Client: Investment Management firm
Industry: Private Equity (Corporate Divestitures)
Overview
A Charlotte based Investment Management firm focused on acquiring corporate divestitures focused on relationship-driven deals that require precise targeting and consistent follow-up. The firm’s outbound relied heavily on manual effort, from researching prospects in Apollo to sending emails and tracking replies. While their deal team was highly capable, the lack of automation slowed execution, limited scale, and created gaps in follow-up.
To solve this, Prospects Hive designed and implemented a fully automated, multi-channel revenue system that connects lead sourcing, enrichment, outreach, and follow-up into one seamless flow.
Now, prospects move from research to outreach automatically, non-responders are escalated to LinkedIn without manual intervention, and every interaction is tracked in one system.
The result is a scalable outbound engine that turns targeted prospect lists into consistent deal conversations without adding headcount.
The Challenge
The firm’s outreach process was effective but inefficient.
Their team manually:
- Researched prospects in Apollo
- Exported and managed data in spreadsheets
- Sent individual emails without sequencing
- Tracked replies and follow-ups manually
This created several issues:
- Incomplete or outdated contact data
- Missed follow-ups across channels
- No visibility into campaign performance
- Deliverability risks due to lack of infrastructure
Despite strong deal-making capability, too much time was spent on operational work instead of conversations.
Our Objective
Our goal was to build a system that could:
- Automate prospect sourcing and enrichment
- Run multi-channel outreach at scale
- Intelligently follow up across email and LinkedIn
- Eliminate manual tracking and data handling
- Allow the deal team to focus entirely on closing
In short, we aimed to turn their outbound into a predictable, automated revenue system.
What We Built
To achieve this, we built a unified outbound engine that automated every step from lead capture to conversation:
Acquisition & Data Capture
Apollo.io was used to continuously source ICP-matched prospects based on role, company type, and size.
Instead of manual exports, this became a structured, repeatable pipeline.
Enrichment
Clay enriched every lead with:
- Verified email addresses
- LinkedIn profile URLs
- Company data and financials
- Personalization variables
This ensured every record was complete and ready for outreach.
Infrastructure & Deliverability
Inboxkit was implemented to support sending at scale, including:
- Warmed domains and inboxes
- Rotation across multiple sending accounts
- Deliverability monitoring
This protected sender reputation while maintaining high inbox placement.
Multi-Channel Outreach
Outbound campaigns were launched across:
- Instantly (email) for structured cold email sequences
- Heyreach (LinkedIn) for connection and DM campaigns
Each rep had dedicated campaigns, ensuring ownership while maintaining consistency.
Smart Follow-Up & Escalation
The system included intelligent branching logic:
- If a prospect replied → automation stopped instantly
- If no reply → prospect was automatically moved to LinkedIn outreach
This ensured no opportunity was lost due to single-channel reliance.
CRM Tracking & Visibility
All activity was synced into Attio CRM, where:
- Every lead was tracked from first touch to opportunity
- Campaign performance was visible in real time
- Ownership and pipeline stages were clearly defined
This turned outbound from a black box into a measurable system.
Conclusion and Results
Once implemented, the system transformed outbound into a scalable, automated engine:
Key Results
- 3,108 leads processed through the automated pipeline
- 48 opportunities created from outbound campaigns
- 26.7% peak reply rate on top-performing campaigns
- 4,631 emails sent across multiple sequences
- 100% automated workflow from sourcing to follow-up
Qualitative Wins
- The deal team now focuses on conversations and closing, not prospecting tasks.
- Outreach continues across channels automatically, ensuring no missed follow-ups.
- Data is clean, enriched, and always up to date before outreach begins.
- Campaign performance is fully visible, enabling continuous optimization.
Tech Stack Used
System Orchestration Layer
A custom system orchestration layer was built to connect the core outbound tools into a single, unified workflow.
This layer was developed using automation infrastructure like Make.com, combined with AI capabilities powered by OpenAI API and Anthropic API.
Through this orchestration layer, the system connects directly to:
Attio (CRM) — Reads and updates contact records, pulls deal stage data, logs call summaries, and writes action items directly into the CRM without any manual data entry.
Instantly (Email) — Monitors campaign activity, surfaces reply patterns, and triggers follow-up actions based on sequence performance data in real time.
Heyreach (LinkedIn) — Tracks LinkedIn campaign activity, identifies non-responders, and feeds escalation logic so the right contacts move from email to LinkedIn automatically.
This means the system is not just processing data in isolation. It is connected to every active system in the revenue engine.
When a call is transcribed, the system processes it, extracts key insights, and pushes them directly into the CRM through the automation layer.
When a prospect goes cold in email campaigns, the system detects the pattern and triggers LinkedIn escalation automatically, without human intervention.
The result is a fully connected intelligence layer that reads, reasons, and writes across the entire stack automatically.
What They Had To Say
Want a system like this?
If your outbound still depends on manual work, scattered tools, and missed follow-ups, we’ll show you exactly where it’s breaking.
We’ll map your outreach, data, and channels into one automated system.
Book a free strategy call and get a custom revenue system built for your team.
