Case Study

Always Running — Automated

AI Outreach
Engine

Fill one form. The system finds your ideal prospects, writes a personalised opener for each one, then follows up automatically for 3 weeks — from your own Gmail.

🎯 Tell it who you want: industry, job title, company size, country
🤖 AI reads each profile and writes a unique opener — not a template
📧 Standard follow-up & product launch — two distinct automated workflows
📊 Every lead and email tracked in one dashboard — zero manual logging

Book a Free Audit → See how it works ↓

👤

James Whitfield

Founder @ TechFlow SaaS · LinkedIn

Found

👩

Priya Anand

Head of Growth @ ScaleUp · LinkedIn

Writing opener…

🧑

Marcus Leroy

CEO @ RetailEdge · Instagram

Email Sent ✓

AI Writing Personalised Opener

"Hi Priya — saw your post on LinkedIn about scaling to 10k users with zero paid ads. The way you approached community-led growth is exactly what we help automate…"

🎯

1k+

Leads Per Day

Multi-platform scraping: LinkedIn, Instagram, Facebook, YouTube & Google — decision-makers only, junk filtered by AI.

✍️

100%

Unique Openers

Profile-read AI: Reads each person's posts and bio before writing. No templates — feels like a human did the research.

📧

6-step

Auto Follow-up

Gmail thread replies: Sent from your real account as one ongoing conversation over 23 days — exactly how a human would follow up.

🚀

2 WFs

Dual Workflows

Cold + launch: Standard outreach & product launch campaigns run on the same engine — separate pools, no crossover.

The System

How It Works

Fill one form. The system finds prospects, writes personalised openers, schedules follow-ups, and sends from your Gmail — while you focus on closing replies.

📋

You Fill One Form

Tell the system your target: industry, job title, company size, country, and which platforms to search.

🔍

AI Finds & Filters

Scrapes LinkedIn, Instagram, Facebook, YouTube, and Google in parallel. AI removes junk — decision-makers only.

✍️

Unique Opener Per Person

AI reads each profile and writes a personalised first line. Not a template — open rates jump because it feels human.

📧

6 Follow-ups, Automatic

Emails go from your own Gmail as replies in one thread. Runs for 3 weeks. You wake up to replies.

Follow-up System

Two workflows. One engine.

The system runs two distinct follow-up modes — choose the one that fits the job, or run both simultaneously on separate contact pools.

📨

Workflow 1 — Standard Follow-up

Cold outreach · No-reply nudges · Appointment reminders

📋

Trigger

Set up via dashboard

Enter name, email, 5–6 messages, subject, and send date. One setup — automatic from here.

💾

Store

Saved to Postgres

Contact, all 6 messages, current step, and next send date stored. No spreadsheets.

⏰

Schedule

Checks every 30 min

"Is anyone due a message?" Yes → sends. No → waits. Fully automatic.

🔀

Route

Switch logic routes

Step 1 = fresh email. Steps 2–6 = reply in same thread. Never six separate emails.

📧

Send

Sent from your Gmail

Gmail API sends from your real account. One ongoing thread.

Day 0 Day 3 Day 6 Day 10 Day 23

✅

Update

DB auto-updated

Step +1, next date set. Tagged complete after step 6. Full visibility always.

Repeats every 30 minutes until sequence complete

🚀

Workflow 2 — Product Launch Follow-up

New product · Feature update · Upsell · Re-engagement to existing customers

📦

Trigger

You launch something new

New product, feature, upsell, or re-engagement campaign.

Product Feature Upsell

🎯

Target

Pick the right segment

Filter existing customers by plan, usage, or industry. Only relevant contacts get the message.

✍️

Personalise

AI tailors each message

Not a mass blast. References the contact's use case, industry, or purchase history.

💾

Store

Queued in Postgres

Same DB as Workflow 1. Step, date, messages per contact — consistent across both modes.

📤

Schedule & Send

Same 30-min Gmail loop

Runs on the same scheduler. First email fresh; follow-ups in thread.

Day 0 Day 3 Day 7

🏁

Complete

Campaign closed cleanly

Thread tagged done. Contacts who replied flagged for manual follow-up. No guessing.

Same scheduler, separate contact pool, fully isolated from Workflow 1

Transformation

Before & After

The same business — completely different operation. Half a day of manual work for 20 leads on the left. 1,000+ leads found, written, and emailed while you sleep on the right.

Before — Manual

Browse LinkedIn for hours, manually copy names and emails into a spreadsheet
Write a personalised opener for each person — or send a template and hope
Send the first email, add a reminder to follow up in a few days
Miss the follow-up, or send a generic "just checking in" that gets ignored
No idea who's been contacted, how many times, or what was said
Half a day's work for 20 leads — and the outreach still isn't done

After — AI Automated

Fill one form: who you want, which industry, what size company, which country
AI finds the right people and writes a personal opening line for each one
All leads land in your Google Sheet — name, contact, opener — ready to use
Load a contact into the dashboard and 6 emails schedule themselves over 3 weeks
Every follow-up goes out as a reply in the same thread, from your own Gmail
Full visibility: who's at which step, what was sent, what's coming next

FAQ

Common Questions

Everything you need to know before deploying the outreach system for your business.

Still have questions? Book a call →

Does this use my own Gmail account?

▼

Yes. Emails are sent via the Gmail API from your actual Google account. Prospects see your name, your email address, and replies land directly in your inbox — not a third-party tool.

What's the difference between the two workflows?

▼

Workflow 1 is for cold outreach — finding new prospects and following up until you get a reply. Workflow 2 is for existing customers — when you launch a new product or feature, it notifies the right customer segments with personalised messages. Both run on the same engine with completely separate contact pools.

Will it sound like a robot?

▼

No. The AI reads each prospect's profile before writing — so it references something specific about them: a recent post, their industry, their role. It's not a merged template. Prospects regularly reply thinking a human wrote it personally.

How does it decide when to send follow-ups?

▼

A scheduler runs every 30 minutes and checks the Postgres database: "Is anyone due a message right now?" If yes, it sends. If no, it waits. The send dates (Day 0, 3, 6, 10, 16, 23) are stored per contact, so each person gets their own independent timeline.

What platforms does the lead finder scrape?

▼

LinkedIn, Instagram, Facebook, YouTube, and Google — all in parallel. You specify the industry, job title, company size, and country. AI then filters the results to remove irrelevant contacts, leaving only decision-makers in your target segment.

Build Yours

Configure your Outreach Engine

The core system finds leads, writes personalised openers, and runs 6-step follow-up sequences. Add modules to extend its reach.

Core — Included Always On

Lead finder: LinkedIn, Instagram, Facebook, YouTube, Google
AI reads each profile and writes a unique opener
6-step email follow-up over 23 days from your Gmail
Google Sheets dashboard — leads, steps, status
Two workflow modes: cold outreach + product launch

Add-ons Optional

Broadcast Follow-up via Email

Batch broadcast to your existing contact list — product launches, announcements, re-engagement campaigns. Separate pool from cold outreach.

Add-on

Extra Platforms

Extend lead scraping to additional sources: Twitter/X, TikTok creator accounts, Clutch, G2, or custom directories specific to your industry.

Add-on

Your Configuration

Outreach Engine (core)

Estimate

Contact for quote

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One-time build · You own it · 30-min free call

AI Outreach Engine