In short
- Export every lead from your CRM and from every lead source, and match them on email and phone.
- Send recent missing leads to sales, and re-qualify older ones by email first.
- Map every form, call and chat straight into the CRM, with the source on the lead.
- Add alerts and automation so a new lead reaches a rep, not just an inbox.
The leads nobody knew about
A new client's website used four different form builders: Caldera Forms, Gravity Forms, Sumo and Contact Form 7. One of them, a Sumo exit pop-up, was collecting leads into Sumo and nowhere else.
Those leads were the same quality as the rest. They were not sent to the CRM, so the sales team did not see them. The gap had gone unnoticed by two marketing teams.
We moved every form to Gravity Forms and connected it to the client's CRM, Velocify, so every form lead now lands where sales works.
Ask yourself
- Do you know where every one of your inbound leads is?
- Is each one being called?
- Is each one nurtured if it does not buy right away?
It sounds obvious, and it still happens. A form emails staff who left the company. A form is not connected to the CRM. A missed call lives only on someone's cell phone.
How to find leads that did not reach sales
Export the CRM
Export every lead from your CRM, with email and phone number.
Export every source
Export every lead from each tool visitors use to reach you: form builders, pop-up tools, chat, and your phone or call tracking system.
Match them
In Excel or Google Sheets, use VLOOKUP or XLOOKUP to look up each source lead's email and phone in the CRM export.
List the gaps
Every #N/A is a lead missing from the CRM. Group them by source to see which tool is not connected.
Win the missing leads back
These people did not hear from your team, so your first contact is your first impression.
- Recent leads: add them to the CRM for the sales team to call. They are still fresh enough for a call.
- Leads older than your buying cycle: send them an email first to remind them who you are and re-qualify them.
- Send only re-qualified leads to the reps. Handing out cold, unqualified leads wastes their time and hurts morale.
Talk through your project
A free call about your integration, your CRM or whatever you are stuck on. Honest advice, even if you never hire us. No obligation.
Make sure every lead reaches sales
Map every lead into the CRM
Connect each form, call and chat straight to the CRM, with Zapier or a direct integration. Store the landing page and referring site for the first visit and the converting visit. That gives you a view of the lead's journey, and the data for offline conversions in Google Ads, Microsoft Ads and Meta.
Email alerts
Send new leads to the sales team and managers by email. Your form builder or call tracking tool may have email alerts built in, and Zapier can cover chats and other sources.
Text alerts
For small teams, send an SMS with the lead details to the reps' phones through Zapier or Twilio, so they can call right away. This works for forms, missed calls and chats.
Automation
For bigger teams or longer processes: auto-assignment by rep, dialers for forms and missed calls, drip emails, lead scoring and aging rules, and email and text templates for reps.
Automate what repeats, and template what you can. Keep room for the rep's judgment, because not every follow-up should be automatic.
If you pre-qualify leads before they reach sales, that is fine. Just make sure every lead that passes reaches the sales team.
Get every lead source connected
This is what we do: connect forms, chats, call tracking and texting to Salesforce, Zoho CRM, Pipedrive and other CRMs, with the source on every lead and alerts when something breaks.
If you are not sure every lead is reaching your team, book a free call. We will look at your lead sources and your CRM, give you honest advice, and there is no obligation.
Want help with this?
Book a free call about your CRM, integrations or reporting, or map your systems first with our free tech stack diagram builder.