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How to Prevent Duplicate Leads Between Your DMS and AutoRaptor

AutoRaptor (AR) integrates with your DMS (such as Frazer) through an automated importer feed. When used correctly, this integration ensures that all deal information flows into a single lead in AutoRaptor. However, improper timing when marking a deal as delivered can result in duplicate leads.

This article explains how the integration works, why duplicates occur, and the correct process to keep all deal data in one place.

How the DMS–AutoRaptor Integration Works

When a vehicle is marked Sold in the DMS, the sale information is sent to AutoRaptor through an importer feed.

The importer feed does not run immediately and may take up to five (5) days to update AutoRaptor.

AutoRaptor uses the delivery status of a lead to determine whether incoming data should update an existing record or create a new one.

Why Duplicate Leads Happen

Duplicate leads occur when the DMS importer runs before the original lead in AutoRaptor is marked as Delivered.

  • If a lead is already marked Delivered in AutoRaptor, the importer will update that existing lead.

  • If a lead is not marked Delivered, the importer will assume the deal is new and create a second lead.

Best Practice: Recommended Process

To prevent duplicate leads, follow this process every time a deal is finalized:

  1. Finalize the deal and release the vehicle to the customer.

  2. Immediately mark the lead as Delivered in AutoRaptor.

  3. Complete the sold deal in the DMS.

When the DMS importer feed runs, it will recognize the delivered status and push the sale data into the existing lead, keeping all information consolidated.

Process for Walk-In (No Existing Lead)

In some situations, a deal may be completed in the DMS before a lead is created or marked delivered in AutoRaptor (for example, a walk-in deal).

This process is acceptable as long as:

  • A lead is created in AutoRaptor and marked Delivered within five (5) days of marking the vehicle sold in the DMS.

Because of the importer delay, ensuring the lead is marked Delivered within this timeframe allows the importer to update the existing record rather than creating a duplicate.

Important Timing Guidelines

  • The DMS importer feed can take up to 5 days to run.

  • Marking a lead as Delivered in AutoRaptor before the importer runs is critical.

  • The sooner the lead is marked delivered, the lower the risk of duplication.

What to Avoid

  • Do not leave leads open in AutoRaptor after a deal is finalized.

  • Do not rely on the importer feed to resolve delivery status automatically.

  • Do not wait for the importer to run before marking a lead as delivered.

Key Takeaway

The most reliable way to prevent duplicate leads is simple:

Mark the lead as Delivered in AutoRaptor as soon as the deal is finalized.

Doing this ensures that when the DMS importer feed runs, all sale information updates the existing lead and remains in one centralized location.