CUSTOMER RECORD RECONCILIATION · Workflow idea
Compare customer details in a sales record system and a customer database. Find possible missing records and differences in names, phone numbers, or email addresses, then ask a record owner to verify which details should be kept before either system is changed.
01 / The starting point
A customer record newly added or updated in either of the selected record systems
“Compare records in both directions, identify possible additions and conflicting details, and prepare proposed changes for an authorized person to review.”
02 / The work
Helps teams keep sales and customer records consistent while making uncertainty visible before information is changed.
Collect the customer details in scope from the sales record system and the connected database.
Compare available identity details and hold ambiguous matches for a person rather than combining them automatically.
Flag records present in only one place and differences in name, phone number, or email address.
Show the values and their available update history so a record owner can verify the appropriate source.
Require an authorized person to approve the exact record addition or field update before either system is changed.
03 / The result
A reconciliation list showing possible missing records and field differences, with no cross-system change made until it is approved.
Reviews & approvals · Example outcome
A reconciliation list showing possible missing records and field differences, with no cross-system change made until it is approved.
Similar details may belong to different people, and the most recently changed value is not always correct. Verify identity, source, and field history; require a record owner to approve each addition or update in either system.
04 / Make it yours
A few choices shape the work around your team.
Select the customer records in scope and confirm which name, phone, email, and identity fields should be compared.
Define how possible matches are identified and how reviewers interpret different values and update times.
Name who resolves ambiguous matches and who may approve an addition or update in each system.
Use safe examples for records found in one source, clear matches, and conflicting details; verify changes remain pending approval.
Keep exploring
Compare recently changed customer and support records across HubSpot and Zendesk, with a person verifying proposed updates before records change.