Customers
Find and merge duplicates
One person, one record.
The problemThe same customer entered twice splits their bookings, invoices and conversations across two records.
The resultHeyva suggests likely duplicates, shows exactly what would move, and merges them without losing history.
What you can do
- See pairs of customers that share an email, a phone number, or a very similar name with the same company email or phone
- Choose which record to keep and swap the two if needed
- Review the merged record field by field and take the other record's value where you prefer it
- See how many bookings, invoices, files and conversations will move before you confirm
- Resume a merge that stopped part way
Who can use it
Owners and Admins can use this.
Merging needs permission to delete customers, with reach over the whole business. Out of the box that is Owners and Admins. The Find duplicates button does not appear for other roles.
Ask Heyva AI
Are there duplicate customers?
Show what merging these two customers would move
Questions
How does Heyva decide two customers might be the same?
They share the same email address, the same phone number, or a very similar name together with the same company email domain or the same phone. Each pair gets a match score from 0 to 100.
What happens to the record I merge in?
It is kept and marked as merged, never deleted. Its bookings, invoices, quotes, contracts, properties, leads, tickets, documents and conversations are re-pointed at the record you keep.
Do old invoices change?
No. An issued invoice keeps the name and address it was issued with. Only its link to the customer moves.
Which values end up on the merged record?
The kept record's value stays unless you take the other one; where the kept record is empty it takes the other's. Notes are joined and tags are combined.
Can two customers from different businesses be merged?
No. Both must belong to the same business, and neither may have an account-deletion request.
What if the merge fails part way?
It is reported as failed and nothing is hidden. Run the same merge again and it resumes from the step that failed.
In more detail
A merge is a deliberate step. Heyva only suggests; a person always chooses which record stays.
For AI agents
Heyva AI and connected assistants can do this with these tools:
heyva_suggest_duplicate_customersheyva_preview_customer_mergeheyva_merge_customers