For many fast-growing companies, especially in high-stakes industries like tax relief, scaling marketing efforts can feel like pouring water into a leaky bucket. That’s exactly what one finance company faced as they scaled Meta ad spend from $20,000 to $109,000 per month—only to see lead costs swing wildly and results stagnate.
That’s when they brought in Jared Weiss, founder of Matix Flows—a Zapier Solution Partner and the force behind a strategy-driven automation agency that does more than just connect apps.
The Challenge: Unreliable ad spend and duplicated leads
When Jared first got involved, the team had no idea how many leaks were hiding in their workflows. Like many business owners, they were stuck addressing symptoms instead of the root causes.
“They came to me with a critical marketing compliance issue that would have stopped all SMS marketing,” Jared said. “It was like taking your car to a mechanic. As the mechanic, if I see your tires are bald, I can safely assume other issues will need to be addressed.”
Behind the scenes, the issues were compounding. The Meta ads platform was starved for data feedback, leading to unstable cost-per-lead numbers that jumped from $13 to $28 without warning. Worse, the company had:
No lead deduplication in place
Ad accounts competing with each other
Poor audience exclusion setup
Sloppy data flowing into an archaic CRM with limited API capabilities
In just one month, Jared identified $17,000 worth of duplicate leads. The company was paying for the same lead multiple times, thanks to inconsistent systems and missing feedback loops between Meta and their CRM.
The Solution: A full-funnel automation overhaul
Jared didn’t just set up a few Zaps, he rebuilt the entire architecture behind the company’s lead pipeline. He used Zapier to connect its ad platforms, CRM, and internal operations with a layer of automation and logic.
“We built a data lake to overcome the CRM’s limitations,” Jared said. “It allowed us to associate case IDs with email addresses and track leads properly, even though we couldn’t query the CRM natively.”
Here's how it works:
Lead deduplication and data cleaning: Using Zapier, Jared built logic to clean and verify incoming leads. No more duplicated contacts, and names were correctly split into first and last name fields, which is essential for personalization.
Audience exclusion via Zapier: Leads that complete Meta or website forms are automatically excluded from future ads, saving on ad spend and avoiding unnecessary re-engagement.
Secondary qualification workflow:
When a lead comes in, Zapier triggers a text flow that sends a unique, pre-filled application link.
This link includes the case ID, first/last name, and email, enabling seamless form filling.
The form includes AI-generated qualification questions sourced from the sales team’s script.
When completed, Zapier pushes the lead directly to the assigned sales rep in Slack and the CRM, enabling rapid follow-up.
Feedback loop to Meta: Zapier pushes key events like form completions, self-assessments, and purchases back to Meta to help its algorithm optimize spend.
“We laid out this pathway for Meta to identify leads better and use its algorithm to create a more consistent lead flow,” Jared said.
The Results: Lower costs, higher conversions, and revenue growth
The impact of automation was immediate and measurable.
Cost per lead decreased by 35%: When Jared began working with the client, leads cost upwards of $20 each. After implementing the automation systems and audience exclusions, it dropped to $14 and later stabilized around $13.
Revenue increased by 47% in six months: Before automation, the company earned $57,000 in revenue. By March, after implementing the new workflows and qualification systems, the monthly revenue grew to $84,000.
Conversion rate improved from 4.2% to 6.5%: With lead qualification and routing in place, the company’s close rate jumped significantly, boosting ROI on every dollar spent.
“In the beginning, there was healthy skepticism around the investment,” shares Jared. “Like any smart business owner, he wanted to be sure the numbers made sense. But as the automations kicked in—and the results became impossible to ignore—the value was clear. The work Zapier handles would’ve required a full team to manage manually. Today, it’s driving over a 10x ROI. It’s become a core part of how the business runs.”
Now, automation is the company’s new reality. What once seemed chaotic has become predictable, scalable, and profitable.
Closing the loop: Literally and figuratively
Jared’s work didn’t just stop at implementation. The real magic was in creating closed-loop attribution: ensuring data from every customer touchpoint fed insights back into marketing and sales.
“We made sure that every single automation benefits more than one department,” Jared said. “Marketing, sales, ops—they all get the data they need.”
It’s this holistic, business-first approach that makes Matix Flows more than just an automation partner.
“Automation without strategy is just noise,” Jared said. “But when the strategy is right, Zapier turns you into a magician.”
