Centralize Lead Qualification with Zapier & Octanist

As businesses scale their lead generation efforts, they quickly run into a familiar problem: leads come from everywhere.

• Forms on the website.
• Meta Lead Forms.
• Direct emails.
• CRM update.
• WhatsApp messages.

And while these leads may look the same on the surface, they enter your business in completely different ways, making it nearly impossible to qualify them consistently or understand which advertising channels actually drive revenue.

To solve this, many customers began asking us for custom integrations, not just to collect leads, but to route, enrich, qualify, and track them based on their own workflows.

At Octanist, we aim to build every integration possible, but we also want to give our customers the ability to create their own. This is why we introduced the Zapier integration for Octanist.

Below, you'll find real-life examples of Zaps currently being used by our clients.

Why use Octanist and Zapier together?

Octanist isn’t another CRM or form tool, it’s the lead qualification platform that sits between your lead sources, your CRM, and your advertising platforms. Octanist qualifies every lead, enriches it with First-Party Data, and sends the outcome back into channels like Google Ads, Meta, and LinkedIn.

This means Zapier doesn’t just connect tools, it turns Octanist into the central brain of your lead pipeline, making your campaigns smarter over time and enabling true offline conversion tracking and getting your data into a centralized place.

Incoming Emails to Octanist

Every business owner knows this situation: a lead comes in via email instead of a form on your website. They came from a campaign but decided to send an email rather than fill in a form.

That might be great for communication, but it’s difficult to qualify and nearly impossible to use for offline conversion tracking.

With the Gmail Zapier integration, you can flag incoming emails based on specific criteria and send them to Octanist.

Once in Octanist, you can follow up and qualify the lead. And even without a Click ID, advertising channels can still match users based on First-Party Data.

With Zapier, you can:

• Detect incoming emails based on keywords, sender, or subject line
• Automatically create a lead in Octanist
• Qualify that lead just like any other
• Send it back to advertising channels (based on First-Party Data)

Incoming Calls to Octanist

Every business owner knows this situation: a lead calls your business instead of filling in a form. They might have come from an ad and decided to pick up the phone rather than submit their information online.

That’s great for direct communication, but it can be difficult to qualify and track offline conversions.

With solutions like Qooqie or Adcalls, you can measure how many visitors called your business after visiting your site. In some cases, these tools even allow you to pass along the Click ID, depending on the software.

Once these leads reach Octanist, you can centralize, qualify, and follow up with them, just like any other lead. And even if a Click ID isn’t available, advertising channels can still match users based on First-Party Data.

Simply start with the Qooqie step (or a webhook), then add Octanist as the next step to send the data directly to your account.

With Zapier, you can:

• Detect incoming calls via Qooqie or a webhook
• Automatically create a lead in Octanist
• Qualify that lead like any other
• Send the lead back to advertising platforms based on First-Party Data

Facebook Lead Forms to Octanist

Many businesses love Facebook Lead Forms. Users can fill in a form directly from Facebook or Instagram without ever leaving the platform. Great for the user, challenging for centralizing leads.

Whether you use a CRM or not, many businesses want a single place to qualify their leads.

Using Zapier, you can send incoming leads directly from Facebook Lead Ads to Octanist. You can qualify them there and see in the dashboard how many leads convert into customers.

Zapier solves this:

• Incoming leads from Facebook Lead Ads go straight into Octanist
• You qualify them in a centralized dashboard
• You see exactly which campaigns produced customers, not just leads

Octanist to Your Own CRM

What if you already manage leads in another tool, but still want the benefits of offline conversion tracking? You probably don’t want to use two systems at once. That’s why Octanist already has native integrations with tools like Recruitee and ClickUp.

But if your preferred CRM isn’t supported, you can build the connection yourself with Zapier. In this example, we use Pipedrive.

Start with a Pipedrive trigger set to Updated Deal. Then, add the Octanist Zap and set it to Update Lead Status. This ensures that when a lead is updated in Pipedrive, it’s also updated in Octanist.

Zapier lets you:

• Update deals in your CRM
• Sync statuses back to Octanist
• Keep ad platforms informed when a lead becomes a customer

Octanist to WhatsApp or Email

We can dive a little deeper into the previous example.

If you want to respond quickly to new leads in Octanist, you can use Zapier to send you an email or WhatsApp message.

Start with the Pipedrive trigger, followed by the Octanist Zap that activates when a new lead arrives. In the next step, select Gmail, Outlook, or WhatsApp. From there, you can send a message to an email address or phone number, and fully customize the content in the configuration step.

Zapier solves this:

• New leads in Octanist instantly trigger an action from Pipedrive
• You receive an immediate WhatsApp message or email when a lead comes in
• You fully customize the notification, so the right person responds without delay

Where to start?

If you’re serious about knowing which channels bring real customers, not just leads, Zapier and Octanist give you the infrastructure to do it.

Whether you need help setting up your first Zap or want a fully custom integration, we help Octanist users build automation tailored to their business.

Your campaigns already generate leads. It’s time to track which ones turn into revenue.