Client: Chatbot development agency (Synthex)
Channel: Cold email
Timeline: 1 month
Minimum deal size: $2,000

The problem

The Problem

Synthex builds custom AI chatbots. Their product was strong, and the market promising - but they didn’t have a structured sales process.

Previous attempts at cold outreach produced almost no results. Timing, personalization, follow-ups, and handling replies are a full-time job, and Synthex didn’t have someone dedicated to it.

“Cold email wasn’t something we relied on. Now it’s a real channel for us.” - Synthex, after month one

Before working with us: no inbound, no effective outbound, and no predictable way to generate leads beyond referrals.

What we did

We ran a structured outbound campaign for Synthex using our AI-assisted SDR system. Here’s the process:

Step 1 - Define the target

We identified ideal prospects: heads of sales, support, and founders at AI/ML tooling and e-commerce companies experiencing high support volume.

Step 2 - Craft emails that resonate

We wrote concise emails focused on specific problems, not generic intros. Each email addressed the prospect’s pain point directly.

Step 3 - Follow-ups and monitoring

Up to five follow-ups were sent automatically, each from a slightly different angle. Replies were tracked and routed for qualification to ensure the most promising leads moved forward.

Step 4 - Schedule meetings

Qualified prospects were booked directly into Synthex’s calendar, with briefing notes including context, pain points, and suggested talking points.

Example Email That Worked

Short, direct, focused on one result:

Subject: Handling support tickets manually?

Hi [Name],

I saw that [Company] recently expanded your support team - that often means the same questions keep coming up day after day.

We helped a client in [similar industry] cut first response time from 4 hours to under 2 minutes using AI chat automation, without adding headcount.

Curious - is this the kind of efficiency your team is looking for?

The numbers

Emails sent: 600
Opened: ~310
Replied: ~7%
Meetings booked: 8
Deals closed: 4
Pipeline generated: ~$8k

Notes:

Reply rate above industry average due to targeted list and email personalization.
First meeting booked within 2 weeks.
6 of 8 meetings were fully qualified leads.

Common Objections and How They Were Handled

"We already use another tool."

AI-assisted system asked which tool and whether it solved the prospect’s pain. Some conversations still converted to meetings.

"Implementation will take too long."

Explained integration steps clearly - bot ran alongside existing tools without disruption.

"Our team won’t use it."

Positioned the chatbot as support enhancement, not replacement.

All conversations were monitored and qualified to ensure follow-up only on serious leads.

What Changed for Synthex

The biggest change was predictability.

Before, pipeline relied on luck and referrals. Now, Synthex could:

Scale campaigns to generate more meetings
Test new ICP segments easily
Predict revenue from active outreach

Sales stopped being something that just “happens” - it became a channel they could control.

Who This Works For

This approach works best when you know your ideal customer:

Who they are
What problem they face
Who makes the buying decision

Ideal for:

B2B SaaS and service companies
Deal sizes: $1K–$5K+

Does not work if the value proposition isn’t clear or you can’t articulate why someone should choose you. The AI gets you in the room - but the meeting itself still needs your product to close.

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Published with the client's permission. All numbers reflect actual campaign data.