Case study

Outreach Automation

Automated lead qualification and multilingual follow-up sequence that keeps running consistently without manual tracking.

The problem

Following up consistently is one of the hardest things to do manually. You send a first email. You mean to follow up a week later. Something comes up. Two weeks pass. By then it feels awkward to reach out again so you move on.

Most leads are not lost because they were not interested. They are lost because the follow-up never happened.

Tracking this manually in a spreadsheet does not work either. You spend time checking when the last email was sent, deciding whether to follow up, and writing the next message. For a small team or a founder doing their own outreach, this discipline is almost impossible to maintain consistently.

How it works

Contacts are researched and qualified automatically. Relevant leads enter an email sequence that runs over several weeks. Each touchpoint goes out at the right time without manual input.

The system also selects the email language based on the contact, so a German-speaking prospect receives an email in German and an English-speaking prospect receives one in English.

At no point does someone need to check a spreadsheet, remember when the last email went out, or decide whether it is time to follow up again.

A real example

This system was built for NovaManufact's own outreach. It has been running successfully and handles the entire follow-up sequence automatically, from first contact to closing email.

Tools used

Built on n8n and integrated with HubSpot and Outlook for contact management and email delivery.

What changes

Every lead gets the same disciplined follow-up regardless of how busy things are. No leads fall through because someone forgot to follow up. The sequence runs in the background while you focus on the conversations that are already happening.