Use case · SimpleVerifier Team
Cleaning email addresses in your CRM
A CRM collects addresses from every form, import, integration and sales rep for years. Clean it by exporting contacts with their record IDs, verifying every email, and importing the result back as a contact property, so sequences, workflows and marketing sends can filter on it. Invalid contacts lose email eligibility; the record and history stay.
The point of a CRM cleanup is not a smaller database. It is a status field you can trust, sitting on every record, that the rest of your tools can read.
What accumulates in a CRM
Imports nobody remembers
Trade-show lists, old purchased lists and a past rep's spreadsheet all end up in the CRM with no source recorded. They look like any other contact until a campaign bounces.
Bounced contacts stay blocked in HubSpot
HubSpot stops sending marketing email to a contact that has hard-bounced. Finding and fixing those records before they bounce keeps both the contact and your account's bounce rate healthy. The steps are in cleaning HubSpot contacts.
Paying for contacts you can't email
HubSpot lets you set contacts as non-marketing, which affects what you are billed for. Invalid addresses are the obvious first candidates.
Phone fields in every format
Reps type numbers as they hear them: with and without country codes, spaces, brackets and extensions. Dialers and SMS tools need E.164.
The export, verify, write-back loop
Verify the file as it is
Every CRM column comes back in the results, record ID included. A phone column gets E.164, country and line type in the same pass.
Import status back as a property
Create an email status property (valid, risky, invalid) and a verified date, and update records by ID. Don't create new contacts on import.
Use the property everywhere
Exclude invalid from sequences and marketing lists, set them non-marketing where your CRM bills by marketing contact, and send risky only to engaged contacts.
Repeat quarterly, or verify at entry
A Google Sheets add-on or the API on form intake keeps new records clean between cleanups.
What the status property should drive
| Result | What to do | Why |
|---|---|---|
| valid | Eligible for all email | Confirmed mailbox. |
| risky | Eligible if engaged in the last few months | Unconfirmable, not proven dead. |
| invalid | Excluded from email; set non-marketing | Keep the record and its deal history. |
Common questions
- Do I need to reformat my CRM export before verifying it?
- No. The email column is found by its header or contents, and every other column, including the record ID, is kept in the results for re-import.
- Should I delete contacts with invalid emails?
- Usually not. Keep the record, its activity and deal history, and exclude it from email. Deleting loses context a rep may need later.
- Can I clean phone numbers in the same pass?
- Yes. If the export has a phone column, numbers come back in E.164 with country and plan-based line type. Live carrier lookups are on Email + Phone.
Clean your CRM
Pro is $29.99 a month with no cap on verifications: CSV uploads, the API, the Google Sheets add-on and the email finder are all included. Cancel any time.
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