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: An Intelligent, Logic-Driven Automation Architecture
To streamline and optimize Dealerhive’s lead management, we built a sophisticated automation ecosystem using Make (Integromat). We moved beyond simple data transfer to implement complex business logic:
🔹 Automated Lead Capture
- Leads from Facebook Ads and website forms were captured instantly.
- The data was pushed directly into the workflow, eliminating delays.
🔹 Advanced Logic & Geo-Routing
We implemented granular filtering to ensure leads were matched perfectly.
- Geo-Fencing: Leads were routed based on strict geographic rules (e.g., assigning Alberta-generated leads only to dealers licensed in Alberta).
- Round-Robin Distribution: To ensure fairness, leads were distributed evenly between salespeople and dealerships using a custom round-robin algorithm.
🔹 Budget Control & Threshold Management
The system was designed to protect the client's budget and capacity.
- Dynamic Capping: We built a "stop-loss" feature that tracks lead volume in real-time. If a dealership hits their monthly lead cap, the system automatically pauses distribution to them, preventing over-spending or lead waste.
🔹 Instant Agent Activation (Speed-to-Lead)
- Agent Alerts: The moment a lead is assigned, the specific sales agent receives an instant Twilio SMS and Email with the lead's details.
- This reduced the "time-to-contact" gap from hours to minutes, significantly increasing conversion chances.
🔹 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.
🔹 Automated Lead Nurturing
- While the agent is notified, the lead simultaneously receives a personalized welcome email/SMS based on their specific inquiry data.
🔹 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! 🚀
