--- title: "Duplicates gone, records complete" description: "Data cleansing services that remove duplicates, standardize formats and fill gaps in your records so reports agree. Ask about scoping your file." url: https://assistbpo.com/services/data-cleansing/ updated: 2026-09-21 publisher: AssistBPO (SS Support Network LLC) language: en-US --- # Duplicates gone, records complete AssistBPO's data cleansing services put a named specialist on your CRM, mailing list or product database to find duplicates, fix formats, fill gaps and retire dead records, then keep it that way with a weekly hygiene routine. You get a before-and-after count for every rule applied, and a person who knows why each record looks the way it does. - Named assistant plus backup - Your hours - Data & back office [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) In short - Dedupe, standardize, enrich and archive, with a count for every rule - One named specialist who then runs the weekly hygiene routine - Works inside HubSpot, Salesforce, Zoho, Pipedrive, Sheets and Airtable ## What is data cleansing? Data cleansing is the process of finding and fixing wrong, incomplete, duplicated or out-of-date records in a database, CRM or spreadsheet. It covers merging duplicates, standardizing names, phone numbers, addresses and job titles, filling missing fields from reliable sources, removing bounced emails and dead contacts, and documenting the rules so the same problems do not creep back. Updated September 2026 · Reviewed by [Issabela Masters](https://assistbpo.com/team/issabela-masters/) [The role behind it **Hire a remote data entry specialist** Forms, invoices, records and spreadsheets entered and checked in your systems](https://assistbpo.com/roles/data-entry-specialist/) ## Who is the data cleansing desk for? **Sales teams with a tired CRM** : Years of imports, three reps' naming habits and two lost campaigns later, the pipeline report cannot be trusted. We merge, standardize and tag so the dashboard means something again. **Marketing teams and email senders** : Bounces, role addresses and duplicates dragging down deliverability in Mailchimp, Klaviyo or ActiveCampaign. We clean the list, segment it and keep the suppression rules current. **E-commerce and product teams** : Product catalogs with inconsistent attributes, missing images and variant sprawl across Shopify and marketplaces, brought into one clean structure. **Firms about to migrate** : Anyone moving to a new CRM, practice system or ERP. Cleaning before the move is faster and cheaper than cleaning inside the new system afterwards. ## What does the data cleansing service include? These 12 tasks are what AssistBPO's data cleansing desk handles as standard for an operations manager. - Duplicate detection and merge with a rule for which record wins - Names, phone numbers, addresses and titles standardized to one format - Missing company, industry, size and location fields filled from reliable sources - Email verification and removal of bounced, role and disposable addresses - Inactive and dead records archived, not deleted, with a reason tag - Owner, lifecycle stage and segment fields corrected against your rules - Product attributes, categories and variants aligned across channels - Consent and do-not-contact flags preserved through every merge - Before-and-after counts for every rule applied - A written data dictionary and hygiene rules for your team - Weekly hygiene routine once the initial cleanse is done - End-of-day report with records touched and exceptions raised ## Deliverables and KPIs AssistBPO reports 6 measures on the data cleansing desk: what lands on your desk, what we count, and how often you see the number. | Deliverable | KPI we report | Cadence | | --- | --- | --- | | Duplicate rate | Duplicate records as a share of the database, before and after | Per project, then monthly | | Field completeness | Share of records with every required field filled | Weekly review | | Email deliverability | Bounce rate on the next send | Per campaign | | Standardization | Records matching the agreed format per field | Weekly | | Hygiene routine | New duplicates and gaps caught within the week | Weekly | | QA scorecard | Merge accuracy, enrichment accuracy, rule adherence | Monthly | KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page. ## How does the data cleansing desk work? 1. ### Match A 20-minute discovery call and an export or read-only look at the database. Within 72 hours we propose a named specialist with experience in your CRM or platform, a trained backup, and a first estimate of duplicate and gap rates. 2. ### Onboard We agree the rules together: which record wins a merge, the formats for each field, which sources are allowed for enrichment and what gets archived. A pilot on 500 records is reviewed with you before the full cleanse runs. 3. ### Daily rhythm Your specialist works through the database in segments, logs every merge and change, raises anything ambiguous in an exceptions sheet and sends an end-of-day report with counts touched, counts fixed and questions for you. 4. ### Weekly review 20 minutes with the team lead: progress against the plan, before-and-after metrics, rule changes and what the hygiene routine will look like once the cleanse is done. The team lead audits a sample of merges monthly on the QA scorecard. ## Hours, coverage and models AssistBPO staffs the data cleansing desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices. Large cleanses can run overnight so your team never sees a half-merged record during the day. - Project cleanse with a fixed scope, a record count and a finish date - Dedicated specialist, 80 or 160 hours a month, for ongoing hygiene and enrichment - Team pod for databases above a few hundred thousand records See what is staffed in your zone on the [coverage clock](https://assistbpo.com/how-it-works/#coverage). ## Tools we work in - [HubSpot](https://assistbpo.com/software/hubspot/) - [Salesforce](https://assistbpo.com/software/salesforce/) - [Zoho CRM](https://assistbpo.com/software/zoho-crm/) - [Pipedrive](https://assistbpo.com/software/pipedrive/) - [GoHighLevel](https://assistbpo.com/software/gohighlevel/) - [Mailchimp](https://assistbpo.com/software/mailchimp/) - [Klaviyo](https://assistbpo.com/software/klaviyo/) - [Google Workspace](https://assistbpo.com/software/google-workspace/) - [Airtable](https://assistbpo.com/software/airtable/) - [Shopify](https://assistbpo.com/software/shopify/) [See all 80 tools we work in](https://assistbpo.com/software/) ## What are the terms on the data cleansing desk? The card, the contract terms and the data cleansing desk's own numbers, in one place. | Specification | What you get | | --- | --- | | Focus, 20 hours a week | $800 a month, 80 hours | | Dedicated, 40 hours a week | $1,600 a month, 160 hours | | Managed Pod, three seats or more | From $4,800 a month | | Evening, weekend or overnight cover | Tier rate plus 20 percent | | Desk | [Data & back-office desk](https://assistbpo.com/services/desks/data-back-office/) | | Standard schedule | Project cleanse with a fixed scope, a record count and a finish date | | Coverage | US, UK, Canadian and Australian business hours from the group's two offices. | | Tools | 10 platforms, including HubSpot, Salesforce, Zoho CRM | | KPIs reported | 6 measures: weekly, monthly, per project | | Setup fee | None | | Minimum term | Month to month, no lock-in | | Notice | 30 days, to stop or to change hours | | If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge | | Continuity | One named assistant, one named backup, one team lead | | Who does the work | Employed by SS Support Network LLC, never freelancers or contractors | These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. [The rate card](https://assistbpo.com/pricing/) carries the other currencies, the add-ons and the six things that move a plan off it. ## How much does data cleansing cost? Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day. ### What moves the plan 1. Hours a week and whether the desk is dedicated or shared 2. Phones: live answering needs a receptionist profile and a backup 3. Coverage zone: business hours, after-hours, weekends or 24/7 4. Tools and access to set up 5. One person or a pod with a lead ### What the market publishes Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices. | Market | Published range | Source | | --- | --- | --- | | United States | Offshore managed assistants $7 to $15 an hour, or $640 to $2,400 a month full-time; US virtual assistants average $19.45 an hour on PayScale and $27.15 on Indeed | Wishup 2026 Industry Report; PayScale and Indeed via Wishup, Marblism and Cherry Assistant, 2026 | | United Kingdom | UK-based VAs £25 to £45 an hour, PayScale employed average £15.33 an hour; offshore full-time £900 to £2,000 a month | PayScale UK, SVA surveys and UK agency pricing pages, 2026 | | Australia | Offshore managed staff A$8 to A$35 an hour; onshore VAs A$39.90 to A$65 an hour; agency retainers A$800 to A$3,000 a month | Virtual Coworker, DotVA and Smart Staffing published pricing, 2026 | [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [How we build a plan](https://assistbpo.com/pricing/) ## Data cleansing for your industry - [SaaS & startups](https://assistbpo.com/industries/saas-startups/) - [Marketing agencies](https://assistbpo.com/industries/marketing-agencies/) - [E-commerce brands](https://assistbpo.com/industries/ecommerce/) - [Real estate agents & teams](https://assistbpo.com/industries/real-estate/) - [Recruiting & staffing agencies](https://assistbpo.com/industries/recruiting-agencies/) - [Financial advisors & wealth firms](https://assistbpo.com/industries/financial-advisors/) - [Nonprofits & churches](https://assistbpo.com/industries/nonprofits/) - [Insurance agencies](https://assistbpo.com/industries/insurance/) - [All industries](https://assistbpo.com/industries/) ## Security and compliance 1. Background-checked, employed specialists under NDA; never freelancers 2. Read and edit rights granted through your own CRM user with an audit trail; no exports to personal drives 3. Enrichment only from sources you approve, with consent and do-not-contact flags carried through every merge 4. Managed devices with MFA, no local storage and monitored access 5. UK GDPR, PIPEDA and Privacy Act processing terms on request; HIPAA-trained staff and a BAA for patient lists Full control list on the [security page](https://assistbpo.com/security/) and country rules for calls, texts and email on the [compliance page](https://assistbpo.com/compliance/). Certifications are listed only when held. ## Country rules for this service AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. [Country rules](https://assistbpo.com/compliance/). - US: CAN-SPAM opt-outs and TCPA do-not-call flags survive every merge and re-import - UK and Canada: PECR and CASL consent records are treated as protected fields and never overwritten by enrichment - Australia: Spam Act consent and Do Not Call Register status preserved and documented in the data dictionary ## Frequently asked questions ### How much do data cleansing services cost? Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, offshore managed assistants are published at $7 to $15 an hour or $640 to $2,400 a month full-time, against a PayScale average of $19.45 an hour for US virtual assistants (Wishup 2026). A cleanse is usually quoted as a project with a record count and a finish date, then a smaller monthly block of hours keeps the database clean. ### How do you decide which duplicate record survives a merge? You do, once, in the rules session. Typical rules: the record with the most recent activity wins, the older created date is kept, the owner with the open deal keeps ownership, and every non-empty field from the losing record is preserved. The specialist logs each merge with both record IDs so any merge can be reviewed or reversed where your CRM supports it. ### Where does enrichment data come from? Only from sources you approve: your own systems first, then company websites, public registries and licensed enrichment tools you already pay for. We do not scrape personal data from social profiles into your CRM, and we keep consent and marketing-status flags exactly as they were. Every enriched field is tagged with its source and date. ### Can you clean a mailing list before a campaign? Yes. We verify addresses, remove bounces, role addresses and obvious disposables, merge duplicates across lists, apply your suppression rules and segment the result. Under CAN-SPAM, PECR, CASL and the Spam Act the consent status is never widened by a cleanse, so anyone who opted out stays out. You get a before-and-after count and a short note on what was removed and why, so the next send goes to people who can actually receive it. ### Will the CRM be unusable while you work? No. The specialist works in segments, by owner, region or lifecycle stage, and can run the heavier merge batches outside your business hours. Your team keeps working; they just notice fewer duplicates in search and cleaner reports each Monday. Merges are logged as they happen, so if a rep spots something odd on a record they can ask and get an answer the same day. ### What happens after the cleanse? The same specialist runs a weekly hygiene routine: new duplicates from web forms and imports, missing fields on new records, bounced emails and stale owners. It usually takes a few hours a week on a part-time schedule. The data dictionary and rules stay with you either way. If your team grows or a new lead source appears, the rules are updated in the weekly review rather than discovered as a mess six months later. ### Which platforms do you work in? HubSpot, Salesforce, Zoho CRM, Pipedrive, GoHighLevel, Follow Up Boss, Mailchimp, Klaviyo, ActiveCampaign, Airtable, Google Sheets and Excel, Shopify and marketplace catalogs, plus practice and property systems. If the platform has an import, export and merge function, the specialist can work in it. Where a platform lacks a native merge tool, we export, clean in Sheets with a documented process and re-import with a tag so every changed record can be traced. ### Is the person doing the cleanse an employee or a freelancer? An employee of the group, background-checked and under NDA, with a trained backup and a team lead. The person stays with you through the project and into the hygiene routine, so the rules they learned in week one are still applied in month six. Because the person is managed by the group, you never re-brief a stranger or lose the data dictionary when a contract ends; the knowledge stays on the desk. Still deciding A 20-minute call with someone who runs data cleansing every day. No sales script, and you keep the notes. [Book a 20-minute call](https://assistbpo.com/book-a-call/) [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) Next step ## Your desk, staffed. Wherever you are. Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/). - A named assistant proposed within 72 hours - Employed, screened and managed staff, never freelancers - Your hours, your tools, your data --- Source: https://assistbpo.com/services/data-cleansing/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt