Fixing a Lead Automation That Was Silently Dropping Leads

The Problem
A marketing agency’s lead automation between forms and the CRM was failing without warning. Some leads never reached the CRM, and nobody knew until clients complained.

What I Did

• Traced the workflow step by step and found the points where data was being lost (invalid fields, API timeouts, mismatched data)
• Rebuilt the flow in Make and n8n with data validation before each step
• Added automatic retries for temporary API failures
• Added an error branch that alerts the team in Slack and email with details of what failed
• Created an execution log so every run can be checked

Tools Used
Make, n8n, HubSpot, GoHighLevel, webhooks, Slack

The Result

• Lead data now flows reliably from forms into the CRM
• Temporary failures recover automatically
• Problems are flagged immediately instead of going unnoticed

My Role
Diagnosis, rebuild, error handling, testing, and documentation.