BAEZ TECH SOLUTIONS

Client Goal:
Automatically analyze labeled emails for lead decisions (Pre-Approval or Denial) and update their status in Monday.com — even if the business name isn’t an exact match.

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🧠 The Problem

The sales team was manually reading loan decision emails and updating each lead’s status in Monday.com. Challenges included:

• Time lost parsing vague or inconsistent language
• Business names varying slightly from their CRM entries
• Risk of incorrect status updates or missed leads

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⚙️ The Automated Workflow

This smart Zapier automation uses AI to bridge email insights with CRM updates in real-time:

1. Gmail Label Trigger:
   The automation starts when a loan decision email is labeled.
2. AI by Zapier (Step 1):
   Interprets the email content to extract loan outcome details.
3. Monday.com API Request (Step 1):
   Attempts to find an exact match for the business in the CRM.
4. AI by Zapier (Step 2):
   If needed, uses semantic search to find similar business names.
5. Monday.com (Find Lead):
   Locates the closest match.
6. Conditional Paths (Success/Error):
   Based on whether a lead match was successful, the Zap routes accordingly.
7. Final Logic Branch:
   If Pre-Approval or Denied is identified in the message, the lead’s status is updated in Monday.com — regardless of whether it was an exact or fuzzy match.

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🧩 Smart Matching with AI

This automation uses AI not once but twice to handle:

• Email understanding – determining if it’s a denial or approval.
• Fuzzy business name matching – locating the correct lead even with name inconsistencies.

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🔄 Flow Snapshot

• If matched → update lead.
• If no match → use AI to suggest closest company.
• If decision = Denied → Update status to Denied.
• If decision = Pre-Approval → Update status to Pre-Approval.

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📊 Key Results

• Saved 5–10 minutes per lead
• Increased CRM accuracy
• Fully automated human decision parsing
• Zero duplicate updates

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🔧 Tools Used

• Gmail
• Zapier + AI by Zapier
• Monday.com API
• Conditional Logic & Paths

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✅ Outcome

This intelligent workflow ensures that every lead’s status reflects real-time decisions — accurately, automatically, and at scale.