From 39 Fragile Zaps to a Lead Ops Agent (Dubai Performance Marketing Agency)
How a Dubai agency stopped losing leads and got their weekends back.
The Problem
A Dubai-based performance marketing agency running campaigns for GCC brands had 30-40 Zaps connecting Meta Ads, Google Ads, Airtable, Slack, and their CRM.
Every time a form changed or a column moved, leads disappeared. No one knew until clients complained.
- ×Silent failures whenever ad platforms or forms updated
- ×Founder spent every Saturday manually checking Zapier logs
- ×No way to know how many leads were actually lost
- ×Clients starting to question lead quality and attribution
Our Approach
We built a Lead Operations Agent—a unified system that captures, enriches, and routes leads with RAG-powered intelligence instead of brittle Zapier chains.
1Map Every Lead Source
Documented all 39 Zaps, every form, every ad account, every webhook. Found 12 Zaps that were completely broken but "looked fine" in Zapier.
2Build Central Lead OS
Created a single source of truth—every lead captured, enriched, and tracked from the moment it hits any form or ad platform.
3Add RAG-Powered Triage Agent
Built an agent that uses RAG over campaign docs, client briefs, and routing rules to intelligently triage and route leads—no more hardcoded Zap logic.
4Monitor Everything
Daily health reports showing capture rates by source. Instant Slack alerts if any source stops sending leads. No more silent failures.
The Results
"I used to spend every Saturday checking Zapier logs to see what broke. Now I don't even think about it. The system just works, and if something needs attention, I get an alert before it becomes a problem."
— Founder, Dubai Performance Marketing Agency
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