Automate Lead Routing with Zapier

Using Zapier, you can automatically send leads from your favorite lead generation tools to Lead Router so every new opportunity is captured and routed without manual data entry. This guide walks you through creating a Zap, mapping fields, and testing the automation so your team gets leads faster and more reliably.

What you need before you start in Zapier

Before building your workflow in Zapier, make sure you have everything set up and ready to connect.

• An active Zapier account with permission to create Zaps.
• Access to your lead source app (for example, a form tool, ad platform, or CRM).
• Access to Lead Router in your workspace.
• Any required API or app connections authorized in Zapier.

Once these prerequisites are in place, you can create a Zap that listens for new leads and sends them directly into Lead Router.

Create a new Zapier automation

The first part of the process is building a Zap that will detect new leads in your chosen app.

Step 1: Start a new Zap in Zapier

1. Sign in to your Zapier account.
2. From your dashboard, click + Create and select New Zap.
3. Name your Zap so it clearly indicates it sends leads to Lead Router (for example, “Facebook Leads to Lead Router via Zapier”).

Naming your workflow clearly will make it easier for you and your team to maintain and troubleshoot it later.

Step 2: Set the trigger app in Zapier

The trigger defines when Zapier will start the automation. Typically, this is when a new lead is created in your lead source app.

1. In the Trigger section, search for and select your lead source app.
2. Choose an appropriate trigger event, such as New Lead or New Form Submission.
3. Click Continue, then connect your account for that app to Zapier if you have not already done so.
4. Follow any on-screen authentication prompts to grant access.

After the app is connected, you can configure filters or options provided by the trigger, such as selecting a specific form, campaign, or list.

Step 3: Test the trigger in Zapier

Testing ensures Zapier can retrieve a recent lead and that the data is available for mapping to Lead Router.

1. In the trigger section, click Test or Test Trigger.
2. Wait for Zapier to pull in a sample record.
3. Review the sample data to confirm it includes key details like name, email, phone number, and any other lead information you plan to use.

If no data appears, create a new test lead in your source app, then run the trigger test again in Zapier.

Add the Lead Router action in Zapier

Next, configure the action that sends the lead data into Lead Router using Zapier.

Step 4: Choose the Lead Router app as the action

1. In the Action section of your Zap, click to choose an app.
2. Search for and select the Lead Router app.
3. Choose the relevant action event, such as Create Lead or a similar option provided by Lead Router.
4. Click Continue.

If this is your first time using Lead Router with Zapier, you may be prompted to connect your Lead Router account.

Step 5: Connect Lead Router to Zapier

1. Click Sign in or Connect next to Lead Router in the action step.
2. Enter any required API credentials, tokens, or workspace details as prompted.
3. Authorize Zapier to access your Lead Router account.

After connection, Zapier will store these credentials securely and reuse them for future Zaps involving Lead Router.

Map lead fields between Zapier and Lead Router

Field mapping controls how data from your trigger app is passed through Zapier into Lead Router.

Step 6: Map core lead details

1. In the action setup, you will see fields from Lead Router such as First Name, Last Name, Email, Phone, and others.
2. Click into each field and choose the corresponding value from the trigger data pulled into Zapier.
3. Ensure all required fields in Lead Router are mapped to data from your trigger.

For example, map the trigger’s Contact Email to the Lead Router Email field so every lead is created with the correct contact address.

Step 7: Map optional and custom fields

To improve routing rules in Lead Router, include any additional data that helps you qualify or assign leads.

• Campaign or ad source
• Form name or landing page URL
• Product interest or service type
• Owner, territory, or region

Use the field picker in the Zapier action step to connect each optional or custom field available from your trigger app with the corresponding field in Lead Router.

Test and turn on your Zapier workflow

When mapping is complete, run tests directly in Zapier to make sure Lead Router receives the information as expected.

Step 8: Test the Lead Router action from Zapier

1. In the action step, click Test or Test action.
2. Wait for Zapier to send the sample lead to Lead Router.
3. Open Lead Router in your workspace and confirm that a new lead record was created with all the mapped fields.

If any data is missing or appears in the wrong field, go back to the action setup, adjust the mapping, and run another test until everything looks correct.

Step 9: Turn your Zap on in Zapier

1. Once testing is successful, click the toggle at the top of the editor to turn your Zap on.
2. Make sure the status is set to On.
3. Create another test lead in your source app to verify that the live Zap sends data to Lead Router automatically.

After activation, Zapier will continuously monitor your trigger app and send new leads to Lead Router without any manual work.

Optimize your lead routing with Zapier

After your first workflow is running, you can refine how leads flow through your systems using additional features in Zapier.

• Add filters: Use filter steps so only qualified leads are sent to Lead Router.
• Use paths: Build conditional paths to route leads differently based on geography, product interest, or campaign.
• Enrich data: Insert extra steps to look up or enrich lead data before it reaches Lead Router.

These enhancements help you create a more intelligent routing process and ensure your sales team receives leads in the right priority and order.

Troubleshooting your Zapier lead workflow

If leads are not appearing in Lead Router as expected, you can use several tools and checks inside Zapier.

• Open the Zap history to review recent runs and see any error messages.
• Confirm that your trigger app connection is still active and authorized.
• Verify that required fields in Lead Router are still mapped and have valid data.
• Check for filters or conditions that might be preventing certain leads from passing through.

When you resolve an issue, re-test the Zap and confirm new leads are created correctly in Lead Router.

More resources for Zapier and lead routing

For the original help content this how-to is based on, see the official documentation on using Zaps to send leads to Lead Router at this Zapier help article.

If you need broader automation or integration strategy beyond this specific Zap, you can explore additional guidance and services at Consultevo, which covers workflow design, implementation, and optimization.

By combining Lead Router with thoughtfully designed workflows in Zapier, you can centralize your lead intake, reduce response times, and ensure every new lead is routed to the right person at the right moment.

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