The Problem
A growing marketing agency had a messy, manual sales process:
- Manually scraping prospect data from LinkedIn and directories
- Copy-pasting into spreadsheets for cleaning
- Writing individual cold emails
- Updating CRM by hand after every interaction
- Losing track of follow-ups in email threads
The founder said it plainly: "We're spending 60% of our sales time on admin and 40% on actually selling. It should be the opposite."
What We Built
A complete automated sales pipeline:
Stage 1: Prospect Discovery
- AI scrapes and enriches prospect data based on their ICP (Ideal Customer Profile)
- Pulls company info, revenue estimates, tech stack, and decision-maker contacts
- Validates email addresses and LinkedIn profiles
Stage 2: Personalized Outreach
- AI generates personalized cold emails using prospect data
- Each email references the prospect's industry, recent news, or specific pain points
- Multi-channel sequences: Email → LinkedIn → Follow-up email → Final touch
Stage 3: Smart Routing
- Positive replies automatically detected by AI sentiment analysis
- Hot leads pushed to sales team with full conversation context
- Negative/neutral replies enter nurture sequences
- Meeting links auto-sent when interest is confirmed
Stage 4: CRM Sync
- Every interaction logged automatically in HubSpot
- Pipeline stages update based on conversation progress
- Weekly reports generated showing funnel metrics
Results After 90 Days
- 3x outbound volume — from 50 to 150 personalized outreaches per week
- Response rate jumped from 3% to 11% (better personalization)
- 12 new clients closed in the first quarter
- Zero manual CRM updates — everything syncs automatically
- Sales team now spends 80% of time on calls and closing
Key Takeaway
The agency didn't need more salespeople. They needed to remove the admin tax from the ones they had. Automation turned a 2-person sales team into what feels like a 6-person operation.