Automated Lead Distribution System

Dynamic Google Sheets solution that intelligently assigns leads to team members based on geography, status, and specialization parameters

Project Overview

Built an intelligent lead distribution system using advanced Google Sheets formulas that automatically assigns incoming leads to appropriate team members based on certain parameters. The system processes geographic territories, prospect status, and team specializations to ensure optimal lead routing without any manual intervention.

The Challenge

Problem: Manual lead assignment was creating bottlenecks, uneven workload distribution, and delayed follow-ups. Team members were spending valuable time on administrative tasks instead of engaging with prospects.

Technical Implementation

Advanced Google Sheets Formulas

Implemented complex QUERY, FILTER, and ARRAYFORMULA functions to create dynamic lead distribution logic with real-time parameter matching.

Multi-Sheet Data Architecture

Designed interconnected sheet structure with main lead database, parameter configuration sheets, and individual team member assignment sheets.

Geographic & Status Filtering

Built intelligent filtering system that assigns leads based on geographic territories, prospect status, and custom team member specializations.

Case-Insensitive Matching

Implemented LOWER() and MATCH functions to ensure robust data matching regardless of input formatting inconsistencies.

Technical Implementation Example

Sample QUERY Formula:

=QUERY(
  FILTER(
    {LeadData!B:T, ARRAYFORMULA(LOWER(LeadData!H:H))},
    LeadData!F:F = "Region A",
    (LeadData!S:S = "Hot") + (LeadData!S:S = "Warm"),
    ISNUMBER(MATCH(
      ARRAYFORMULA(LOWER(LeadData!H:H)), 
      'Territory_TeamMember1'!A:A, 0
    ))
  ),
  "SELECT Col1, Col2, Col3, Col4, Col7, Col8, Col9, Col16"
)

This formula filters leads by geography, status, and team member territory assignment while maintaining data integrity.

Key Features

  • Automated lead assignment based on predefined parameters
  • Real-time distribution as new leads populate the sheet
  • Geographic territory management and routing
  • Status-based filtering (Interested, On the Fence, etc.)
  • Custom team member specialization matching
  • Zero manual intervention required after setup

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Impact

~2hrs
Weekly Time Saved
$0
Additional Software Cost

Technologies Used

Google SheetsQuerying

Business Value

  • Eliminated manual lead assignment errors
  • Ensured fair distribution among team members
  • Improved follow-up response times
  • Reduced administrative overhead for sales team