Spot and fix stale HubSpot contacts before they bounce

Build me a contact health console for our HubSpot database. Roughly a third of B2B contact data goes stale every year, mostly because people change jobs, and today we only find out when an email bounces. I want one screen where I can see which contacts are decaying, fix them one at a time or in bulk, and approve every change before it reaches the CRM. The audience is me and my RevOps team running a hygiene pass every quarter, not developers.

The app opens on a table of HubSpot contacts ranked by decay risk, highest first. Load the table with HubSpot Search Contacts when filters or sorting are applied, and HubSpot List Contacts for plain unfiltered browsing, paging through results rather than pulling the whole database into the browser. Columns: name, job title, company, current email address, email status from the most recent verification, last verified date, contact owner, lifecycle stage, and the decay risk score itself.

Compute decay risk server side from how long it has been since the contact was last verified against a 90 day baseline, the last known email status, whether the record carries a bounce or unsubscribe flag, and how long since the last recorded engagement. Contacts that have never been verified rank as the highest risk. Show a short plain-English explanation of the score when I hover or open the row, so I can see why something floated to the top.

Filters across the top: contact owner, populated from HubSpot List Owners so I get real names rather than IDs; lifecycle stage; and a toggle for anyone not verified in the last 90 days. Add a free text search across name, company and email. Push these down into HubSpot Search Contacts filter groups wherever the filter maps to a contact property, so the table stays fast on a large database.

Every row has two one-click actions. Verify runs Findymail Verify Email on the contact's current address and shows whether it is deliverable, risky or undeliverable along with the email provider, and stamps a verified-at time. Find current email runs Findymail Find Email by Name using the contact's full name and their company domain, and returns a candidate address. Neither action writes to HubSpot on its own. Results land in a pending changes panel on the row with Accept and Discard buttons.

Accepting on a single row writes through HubSpot Update Contact with only the fields I accepted. When I select several rows and accept together, write them with HubSpot Batch Upsert Contacts in chunks of up to 100. Important: match the upsert on the HubSpot record ID, not on email, because the email address is very often the field being changed and matching on it would create duplicate contacts instead of updating the existing ones.

Persist verification results in the app's own storage keyed by contact ID, so the ranking and history survive a reload and the whole team sees the same state. If our HubSpot account has custom properties for last verified date and email status, mirror the values into HubSpot as well so the freshness is visible inside the CRM, but the app must work fine without them.

Show the Findymail finder and verifier credit balance in the header using Findymail Get Credits Balance, refreshed on load and after any run that spends credits. Verification charges a credit on every attempt whether the address turns out good or bad, so before I fire a bulk verify, work out the cost as one verifier credit per selected contact, compare it to the balance, and if the run would overspend, block it with a confirmation that states the cost, my balance and the shortfall, and offers to verify only the top N riskiest contacts that fit within the balance. Apply the same guard to bulk find-email runs against the finder credit balance.

Each row also has a Re-research this contact button that kicks off a background agent. The agent runs Findymail Reverse Email Lookup on the current address to see whether the person is still at that company and what title they hold now, then Findymail Enrich Company on the company domain to check the company is still active and has not been renamed or absorbed. If the person appears to have moved or the address looks dead, it runs Findymail Find Email by Name against the best current company domain, then Findymail Verify Email on the resulting address.

The agent writes its output back into the app rather than applying anything: a short plain-English verdict (still there, moved companies, company no longer active, or could not confirm), a note on how confident it is and what it based that on, and a concrete list of suggested field updates covering email, job title, company and lifecycle stage. Those suggestions land in the same pending changes panel on the row so I approve them exactly the way I approve a manual verify. The agent must never call HubSpot Update Contact or Batch Upsert Contacts itself. Only my Accept applies a change.

Show the agent run state per row (queued, running, done, failed) so I can kick off re-research on a handful of selected contacts and come back later. Keep verdicts and suggestions visible until I accept or dismiss them. Finally, give each contact a detail panel with its verification history: what was checked, when, what came back, and what I accepted, so the next person who opens the console can see the record has already been worked.