Lead Scraping SOP

How we turn permit/project data into verified contacts and launch outreach via Zoho.

1) Prerequisites

  • Access to permit/project source: properties-scrapper.levenstein.net/admin
  • AI tools: ChatGPT, Gemini, Grok (same prompt set)
  • Zoho CRM & Zoho Campaigns access
  • PhantomBuster account (LinkedIn People Search)
  • Focus cities (initial): Chicago (CHI), New York (NYC), San Francisco (SF), Los Angeles (LA)

2) Process Overview

  1. Pull permits/projects → extract Architects, Contractors, Developers (company → human contacts).
  2. Enrich with AI (names, emails, phones, titles, socials) + write intro letter draft.
  3. Consolidate to a single CSV/XLSX matching the Zoho CRM data model; QA for dupes/invalids.
  4. Import to Zoho CRM list “Potential Nailed It Clients”.
  5. Send initial campaign via Zoho Campaigns; monitor bounces/invalids.
  6. Broaden via PhantomBuster (city + keyword filters); reconcile into master list.
  7. Add LinkedIn profile URLs to each contact (AI assist).
  8. After 7 days, start phone follow-ups for warm leads.

3) Step 1 — Extract source data

  1. Download latest cleaned permits/projects (example): cleaned_permits…xlsx.
  2. Identify targets by role: Architects, Contractors, Developers/Owners.
  3. Filter to focus cities (CHI/NYC/SF/LA). Keep others in a “bonus” sheet.

4) Step 2 — Enrich with AI

Use identical prompts in ChatGPT, Gemini, and Grok to replace company entries with verified human contacts.

AI Prompt (copy & use as-is) 
You are enriching construction project leads. For each company (architect, contractor, developer/owner) in CHI, NYC, SF, LA:
1) Find best human contact(s): Full Name, Title, Work Email, Work Phone, Company, Company Website, LinkedIn URL, City.
2) If multiple, pick 1–2 senior/owner/BD roles.
3) Output a table with the exact columns above.
4) Draft a brief intro email to introduce GetNailedIt.com (light, friendly line tailored to them).
5) Avoid personal emails; prefer role or direct work emails. Flag unverifiable items as “Unknown”.

Save outputs (examples kept internally): ChatGPT Enhanced Project Contacts and Introduction Letters.docx; Grok grok_report.pdf; Gemini Final researches (ChatGPT, Grok & Gemini).docx.

5) Step 3 — Consolidate & QA

  1. Merge all AI outputs into one master sheet (FINAL LIST of potential clients from Aneep and AI researches.xlsx).
  2. Standardize columns to match the Zoho Data Model.
  3. Deduplicate by Email then by Full Name + Company.
  4. Validate emails with Zoho (soft check) and mark Status = Invalid when bounced or clearly wrong.
  5. Retain non-focus cities on a separate tab; do not mix with the import tab.

6) Step 4 — Import to Zoho CRM

  1. Export the “Import” tab as CSV/XLSX matching Zoho fields (see Data Model).
  2. Import into Zoho CRM under list: Potential Nailed It Clients.
  3. Spot-check a few records in CRM for correct field mapping.

7) Step 5 — Launch Zoho Campaign

  1. Create a campaign for the imported segment; use the approved copy.
  2. Send and monitor the report (example report link): Zoho Campaigns Report.
  3. Record metrics: Delivered, Opens, Clicks, Bounces (invalids). Move invalid emails to a cleanup tab.

Note: Internet-found emails aren’t 100% reliable. Expect some invalids; Zoho flagged 15/44 in a prior run.

8) Step 6 — Expand via PhantomBuster

  1. Run LinkedIn People Search for construction roles in CHI/NYC/SF/LA using:
  2. Export results from PhantomBuster (free tier is limited). File name convention: PhantomBuster_<CITY>_<YYYY-MM-DD>.csv
  3. Reconcile with the master sheet; only add net-new contacts after QA.

9) Step 7 — Add LinkedIn profiles (AI assist)

  1. Use AI to look up LinkedIn profile URLs for each contact lacking one.
  2. Write to LinkedIn URL column; flag “Unknown” if not reasonably verifiable.
  3. Save as Final List — contacts_with_linkedin.xlsx.

10) Step 8 — Phone follow-up (T+7 days)

  1. Seven days after the email send, call warm leads (opened/clicked/replied).
  2. Use call notes fields in CRM; set Next Action + Reminder.
  3. Move qualified leads into the pipeline stage per Sales SOP.

Appendix — Zoho Data Model (Contacts)

Required/Recommended columns for import:

  • First Name
  • Last Name
  • Title
  • Email
  • Phone
  • Mobile (optional)
  • Company
  • Website
  • City
  • State/Province
  • Country
  • LinkedIn URL
  • Lead Source (e.g., “Permits + AI”)
  • Status (Valid/Invalid/Unknown)
  • Notes

If no human name is available, use First Name = “PIC” and Last Name = Company Name (temporary placeholder).

Appendix — Intro Email Template

Subject: Quick intro — coordinating construction projects with AI

Hi {{FirstName}},

We’ve been following recent permits and projects in {{City}} — impressive work by {{Company}}.
GetNailedIt.com helps teams keep schedules, RFIs, and documents tight (and visible to owners)
without extra admin. Teams tell us it saves hours weekly and catches issues before they escalate.

If helpful, I can show a 10-minute demo tailored to {{Company}}’s current workflows.
Would {{TwoDateOptions}} work?

Best,
{{YourName}}
GetNailedIt.com
{{YourEmail}} · {{YourPhone}}

Appendix — QA Checklist

  • No duplicate emails or (Name+Company) pairs
  • Company names standardized; websites present where available
  • City is one of CHI/NYC/SF/LA (extras on separate tab)
  • Emails look valid (no personal domains unless necessary)
  • LinkedIn URLs verified or marked “Unknown”
  • Zoho import mapping verified on 3–5 samples
  • Campaign report reviewed (bounces removed/flagged)
  • Follow-ups scheduled (T+7) for opens/clicks/replies
Data & Privacy: Use only publicly available or consented business contact info. Respect platform ToS and local regulations (CAN-SPAM/GDPR/etc.). Remove invalid/bounced emails promptly.