Cold Outreach Systems Scaled Appointment Setting to 20-30 Leads/Week with Smartlead

8
Min
Published On
June 4, 2025
Updated On
June 4, 2025
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 Cold Outreach Systems Scaled Appointment Setting to 20-30 Leads/Week with Smartlead

Cold Outreach Systems Scaled Appointment Setting to 20-30 Leads/Week with Smartlead

8
Min
Created On:
June 4, 2025
Updated On:
June 4, 2025
 Cold Outreach Systems Scaled Appointment Setting to 20-30 Leads/Week with Smartlead

Table of Content

Key Highlights

  • 10-15 meetings per month to 10-15 meetings per day.
  • From 2-3 leads per week to 20-30 leads consistently.
  • On average, 20-30 meetings per client.
  • Simplified inbox management.

Company Overview

Cold Outreach Systems, founded by Ryan Redmond, is an appointment-setting agency specializing in cold email outreach to help e-commerce, TikTok, Amazon, and SaaS agencies consistently book qualified meetings. 

With 15 years of sales experience, Ryan emphasizes the effectiveness of cold email, noting that over the past two years, cold email has generated significantly better results than LinkedIn outreach for his clients.

Cold Outreach Systems focuses on automating the outbound process to scale appointment setting while simplifying inbox management and follow-ups for their clients.

The Challenge

Before adopting Smartlead, Cold Outreach Systems faced several operational challenges:

  • Disorganized inbox management across multiple campaigns and clients, causing inefficiencies in responding to leads.
  • Limited automation capabilities with previous tools, resulting in time-consuming manual follow-ups and campaign management.
  • Difficulty onboarding clients and teams due to complicated, unintuitive software interfaces.
  • Inconsistent meeting bookings, with some clients struggling to generate even a handful of leads weekly.

Ryan knew that to scale efficiently and meet client expectations, they needed a user-friendly, automated cold email platform with excellent deliverability and robust customer support.

Why Smartlead?

Ryan and his team had previously used a few other cold email software tools, but those tools weren’t user-friendly, often leading to team and client frustration. 

Automation is the key to scaling, which is why they used cold email software. Being able to follow up on leads, having one inbox to reply to leads, and utilizing a system that keeps everything in one place would be beneficial. 

Ryan says, ”Smartlead provided all these things, and it was evident that Smartlead would be the tool we were going to use for cold email. We have been using Smartlead for 2 years now.”

So, Ryan and his team chose Smartlead for its comprehensive features designed to simplify cold email outreach and maximize results:

1. Automation & Subsequence Workflows

Smartlead's automation made setting up and managing follow-ups effortless, dramatically improving campaign efficiency.

2. Master Inbox

Consolidated replies from multiple inboxes into a single dashboard, streamlining lead generation and engagement.

3. User-Friendly Design

Easy for both internal teams and clients to adapt, lowering the learning curve and improving adoption.

4. Reliable Deliverability

Features like SmartDelivery ensured emails landed in the primary inbox, boosting response rates.

5. Phenomenal Customer Support

Quick, helpful responses that enabled Cold Outreach Systems to resolve issues rapidly and maintain campaign momentum.

Ryan shares, "We tried other tools, but they were clunky and hard for clients and our team. Smartlead’s intuitive design and automation features made it the obvious choice."

Solution: Automating and Scaling with Smartlead

By fully integrating Smartlead into their operations, Cold Outreach Systems were able to:

  • Automate entire cold email sequences, including follow-ups, freeing up time for strategy and growth.
  • Manage multiple inboxes seamlessly using Smartlead’s Master Inbox.
  • Build and maintain high-quality lead lists tailored to client ICPs.
  • Track email deliverability metrics and reply rates in real-time, enabling data-driven adjustments to your campaigns.
  • Scale outreach efforts without increasing headcount or losing control over campaign quality.

Results Achieved

  • Increase in the number of meetings booked from 10-15 per month to 10-15 per day.
  • From 2-3 leads per week to 20-30 leads consistently for agency clients.
  • Significantly simplified inbox management across multiple inboxes.
  • High client satisfaction is achieved through transparent reporting and seamless operations.

One remarkable turnaround was for a client struggling to consistently generate leads. After Cold Outreach Systems rebuilt their lead list and launched campaigns via Smartlead, the client saw a significant increase in qualified leads, reaching 20-30 per month—a tenfold rise.

Ryan emphasizes, “Smartlead has helped us break records month after month for booking meetings and managing inboxes. It’s super easy to scale without losing quality.”

Future Ahead with Smartlead

Ryan is looking forward to more features from Smartlead that could further support agencies:

Automated Notifications

Alerts for drops in deliverability, domain reputation, or reply rates by client or tag.

Enhanced Dashboard Usability

More intuitive filtering options to streamline campaign oversight.

Conclusion

Smartlead has been instrumental in helping Cold Outreach Systems scale their appointment-setting services efficiently and deliver outstanding results to clients in competitive markets like e-commerce, TikTok, and SaaS.

With its powerful automation, intuitive interface, and strong focus on deliverability, Smartlead empowers agencies to dramatically increase the number of meetings booked and leads generated—all while simplifying campaign management.

This case study highlights how Smartlead supports agencies in scaling cold email outreach effectively while maximizing client retention and revenue growth. 

Smartlead can help you achieve similar results. All you have to do is get started, and they have a 14-day free trial just for that.

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Author’s Details

Wajahat Ali

Wajahat Ali is a Technical Content Writer at Smartlead, specializing in the B2B and SaaS sectors. With a talent for simplifying complex concepts, he crafts clear, engaging content that makes intricate topics accessible to both experts and newcomers. Wajahat’s expertise spans across copywriting, social media content, and lead generation, where he consistently delivers valuable, impactful content that resonates with a global audience. His ability to blend technical knowledge with compelling storytelling ensures that every piece of content drives both understanding and results, helping businesses connect with their target markets effectively.

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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

What is Smartlead, and how can it enhance my cold email campaigns?

Email automation FAQs- Smartlead

Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance. 

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

How does Smartlead as a cold emailing tool can automate the cold email process?

Email automation FAQs- Smartlead

Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.

The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
 
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can Smartlead help improve my email deliverability rates?

Email automation FAQs- Smartlead

Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.

What features does Smartlead offer for cold email personalisation?

Email automation FAQs- Smartlead

Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.

Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

Is Smartlead suitable for both small businesses and large enterprises?

Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.

Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

How can Smartlead integrate with my existing CRM and other tools?

Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!

Email automation FAQs- Smartlead

Do you provide me with lead sources?

No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume. 

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at support@smartlead.ai

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