AI & Workflow Automation · Sales Outreach

10K Contacts in 30 Minutes: From Apollo to Personalized Outreach

I automated contact preparation and email personalization so the team could launch campaigns faster, achieve 90% higher reply rates and support up to three times as many clients per representative.

10K: Contacts processed in 30 minutes
90%: Higher reply rate with personalized email bodies
Up to 3×: Clients supported per representative

Problem

Preparing each campaign took around five hours of manual exports, email verification, data cleanup and imports. Apollo provided email addresses for only around half of the selected contacts, leaving the team with more research and incomplete lists.

This repetitive work limited how many clients each representative could support.

Solution

I built one automated workflow connecting Apollo to Smartlead. The team selects a campaign, and the system prepares the contacts, verifies their emails, personalizes the email bodies and imports the completed list.

Apollo to Smartlead sales contact automation workflow

What I delivered

Automated contact extraction and enrichment from Apollo.
Email verification through Emailhippo, with Scrubby and Bettercontact helping recover missing or invalid addresses.
Centralized contact data and processing status in Airtable.
AI cleanup of names, company names and salutations.
Personalized email bodies for each contact.
Automatic import into the selected Smartlead campaign.

Results

10,000 contacts processed in 30 minutes.
90% higher reply rate through personalized email bodies.
Up to three times as many clients supported by each representative, with less time spent preparing campaigns.

Stack

Apollo · Scrubby · Emailhippo · Bettercontact · OpenAI · Smartlead · Airtable