Limit contacts per company: keep the top N people at each domain
In short: Groups your list by company domain, keeps the first N per company (ranked by job title keywords such as founder, CEO or VP when there's a title column) and sets the rest aside, with a count of rows per domain. Limit: Companies are grouped by email domain; a company with several domains counts once per domain, and two companies can't share one.
To limit contacts per company, paste your lead list or upload the CSV, set how many people to keep per company, and press Limit. Rows are grouped by the domain after the @; with a job title column, founders, CEOs and VPs are kept first. You get the kept rows, the held-back rows, and a count of contacts per domain.
Price: this tool is free. Checking a whole email list is from $9/mo, and the first 100 checks are free with Google, no card. See pricing
Grouped by the domain after the @.
Sample result
8 leads became 6 to send: 2 per company kept, the 2 extra Northwind contacts held back.
- Per company
- Top 2 kept
- Companies
- 3
- Kept
- 6
What this means for you
The most senior titles at each company are kept; personal mail like Gmail is never grouped.
- Grouped by company domain
- Founders, CEOs and VPs kept first
- Held-back rows in their own file
- Domains with 10+ rows flagged
- Leads
- Accounts
- CSV
By SimpleVerifier Team · Last updated · Runs in your browser; nothing you paste is sent to us
How do I check the kept contacts before they go into a sequence?
- Download the kept CSV here; your columns stay as they were, with the domain and rank added.
- Upload it at /verify. Each address gets a live mailbox check, and domains that accept every address (catch-all) are marked risky rather than valid. The first 100 email checks are free with a Google sign-in, no card.
- Swap in the next person from the held-back file for any kept contact that comes back invalid.
How do I keep only a few contacts per company?
- Set how many contacts to keep per company, such as 2.
- Leave the title option on to keep the most senior people first, and edit the keyword order if your buyers are, say, heads of marketing.
- Paste your list or upload the CSV and press Limit contacts per company.
- Download the kept file for your sequence, the held-back file for a later round, and the per-domain counts.
Example
- You enter
- 8 leads with job titles: 4 at
northwind.example(Marketing Coordinator, VP Sales, Founder & CEO, Account Executive), 2 atcontoso.example, 1 atadatum.exampleand 1 Gmail address, keeping 2 per company. - You get
- 6 kept: the Founder & CEO and the VP Sales at Northwind, both Contoso contacts, the Adatum contact and the Gmail address (personal mail isn't grouped). The other 2 Northwind rows are held back; 3 company domains counted.
- Limits
- Runs in your browser with no row cap; an uploaded file can be up to 25 MB.
How many people should I email at the same company?
Usually one to three per campaign, with the rest saved for a later round, because colleagues compare notes and a whole team getting the same pitch reads as spam to them and to their mail filter. The right number depends on deal size: a large account can justify more people, spread over time.
Whatever the number, pick the people deliberately. With a title column, this tool keeps the titles that match the earliest keyword in your list first, then falls back to the order of the file.
How do I count how many contacts I have per company in Excel?
Add a domain column with =TEXTAFTER(A2,"@"), then =COUNTIF(D:D,D2) next to each row, or a pivot table on the domain column. Keeping only the top N per company in Excel needs a rank inside each group, such as =COUNTIFS(D$2:D2,D2) copied down after sorting, and a filter on it.
This tool does the grouping, ranking and splitting in one step, and leaves Gmail, Outlook.com, Yahoo and other personal mail ungrouped, since thousands of unrelated people share them.
Why do domains with many rows need a closer look?
A domain with dozens of rows in a bought or scraped list is often a catch-all domain, one that accepts mail for every address, which lets made-up addresses into lists unnoticed. Every row at such a domain looks deliverable until messages bounce later or go unread. Domains with 10 or more rows are flagged here; our guide to catch-all emails covers what to do with them.
Several bounces from one company at once are also a common sign of a list problem rather than a domain problem.
Is this faster than COUNTIF in Excel?
| This tool | Excel or Sheets | |
|---|---|---|
| Rows per domain | Yes | COUNTIF or a pivot table |
| Keep top N per domain | One step | Sort, COUNTIFS rank, filter |
| Rank by job title | Keyword order | A lookup table per keyword |
| Personal mail left ungrouped | Yes | Manual |
Who uses this tool, and for what?
- Cold emailers
- Cut a 40-people-per-company Apollo export to the top two decision makers at each account before it goes into a sequence.
- Agencies
- Keep one campaign from hitting a client's prospect's whole team, and keep the held-back contacts for a second wave.
- SDR teams
- Split accounts fairly: keep the top N per domain for this month and leave the rest for next.
- Recruiters
- Limit how many people at one employer get the same role outreach.
What can’t this tool tell you?
- Companies are grouped by email domain; a company with several domains counts once per domain, and two companies can't share one.
- Title ranking is keyword matching; it can't tell a VP of a big company from a VP of a tiny one.
- It doesn't check whether any address exists, or whether a domain is catch-all; it only flags domains with many rows.
- Repeated addresses aren't merged.
Common questions
- How do I remove extra contacts from the same company?
- Set the number to keep per company here, paste the list and press Limit. The extras go into a held-back file instead of being deleted.
- Which contacts are kept?
- With a title column, the ones whose title matches the earliest keyword in your list (founder, CEO, owner… by default); without one, the first rows in the file.
- Are Gmail and Outlook addresses grouped?
- No. Personal mail domains are never treated as one company, so every Gmail or Outlook.com row is kept.
- Does it remove duplicates?
- No. A repeated address is counted twice; run remove duplicate emails first.
- Is my list uploaded?
- No. Grouping happens in your browser and nothing is sent anywhere unless you choose to check the kept addresses afterwards.
Sources
A tidy list can still be full of dead addresses.
Extracting, deduplicating and syntax checks all work on the text of an address. None of them can tell whether the mailbox exists. Only the server that hosts it can answer that, through an SMTP check, and that is what the paid product does.
- Upload the cleaned file as it is: CSVs up to 100,000 rows
- A real SMTP mailbox check on every row, with catch-all detection
- Small list? Starter at $9/mo covers 2,500 emails a month, cancel anytime
Plans from $9 a month, cancel anytime, no contract. Sign in with Google and your first 100 email checks are free, no card. The free tools stay free either way.