How-to
    Core Workflows

    Merge duplicate client records

    Learn how to combine two duplicate client records into a single, primary record to keep your client list clean and your reporting accurate.

    4 min read
    Updated June 3, 2026

    This guide explains how to merge two duplicate client records into one. Merging clients keeps your data tidy and ensures a client's entire history appears in a single, accurate record.

    Duplicate clients can happen when a staff member creates a new record instead of finding an existing one, or a client uses a different email on a form. Merging these duplicates consolidates their history, making your reporting more accurate and your client list easier to manage.

    Before you start

    • You need Administrator permissions to merge clients.
    • Merging is a permanent action. You cannot undo a merge.

    Select clients to merge

    1. From the main navigation, go to Clients.
    2. Find the two duplicate client records in your list. You can use the search bar to help locate them.
    3. Select the checkboxes next to the two clients you want to merge.
    4. A new action menu appears at the top of the client list. Click Merge.

    Complete the merge

    After you select two clients and click Merge, you are taken to the merge confirmation page. Here you decide which information to keep.

    1. On the Merge Clients page, review the two clients side-by-side.
    2. First, choose which record to keep as the primary record. Click the radio button above the client name you want to keep. All historical data, like jobs and invoices, will be moved to this client.
    3. For each field shown (e.g., Company Name, Email, Billing Address), select the radio button for the value you want to keep in the final, merged record. You can mix and match details from both clients.
    4. Review all your selections carefully.
    5. At the bottom of the page, type MERGE into the confirmation box to confirm you understand the action is permanent.
    6. Click the Merge Clients button.

    ⚠️ Heads up: Merging is permanent and cannot be undone. All jobs, invoices, payments, and notes from the secondary client are reassigned to the primary client. The secondary client record is permanently deleted.

    Good to know

    • You can only merge two clients at a time. If you have three or more duplicates for the same client, first merge two, and then merge the resulting record with the third.
    • When merging, all historical data is combined. All notes from both client records will appear on the merged client's activity feed, sorted by date. No job or financial data is lost.
    • The client record you do not select as primary is permanently deleted after the merge is complete.
    • If your clients are connected to a third-party accounting integration, the merge will be reflected there on the next sync.

    What's next

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