Case Study: Transforming Lead Management for Dealerhive with Make (Integromat) Automation
Client Overview
Dealerhive, a lead generation company specializing in automotive sales, was struggling with managing their growing volume of leads efficiently. Their process was manual, time-consuming, and error-prone, leading to delays in follow-ups and missed sales opportunities.
Challenges
- Leads were manually collected from Facebook Ads, website forms, and other sources, creating bottlenecks.
- Sorting and assigning leads to salespeople was inefficient and inconsistent.
- Follow-ups were delayed due to reliance on manual communication.
- Tracking budgets and lead performance required constant manual updates.
- CRM data entry was redundant, increasing workload.
- Documents and reports were scattered across different tools, causing disorganization.
Solution: A Fully Automated Lead Management Workflow
To streamline and optimize Dealerhive’s lead management, we built an intricate automation system using Make (Integromat). The key features included:
🔹 Automated Lead Capture
- Leads from Facebook Ads and website forms were captured instantly.
- The data was pushed directly into the workflow, eliminating delays.
🔹 Smart Lead Distribution
- Leads were automatically assigned to the right salesperson based on predefined criteria like location, budget, and lead source.
- No more manual sorting—every lead was directed to the right person instantly.
🔹 CRM & Data Integration
- Lead data seamlessly flowed into their CRM, removing the need for double entry.
- Integrated with Airtable and Google Sheets for real-time tracking and reporting.
🔹 Personalized Lead Nurturing
- Automated email and SMS follow-ups using Gmail and Twilio, ensuring timely engagement.
- Follow-ups were personalized based on lead behavior, increasing conversion rates.
🔹 Budget Tracking & Reporting
- Automated budget tracking categorized expenses and lead costs within the workflow.
- Insights into ROI and ad performance helped optimize marketing spend.
🔹 Document Automation
- Lead data and reports were automatically uploaded to Google Docs and Google Sheets, keeping everything accessible and well-organized.
Impact & Results
The automation transformed Dealerhive’s lead management, delivering measurable results:
✅ 80% Reduction in Manual Data Entry – Sales teams could focus on selling, not paperwork.
✅ 50% Faster Response Times – Automated follow-ups ensured leads received timely engagement.
✅ Increased Lead Conversion Rates – Smart nurturing led to more closed deals.
✅ Improved Organization & Tracking – Centralized data provided a clear view of lead performance.
✅ Better Budget Management – Automated tracking allowed for smarter ad spend decisions.
Conclusion
By automating their lead management workflow, Dealerhive overcame inefficiencies and improved their sales process dramatically. The combination of Make (Integromat), Airtable, Google Sheets, Facebook Ads, Gmail, and Twilio created a powerful, scalable system that supports their growth and success.
🔹 Need help automating your lead management? Let’s talk! 🚀
