Why speed matters
A person who fills in an ad form is most interested at that moment. Every minute the lead waits in an inbox or a spreadsheet, it gets colder, and you have already paid for it. Manual copying also creates mistakes and duplicates.
How the automation works
- Collect. The CRM checks the Facebook and Instagram lead forms on a short schedule, for example every two minutes, and pulls in anything new.
- Validate. Each lead is checked against existing records. Duplicates are merged instead of creating a second record and a second phone call.
- Assign. A rule picks the responsible agent, for example by project, area or round robin.
- Notify and act. The agent sees the lead with a one-tap call or WhatsApp action, so the first contact happens straight away.
- Track. The lead moves through a sales pipeline, so managers can see where every lead is and who is following it up.
What we built
For a real-estate business, Kryyvo built a CRM with Next.js, PostgreSQL and Drizzle that checks the lead forms every two minutes, removes duplicates and assigns each lead to an agent automatically. New leads reach an agent in about 1–4 minutes. Role-based access gives managers the full pipeline. See the Real-Estate Sales Suite case study.
FAQ
Do I need a custom CRM for this?
Not always. Many teams can start with automation on top of their existing tools. A custom CRM makes sense when your assignment rules, pipeline stages or reporting do not fit an off-the-shelf product.
Does this work for other lead sources?
Yes. The same pattern works for website forms, landing pages and other ad platforms: collect, validate, assign, notify, track.
How do you avoid calling the same person twice?
By checking each new lead against existing records, usually on the phone number and email, and merging matches before assignment.