When you’re juggling a million priorities, the last thing you need is to spend more time on something that should already be automatic — like figuring out where your leads actually came from and whether they belong in your CRM.

That was the exact problem I solved with a five-Zap automation system that now pulls, cleans, matches, and emails weekly lead data from multiple sources — completely hands off. Here’s how I built it.

🚧 The Problem: Disconnected Data, Manual Matching

Our client was getting leads from multiple sources:

• CallTrackingMetrics (CTM) for call tracking and forms
• Notion as the CRM

Every week, someone had to manually cross-reference these lists to figure out which raw leads matched CRM records. It was tedious, time-consuming, and ripe for human error.

Time wasted weekly: 2–3 hours

Morale level: Low. Swearing level: High.

⚙️ The Solution: A Multi-Layer Zapier Automation Workflow

In just two hours, I built and tested a five-part Zapier automation that now does all the heavy lifting:

1. Website → CTM

Website leads are captured in real time and pushed to CallTrackingMetrics via webhook.

2. Notion → Google Sheet (Tab 1)

As qualified leads are added into Notion, they’re immediately sent into a Google Sheet as structured CRM records.

3. CTM → Google Sheet (Tab 2)

Calls and form submissions (raw leads) are pulled into a second tab in the same sheet.

4. Cross-Reference by Phone Number

Zapier compares both tabs, and if a phone number matches, it creates a new row in Tab 3 (Matched Leads), pulling key fields from both records:

• Name
• Email
• Phone
• Source
• Date

5. Weekly Email Report

Every week, the system pulls only new matches from the last 7 days and sends a beautifully formatted HTML email with a lead summary to the designated recipient (in this case, Abbi). The email includes:

• Total matched leads
• Tabular lead data
• Source attribution
• Clean formatting for easy reading

 

🧠Why This Matters

Manually matching these leads used to take hours. Now? It’s done in the background — accurate, clean, and on schedule.

🕒 Time Saved: 2–3 hours/week

🧩 Clarity Gained: 100%

😌 Stress Reduced: Immeasurable

✨ Final Thoughts

This is the kind of automation that looks small on paper — but adds massive value. It keeps teams focused on what actually moves the needle, not just cleaning up data behind the scenes.

Want your marketing ops to run like this? You need someone who doesn’t just know tools — but knows how to think in systems.

And yes, I am that someone.