The brief
A growing marketing agency was running its outbound by hand. The volume looked impressive on paper. The reality underneath was broken.
- 28,000 emails sent per month, manually.
- 10,000+ leads sourced by hand, copy-pasted between Google, spreadsheets, and the CRM.
- 54% of their 65,000 contacts were eventually deleted because of bad data entry.
- Most of the email traffic was landing in spam.
The team was spending 140 hours a month on the workflow and getting punished for it.
What we built
We rebuilt the outbound engine end-to-end on Apollo and HubSpot.
Before: Manual search → copy to spreadsheet → manual upload to CRM → manually email each lead → manually update each lead.
After: Automated lead search and save to CRM → automatic sorting → automatic enrolment in email sequences → lead status updated as replies come in.
The interface for the team is one screen. A sales rep picks the target industry and screen location for the month. Hits Start Sequence. The system does the rest. Interested replies land in the rep’s inbox. The rep makes the call and closes.
The results
- 94% time saved. 140 hours per month down to 5.
- At the same cost as the old manual workflow.
- Capacity for 100,000 emails per month — 4× what they were doing before.
- 20,000+ leads sourced and uploaded automatically.
- End-to-end fully automated. Search, sort, send, follow up, status.
- Clean CRM, reliable data. No more 54% deletion rate.
What changed for the team
The reps stopped being data-entry clerks. They became closers.
The agency now runs more campaigns at the same time, with less effort, on better data. The volume scales with the system, not the headcount.