Lead Automation for Shleppers - Make.com | Gmail Pub/Sub | DialPad | Sheets | PhoneBurner

Background

Client: Shleppers Moving & Storage
Freelancer: Justin Adamski, a specialized software developer with extensive experience in integration and automation solutions.

Objectives

1. Initial Project: Build a robust email parsing system to process leads from various providers, from gmail, store data in a database, and send relevant information to PhoneBurner (PB).
2. Subsequent Additions: Integrate DialPad into the existing automation system to send automated messages to new leads.
3. Optimizing the workflow by reducing operational costs using Pub/Sub methods for real-time email processing.
4. Handling various API integrations and transitions, including from a legacy CRM to a new system called SmartMoving.

Client Information

Shleppers Moving & Storage is a leading moving company in California, aiming to enhance its operational efficiency through automation. They seek to quickly respond to leads, minimize manual tasks, and ensure seamless communication with clients.

Freelancer Information

Justin Adamski excels in developing automation solutions with platforms such as Make.com, n8n, and Zapier. His expertise includes complex integration tasks that simplify business processes.

Project Objectives and Key Challenges

Main Objectives:

1. Create an email parsing system to process leads and send information to PhoneBurner.
2. Integrate DialPad for automated texting to new leads.
3. Implement Pub/Sub to optimize operational costs and achieve real-time email processing.
4. Transition seamlessly from the old CRM (SeamlessMove) to the new CRM (SmartMoving) without disrupting operations.

Key Challenges:

1. Ensuring no duplication of contacts in DialPad.
2. Maintaining real-time response without system overload.
3. Managing multiple API integrations and handling conflicts.
4. Transitioning CRM systems smoothly while maintaining data integrity.

Tools and Platforms Used

1. Make.com: For building and executing automation scenarios.
2. DialPad: For managing phone communications and SMS.
3. Google Sheets: For data storage and easy visualization.
4. GPT-4o: For parsing and extracting complex data from emails.
5. Pub/Sub Email Subscription: To trigger automation in real time upon email receipt.

Implementation Timeline and Workflow

Phase 1: Email Parsing System:

1. Initial Setup:
   • Capture leads from various email providers using Make.com.
   • Parse lead information with GPT-4o for dynamic data extraction.
   • Store parsed data in Google Sheets.
   • Send data to PhoneBurner via API.
2. Challenges:
   • Handling different email formats for data consistency.
   • Managing API limits and ensuring seamless lead transfer to PB.

Phase 2: DialPad Integration:

1. Integrating DialPad:
   • Set up DialPad API to handle new contacts and send automated messages.
   • Ensure messages are personalized.
   • Avoid duplication by checking existing contacts.
2. Optimization:
   • Implement a Pub/Sub system to trigger automation only when new emails are received, reducing operational costs.

Phase 3: CRM Transition and Optimization:

1. Transition from SeamlessMove to SmartMoving:
   • Ensure both systems receive leads without conflicts.
   • Disable redundant workflows in Make.com to avoid API conflicts.
2. Further Enhancements:
   • Added real-time response for leads.
   • Integrated Google Address Validation API for accurate address capture.

Final Workflow:

1. Lead Capture and Parsing:
   • Monitor incoming emails, parse with GPT-4o, store in Google Sheets.
   • Send parsed data to PhoneBurner and DialPad.
2. Automated SMS:
   • Send personalized SMS to new leads using DialPad.
   • Log errors and handle duplicates gracefully.
3. Optimization with Pub/Sub:
   • Trigger automation instantly when new emails are received.
   • Reduce costs and improve efficiency.

Challenges and Solutions

1. Handling Different Email Formats:
   • Solution: Used GPT-4o for flexible data parsing.
2. Avoiding Duplicate Contacts in DialPad:
   • Solution: Implemented checks for existing contacts using unique identifiers.
3. Transitioning to New CRM:
   • Solution: Dual-sync setup to ensure smooth transition and maintain lead integrity.
4. Managing High Operational Load:
   • Solution: Implemented Pub/Sub to reduce redundant API calls.

Outcome

• Efficiency: Enhanced lead response time and significantly reduced manual tasks.
• Reliability: Smooth transition to a new CRM, ensuring data integrity.
• Cost Savings: Optimized workflows to reduce operational costs.

Client Feedback

“Justin’s solutions have significantly transformed our operations. The real-time response is incredible, and the integration is seamless. We couldn’t be happier with the results.” – Michael Friedland

Freelancer’s Insights

“This project was a testament to the importance of flexible and adaptive automation. The integration of diverse tools and the continuous optimization of workflows were key to success.” – Justin Adamski

The Shleppers Moving & Storage project highlights the transformative power of tailored automation solutions. By integrating DialPad and optimizing email workflows, Justin Adamski facilitated a significant improvement in the company’s lead management and customer engagement processes. The project’s success is a testament to the collaboration between Shleppers Moving & Storage and Justin Adamski, paving the way for future enhancements.

For ongoing and new project inquiries, feel free to contact Justin Adamski at [email protected] or upwork.com/freelancers/justinadamski.