CRM for digital marketing agencies, with client leads kept apart
DigiPix Flow is a CRM for digital marketing agencies that run Meta and Google lead campaigns for several brands, each expecting its enquiries called fast and reported plainly. It brings each client's lead forms and landing-page forms into one lead list, gives every Meta form the client's own source and tags, hands each lead to the reps on that account and starts a clock on the first call.
- Each client's Meta forms carry their own source
- Routed to the reps on that account
- A two-minute assignment clock on every lead
Sneha Nair- target to assign every new lead
- 2 min
- target for the first contact
- 30 min
- between checks for Meta leads a webhook missed
- 6 hours
What an agency's lead list is built from
- Client PagesMeta lead forms from each brand's Pages
- Google Ads lead formsPosted to your workspace webhook
- Landing pagesWebsite forms with UTM tags
- Client sourceOne lead source per Meta form
- Account repsAssigned by rule on arrival
- Ad IDsThe ad, ad set and form behind a lead
Leads sitting in a download nobody opened
Someone on the team downloads each client's leads from Ads Manager, pastes them into a shared spreadsheet and drops a message in the client's WhatsApp group. On a busy campaign day that happens twice, and the person who filled in the form at ten in the morning gets a call the next afternoon, long after a competitor rang.
One brand's leads in another brand's file
Twelve spreadsheets with similar names, a paste into the wrong tab, a forward to the wrong group. Once a lead is copied away from the form it came from, nobody can say for certain which client it belongs to, and the calling team ends up pitching a dental clinic's offer to someone who asked about a car.
Monthly reviews counted by hand
Before every client review, an account manager adds up the month's downloads, removes the people who submitted twice and hopes nothing was missed. The client asks how many leads came from last week's form, and the answer depends on which copy of the file was opened.
Every client's lead forms feed one lead list
Sign in once with the Facebook account your team uses to manage client Pages, choose each brand's Pages and switch capture on for the forms that are running. Google Ads lead forms post to your workspace's webhook with its key, and website forms on client landing pages submit straight in. Every six hours a background check pulls in any Meta lead a webhook missed.
- Choose the client Pages that send leads
- Capture switched on or off form by form
- Google Ads lead forms delivered by webhook
- Missed Meta leads recovered every six hours
Each lead carries its client's name from the moment it arrives
Give every Meta lead form a lead source named for its client, such as Meta · Sharma Motors, plus the tags your team works with. The lead list then filters by source or tag, and a saved view for each client brings back only that brand's leads in one click. The same filter decides what goes into an export, so a client's file holds that client's leads and nobody else's.
- A lead source per Meta form, named for the client
- Tags added to every lead from that form
- The lead list filtered by source or tag
- A saved view for each client you manage
Leads go straight to the reps who handle that account
Assignment rules run in the order you set and can match a lead's source or tags, so each client's leads go to the people on that account: always one person, round robin across the account's reps, weighted towards your strongest callers, or to whoever has the fewest open leads. A Meta form can name its own rule to try first. Rules respect working hours, and a default owner catches anything left over.
- Rules matched on the client's source or tags
- Round robin, weighted, fixed or least loaded
- A rule tried first for each Meta form
- Working hours, with a default owner as fallback
A clock on every lead, so paid enquiries are called while they are warm
Every new lead starts two clocks: assigned within two minutes and contacted within thirty. If either target slips, an alert goes out, and goes out again if the lead is still waiting. Assignment puts a follow-up task on the rep's list, and a call logged as Not picked up or Busy books a callback three hours later, so a missed call is tried again rather than forgotten.
- A two-minute assignment target
- A thirty-minute first-contact target
- A follow-up task as soon as a lead is assigned
- Callbacks booked from the call result
Spot repeat enquiries and the leads worth calling first
Each new lead's email and phone are compared with the leads already in your workspace, and a likely match is flagged for someone to review rather than combined. Every Meta form chooses whether to follow the workspace setting, always flag possible duplicates, or skip the check. Scoring rules add or remove points for the source, tags and details you care about, so the calling team starts with the strongest leads.
- Email and phone checked on arrival
- Possible duplicates flagged for a person to review
- Duplicate handling chosen per Meta form
- Scoring rules on source, tags and lead details
Trace each lead back to the ad, the form or the landing page
Meta leads keep the ad, ad set and form IDs Meta sends with them. Google Ads lead forms keep the click ID along with the campaign, ad group, ad and form IDs. Website forms record the UTM tags, gclid and fbclid from the page address, plus the landing page and the referrer. It all sits on the lead's capture details, so when a client asks where an enquiry came from, the answer is on the record.
- Ad, ad set and form IDs on Meta leads
- Click ID with campaign, ad group and ad IDs from Google
- UTM tags, click IDs and landing page from web forms
- Shown on every lead's capture details
Client lead reporting for the monthly review, without the pivot table
Because each client's Meta forms carry their own source, the leads by source report counts them side by side over the last 7 days, 30 days, quarter or year. Save the report once, put it on a daily, weekly or monthly schedule, and a notification tells you when it has run. Export it as a CSV for the review deck, or export the filtered lead list as a CSV or Excel file.
- Leads by source over four date ranges
- Saved reports on a daily, weekly or monthly schedule
- One-click CSV export of any report
- Lead exports as CSV or Excel
Reps see the leads they work, and managers see the whole book
What each person sees follows their role. Reps can be limited to the leads assigned to them, team leads to their team's leads and managers to every lead, in lists, search and reports alike. Picking up leads from the unassigned queue is a permission of its own, viewing, editing and exporting reports are separate permissions, and every report export is written to the audit log.
- Own, team or everyone, set by role
- The unassigned queue only for people allowed to claim
- Separate permissions to view, edit and export reports
- Report exports recorded in the audit log
From a client's lead form to the client review, in five steps
- STEP 01
Connect client Pages
Sign in with Facebook, pick each brand's Pages and switch on the forms that are running.
- STEP 02
Name each form's client
Give every Meta form a lead source and tags for the client it belongs to.
- STEP 03
Route to the account
Assignment rules send each client's leads to the reps who handle that brand.
- STEP 04
Call on the clock
Timers watch assignment and first contact, and alerts go out when a lead waits.
- STEP 05
Review with the client
Run the saved leads by source report and export a CSV for the meeting.
DigiPix Flow vs downloads, shared spreadsheets and WhatsApp groups
| What it covers | Ads Manager downloads, shared spreadsheets and WhatsApp groups |  DigiPix Flow |
|---|---|---|
| Getting leads out of Meta | Downloaded client by client from Ads Manager | Delivered by webhook as each form is submitted |
| Which client a lead belongs to | The spreadsheet tab someone pasted it into | A lead source and tags set on each Meta form |
| Who calls the lead | Whoever reads the WhatsApp group first | Assignment rules for each account's reps |
| How long a lead waits | Nobody knows until the client asks | Two-minute assignment and thirty-minute contact timers |
| People who enquire twice | Called twice, from two different files | Flagged for review on email and phone |
| Where a lead came from | A file name and a guess | Ad, ad set and form IDs, or UTM tags, on the lead |
| The monthly client review | Counted by hand from the month's downloads | A saved leads by source report, exported to CSV |
| Who can see every client's leads | Anyone holding the spreadsheet link | Visibility set by role: own, team or everyone |
The lead sources and channels agencies connect
Client Meta forms, Google Ads lead forms and landing-page forms share one lead list, UTM tags ride along from the page, and reps can follow up on WhatsApp from the lead.
Media agency questions, answered
How do we keep each client's leads apart in one workspace?
Give each client's Meta lead forms a lead source named for that client and the tags you want, then filter the lead list by source or tag and save a view for each brand. Assignment rules can match the same source or tags, so each client's leads go to the reps on that account.
Can we connect Facebook Pages for several client brands?
Yes, as long as the Facebook account you sign in with has access to those Pages. A workspace connects one Facebook account, so use the one your team manages client Pages with, then choose which Pages and which lead forms should send leads.
Do Google Ads lead forms work for our clients' campaigns?
Yes. Paste your workspace's webhook URL and key into the lead form in each client's Google Ads account and send test data. Leads arrive with the click ID and the campaign, ad group, ad and form IDs. They use the workspace's capture settings rather than a source per form, so the form ID is what tells you which client's form it was.
Can a rep see only the leads for the client they handle?
Visibility follows who owns a lead. A rep's role can limit them to the leads assigned to them, a team lead to their team's leads, and managers can see everything. When your rules assign a client's leads only to the reps on that account, those reps see that client's leads and not the others.
Do our clients get access to DigiPix Flow?
No. DigiPix Flow is for your own team. For a client review, run the leads by source report or filter the lead list to that client, then export a CSV, or an Excel file for the leads themselves, and share it the way you already share reports.
Can reports be sent to clients automatically?
Not by DigiPix Flow. A saved report can run on a daily, weekly or monthly schedule, and the person who scheduled it gets a notification in the app when it is ready. From there, export the CSV and send it to the client yourself.
What happens when the same person fills in forms for two of our clients?
Their email and phone match an existing lead, so the new lead is flagged as a possible duplicate for someone to review. Nothing is combined without a person deciding, and a Meta form can skip the check if you would rather treat every client's enquiries on their own.
Do leads show the campaign they came from?
They show what the platforms send. Meta leads carry the ad, ad set and form IDs, and Google Ads leads carry the click ID with the campaign, ad group, ad and form IDs, not their names. Website form leads carry the UTM tags from the page, including utm_campaign, plus the landing page and referrer.
How quickly are new leads assigned and called?
Leads from Meta, Google Ads lead forms and website forms are saved as soon as they arrive and assigned by your rules, respecting working hours. DigiPix Flow expects each lead to be assigned within two minutes and contacted within thirty, and sends alerts when either target slips.
Something we haven't covered? Talk to an expert
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Give every client's leads a clear owner and a clock
Talk to an expert — bring two of your clients' lead forms and see their leads arrive with their own source, routed to the right reps.
- A real person, not a bot
- Bring your clients' lead forms
- See leads routed per account