How to Capture Leads from Meta Lead Ads in CrmLeaf
All editions. Requires the FBMetaAdsWebhook add-on module to be enabled for your account by an Administrator. Confirm the module is included in your plan.
Availability: All editions. Requires the FBMetaAdsWebhook add-on module to be enabled for your account by an Administrator. Confirm the module is included in your plan.
Overview
Meta Lead Ads collect enquiries inside Facebook and Instagram. This integration receives those submissions through a webhook and puts them into your CrmLeaf pipeline, so paid campaign enquiries are worked in the same place as leads from your website and from manual entry, with no exporting of lead files.
How It Works
An Administrator enables the module and registers CrmLeaf as the webhook destination for the Meta lead form. When someone submits the ad form, Meta sends the submission to CrmLeaf and a lead enters the pipeline, where it can be assigned, followed up and moved through stages like any other lead.
Enable module → Configure Meta webhook → Prospect submits ad form → Lead enters pipeline → Assign and follow up
- Delivery is push-based. Meta notifies CrmLeaf, so no one has to download leads from the ads platform.
- New deals arrive at the first stage of the pipeline they are created in, so pipeline and stage configuration should be settled before the campaign starts.
- Captured leads follow the normal CRM lifecycle: assignment to a lead agent, follow-up dates, notes, and stage movement recorded in the deal history.
- Lead visibility remains ownership-scoped, so reps see their own leads while managers can see all.
Who Can Use This Feature?
Administrator
- Enable the Meta Lead Ads module for the account.
- Register the CrmLeaf webhook against the Meta lead form and page.
- Decide which pipeline receives campaign leads and who owns them.
- Confirm that test submissions arrive and that consent handling meets your obligations.
This functionality is available only to Administrators. Users work the captured leads according to their role's permissions.
Prerequisites
- Administrator access to CrmLeaf.
- A Meta Business account with a Facebook Page and at least one lead form, and administrator rights on that page and Business account so you can register a webhook.
- A pipeline with its stages configured in CrmLeaf to receive the leads.
- A lead agent or owner nominated to follow up campaign enquiries.
- Clarity on the consent wording used in your ad form, so your GDPR and consent handling in CrmLeaf matches it.
For Administrators
Step 1: Enable the Meta Lead Ads module
What to do: Enable the Meta Lead Ads webhook module for the account.
What to verify: The integration's settings screen is available.
Step 2: Prepare the pipeline that receives campaign leads
What to do: Confirm the pipeline and its first stage, and agree who owns a new campaign lead. Doing this first avoids leads arriving with no owner.
What to verify: The pipeline exists with the stages your team will use.
Step 3: Register the webhook in your Meta Business account
What to do: In your Meta Business account, subscribe your lead form's page to the CrmLeaf webhook endpoint so submissions are delivered to CrmLeaf. This step happens on Meta's side and requires administrator rights there.
What to verify: Meta reports the subscription as active for the page and lead form.
Step 4: Submit a test lead
What to do: Submit a test enquiry through the lead form, then look for it in CrmLeaf.
What to verify: A lead contact and deal are created in the intended pipeline with the details the form collected.
Step 5: Agree the follow-up routine
What to do: Assign an owner, set the expected follow-up timeframe, and use the CRM dashboard to monitor open and overdue follow-ups on campaign leads.
What to verify: Campaign leads are picked up within your agreed response time.
Expected Result
Submissions from your Meta lead forms arrive in CrmLeaf automatically as leads in the intended pipeline, ready to be assigned and followed up alongside leads from other sources.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This is an add-on module. Confirm plan inclusion before you start a paid campaign that depends on it.
- The webhook subscription is made in your Meta Business account, so a Meta administrator must be involved.
- Test before spending on the campaign. A misconfigured subscription means enquiries are collected by Meta but never reach CrmLeaf.
- Consent collected in the ad form must match how you record and use consent in CrmLeaf. Review GDPR consent handling for leads.
Common Scenarios
Example: solar enquiry campaign. A solar installer runs a rooftop enquiry campaign. Each submission becomes a lead at the first stage of the solar sales pipeline and is called the same day, then progresses to a site survey.
Example: comparing sources. A company also uses a web-to-lead form on its website. Because both sources create leads in CrmLeaf, lead and deal reports can compare campaign performance against organic enquiries.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Meta Lead Ads settings cannot be found | The add-on module is not enabled for the account | Enable the module in module settings, or confirm plan inclusion |
| Form submissions do not appear in CrmLeaf | The page or lead form is not subscribed to the CrmLeaf webhook endpoint | Re-register the subscription in the Meta Business account and submit a test lead |
| Leads arrive in the wrong pipeline | The integration is pointed at a different pipeline than expected | Confirm the configured pipeline with the product team and correct it |
| Leads arrive but nobody follows them up | No lead agent or owner is assigned for campaign leads | Assign an owner and monitor overdue follow-ups on the CRM dashboard |
| A rep cannot see a captured lead | Their permission scope limits them to their own records | Assign the lead to them, or review the role's visibility scope |
Frequently Asked Questions
Do I still need to download leads from Meta?
No. Once the subscription is active, submissions are delivered to CrmLeaf automatically.
Does a captured lead also create a deal?
Captured leads enter the pipeline, and new deals start at the first stage of that pipeline.
Can I capture from Instagram as well as Facebook?
The integration covers Meta lead ads. Confirm the exact placements supported with the product team.
Are custom form questions captured?
Confirm with the product team how ad-form questions map to lead fields and custom fields.
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