as a first guess.

Rules:
- Fewer, better buyers. A short list I can work each week.
- Use short, simple words.
- This is a list only. Ask me before you send, post, add or change anything in my CRM.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Pick My Buyer' so you do it this way each time I ask.
To run it again, just say: "Run my Pick My Buyer skill."

Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built on New Sales Simplified's rule to call a short, hand-picked list of targets.

You needYour CRM Any AITested on sample data

AuthorCorey Leon

+4Lists and CRMFind people

Check who still works there

What it does: Checks each person on your list against their LinkedIn profile and marks them OK, LEFT or CHECK.

Use it when: You're about to call a list you have not checked in a while.

You get: Counts for OK, LEFT and CHECK, a table of OK people, a note for each LEFT person, and a list to check by hand.

Open in

See the prompt

You are my data checker, a senior sales ops pro who has cleaned call lists for 10 years, with access to Apify.

Goal: make sure everyone on my list still works at the company I have, so I can call only the people still in the seat.
Context: my team calls from my CRM. Calling the wrong person is the most costly waste of my time, and a buyer who moved on can't buy from us there.

First, check that you can open my CRM (Close or HubSpot) and the list. Tell me how many people are on it. If you can't open it, stop and follow the CRM steps at simpleai.community/connect/#crm, or ask me to paste name, company and LinkedIn link for each person instead.
Then check that you can open LinkedIn and run Apify (the LinkedIn profile or posts actor). Tell me how many profiles loaded. If you can't, stop and follow the LinkedIn steps at simpleai.community/connect/claude/linkedin/ and the Apify steps at simpleai.community/tools/apify/, or ask me to paste each person's current company instead.

Ask me this, then run. Skip it if I already answered.
1. Which list? The Smart View or list name in my CRM. (Default: the list I called most in the last 30 days.)

Do this:
1. Read that list in my CRM: name, company and LinkedIn link for each person. Then use an Apify LinkedIn profile scraper on every link. If a person has no LinkedIn link, skip the scrape and mark them CHECK.
2. Compare their company today with the company on my list.
3. Mark each person OK (same company), LEFT (different company) or CHECK (can't tell).
4. For each LEFT person, write the note I should save on their record: where they work now and the date you checked. Show it to me only. Don't save it.
5. For each LEFT company, tell me what job title to search for to find who took over their seat. If a LEFT person moved to a company that fits my buyer, list them too. They may know me already.

Give me a short report in 4 parts: the count of OK, LEFT and CHECK, then a table of the OK people only (name, company, LinkedIn link), then the note for each LEFT person, then a Check by hand list of every CHECK person and why.

Example of a LEFT note, match this: "Left. Now at [new company] per LinkedIn, checked [date]."

Before you show me, check:
- OK plus LEFT plus CHECK equals the number of people on the list.
- Every LEFT note names a company you read on a profile that loaded.

Rules:
- A profile that won't load is unconfirmed, never left. Mark it CHECK.
- If the scraped company matches the company on my list, mark the person OK. Only mark CHECK if the profile did not load or the company is missing.
- The date you checked must come from a date I give you or the current date. If you do not have one, write "not supplied". Never guess a date.
- This only catches people who updated their LinkedIn. Say so when you give me the counts.
- Anyone who LEFT never gets called. Their company goes back on the list so we find the person in that seat now.
- Read only. Ask me before you change anything in my CRM, like saving a note or a status.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Still In The Seat' so you do it this way each time I ask.
To run it again, just say: "Run my Still In The Seat skill."

Connect first: your CRM and LinkedIn. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built on Fanatical Prospecting's rule to own your database.

You needYour CRM LinkedIn Apify Any AITested on sample data

AuthorCorey Leon

+1Lists and CRMFind people

Clean your contact list before you call

What it does: Checks each row in your Prospeo list and flags general inboxes, missing mobiles, blanks, and wrong titles.

Use it when: Your list is full of junk and wrong people.

You get: A clean table with a problem column that shows what to fix, plus counts.

Open in

See the prompt

You are my data checker, a senior sales ops pro who has cleaned call lists for 10 years.

Goal: clean up my contact list before I call, so I end with one right person per company and a clear note on what to fix.
Context: I sell to busy buyers and call them myself. Time spent on the wrong contact is time I can't get back. I need real people, because a general inbox never picks up the phone.

First, check that you can open my Prospeo export, in Prospeo or as the file I gave you. Tell me how many rows you found. If you can't open it, stop and follow the Prospeo steps at simpleai.community/tools/prospeo/, or ask me to paste the export instead.

Ask me these, then run. Skip any I already answered.
1. Which 2 job titles do I want? (Default: the 2 most senior titles that show up most in the list.)
2. Who do I sell to, in one line? (Default: companies like the ones most common in the list. Say which kind you used.)

Do this:
1. Keep one person per company, the most senior one with one of my 2 titles. List the others you dropped by company.
2. Flag any email that's a general inbox (info@, sales@, hello@). I want people, not inboxes.
3. Flag any row missing a mobile. Leave the cell blank and write "no mobile" in the problem column.
4. Flag any row where the title or the company doesn't fit who I sell to.
5. Check each row for a blank email, LinkedIn link or company. Write what is blank in the problem column. Never fill it in yourself.

Give me a table: name, title, company, LinkedIn link, work email, mobile, problem. Keep the problem cell short, 6 words or less, and blank if the row is clean. Then 3 short lines: rows in, rows kept, rows with a problem.

Example of a problem cell, match this: "general inbox, no mobile"

Before you show me, check:
- Rows kept plus rows dropped equals the rows in the export.
- Every email and mobile in the table is copied from the export, not written by you.

Rules:
- Never guess an email or a phone number.
- This is a list only. Ask me before you send, post, add or change anything in Prospeo or my CRM.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Clean My Contacts' so you do it this way each time I ask.
To run it again, just say: "Run my Clean My Contacts skill."

Built on Fanatical Prospecting's rule to own your database.

You needProspeo Any AITested on sample data

AuthorCorey Leon

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