Database validation and cleanup means validating, deduplicating, and normalizing emails and phones in your CRM or file. VivaCoding standardizes formats, merges duplicates, and flags invalid records — without buying third-party lists or “reviving” unlawfully obtained contacts.
Key takeaways
- We only process the client’s list (CRM, CSV, Excel).
- Email: syntax, domain typos, disposable, bounce risk.
- Phones: E.164, carrier/region where available, dedupe on normalized numbers.
Why cleanup matters
A dirty CRM creates a fake funnel: sales call garbage numbers, campaigns hit bounce rates above 2–5%, and domain reputation suffers. Cleanup is a prerequisite for email marketing and attribution — not spreadsheet cosmetics.
What is included
- Phone normalization (+country…), splitting multiple numbers in one cell.
- Email normalization, domain-typo flags, role-based (info@), disposable flags.
- Dedupe rules: email / phone / tax ID + name; golden record.
- Report: % valid, risky, duplicates; soft/hard bounce guidance.
- Optional: CRM inbound validation so dirt does not return.
Before/after metrics (targets)
| Metric | Problem | Target after cleanup |
|---|---|---|
| Hard bounce (email) | >5% | <1–2% |
| Contact duplicates | Visible in CRM search | Merge rule + report |
| Phones without one format | Dialer failures | E.164 / CRM mask |
When it fits
- Before launching or restarting campaigns.
- After merging several CRMs or files.
- High bounce, complaints, or “cannot reach” rates.
When it does not
We do not validate or “revive” lists obtained without consent, and we do not help bypass spam filters on third-party dumps. For lawful list growth see data collection.
How we work
- NDA and sample / full export as agreed.
- Normalization and dedupe rules.
- Run, report, resolve contested merges.
- Write-back to CRM or a clean file.
- Inbound validation playbook.
Related services
FAQ
Do you need CRM access?
API or a limited role is best. CSV export works too — then your team imports the cleaned file with our guide.
Do you ping mailboxes aggressively?
We use syntax, MX/domain heuristics, and provider validation APIs where the contract allows. Aggressive mailbox probing for third-party dumps is out of scope.
How long does cleanup take?
Tens of thousands of rows: usually a few days to 1–2 weeks including merge-rule approval. Millions of rows need a separate estimate.