Key Highlights
- Sent 1.2 million+ cold emails in 6 months
- 400 positive replies and booking several hundred meetings
- 100+ meetings from 4 clients in just 4–5 months
- Multiple startups now run 20+ meetings/month in-house
- Can manage 6,000+ inboxes via Smartlead
Company Background
Operatana, co-founded by Sascha Lang and Fabian—both Y Combinator alumni and former startup CEOs—specializes in B2B lead generation for SaaS companies and digital-first businesses, especially early-stage startups.
Drawing on years of hands-on outbound experience, they set out to help startups unlock cold email as a scalable, predictable channel for growth, moving beyond their own founder-led experiments to a proven, repeatable system.
Challenge
- Startups, despite abundant advice online, struggle to make cold email work at scale due to complexity, deliverability, and a noisy market.
- Manual sending and browser-based tools couldn’t scale campaigns or maintain quality efforts.
- Startups had trouble even starting, let alone measuring, iterating, and building a reliable meetings pipeline.
Solution & Approach
With Smartlead as their core infrastructure, Operatana ramped from sending 10–100 manual emails a day to managing campaigns at immense scale with over 1.2 million emails sent in six months. Here are a few things Sascha emphasized:
API-First Ecosystem
Every feature in Smartlead is accessible by API, enabling Operatana to automate internal workflows, reporting (like Slack updates), enrichment, and build custom tools tailored for each client.
Deliverability Management
They leveraged Smartlead’s warmups, sending infrastructure, and robust deliverability controls to achieve results in today’s challenging inbox environment, outperforming legacy providers.
Full Analytics Visibility
Smartlead’s global analytics and client logins build transparency and trust as clients could see real data in real time, becoming more self-sufficient as campaigns mature.
Startup Handover Program
Operatana moves beyond done-for-you agency work by setting up the entire outreach stack, mentoring founders, integrating fresh data and campaign workflows, and handing over a fully functional system and empowering startups to own and scale their own outbound channel.
Results
- Sent 1.2 million+ cold emails in 6 months across all clients, generating over 400 positive replies and booking several hundred meetings.
- For 4 clients, 100+ meetings were generated in just 4–5 months—business-changing results opening new sales channels.
- Multiple startups now run 20+ meetings/month in-house, with costs far below paid ads and fully owning their lead gen stack.
- Operatana manages 6,000+ inboxes via Smartlead, automates Slack notifications and client updates, and iterates weekly to maximize campaign performance.
- Rapid feature development from Smartlead (e.g., better bulk management, advanced analytics) supports ongoing agency and client innovation.
Lessons Learned
- Follow clear, focused advice from experts instead of piecing together scattered tactics. Consistency and iteration drive results, not one-off “hacks.”
- Scaling is only possible with robust, API-driven platforms that allow for deep automation, customization, and seamless integration.
- Smartlead’s focus on infrastructure and ongoing updates make reliable inboxing and results possible even as cold email gets tougher.
- Giving startups ownership of outreach systems (not just leads or meetings) builds sustainable growth and internal capability.
Feedback for Smartlead
- Advanced API and Feature Velocity: API-first design gives unmatched control for agencies; regular new features are appreciated, though improvements to bulk inbox management and more granular Slack integration would help larger-scale operations.
- Analytics & Client Portal: Live analytics streamline reporting and enable clients to become self-reliant quickly.
Conclusion
Operatana, powered by Smartlead, demonstrated that with the right infrastructure, it’s possible to transform cold email from a founder-led grind into a predictable, scalable acquisition engine.
Generating 1.2 million emails, 400+ positive replies, and 100+ meetings per client in months, they help startups unlock new markets and pipeline, all while paving the way for in-house ownership of a critical growth channel.
If your business or agency is been searching for cold email tools to scale your outreach efforts, check out our 14-day free trial
Wajahat Ali
Subscribe to get all our latest blogs
Join us to elevate your outreach!
Related case study
What our customers say
Founder, Lambda Group
“The best outbound email marketing software. Customer support - they are so responsive and helpful Features - you can add multiple email doma”
Senior Account Executive, Key Outreach
"Intuitive. Game-Changing. POWERFUL. Analytics, spintax, A/B testing, quick personalization. This is a game changer if you send cold email ca"
Account Executive, B.I.G. Charity Law Group Professional Corporation
“Hands down the best cold email software. Smartlead is amazing, this is the best tool if you want to cold email at scale and land in the inbo”
Co-founder, Pitchlane
“Innovative, reliable, and Suitable For Technical and Non-Technical Users. SmartLead's ability to help me land in the primary inbox and autom”
Co-Founder, Five Element
“Smartlead is an absolute game-changer! With its exceptional features and support from the Smartlead team, I've experienced remarkable succes”
Sales Director - Financial Institution Solutions Saggezza, Inc.
“Smartlead is an innovative cold email platform that helps me reach out to potential clients. There are easy-to-use templates, powerful autom”
Founder, Leadbird.io
“I've personally built a sales engagement platform similar to Smartlead, and I am genuinely blown away by the scalability, functionality and”
CEO, Yell Cut
"I can upload hundreds of email accounts, send thousands of cold emails per day, and still have an organized master inbox. This is unseen wit"
Founder, Office Optim
“Smartlead has been extremely helpful with seamlessly onboarding clients, warming up their accounts, and prepping campaigns to send at high v”
CEO, Rock Solid Lead Generation
“Smartlead is absolutely amazing! The software is easy to understand I am not a techie but directly understand everything and if you really h”
Founder, WindGrowth
“Smartlead is simply amazing. They constantly improve their product and bring new features that make the cold email software even more comple”
Outbound Lead & Partner, Peakora
“Our campaigns weren't just about reaching out, but reaching out right, and Smartlead helped us achieve this. It has added immense value to o”
Co-Founder, Five Element
“Smartlead is an absolute game-changer! With its exceptional features and support from the Smartlead team, I've experienced remarkable succes”
CEO, Acquisizioneclienti.it
“Best cold outbound email software out there. Everything, is fast, reliable, scalable, you can also white-label, amazing analytics and never”
Owner, Storydriven.video
“I just ended my 2 year search for the right cold emailing platform with Smartlead. A stand alone tool for cold emailing unlike anything else”
Senior Account Executive, Key Outreach
“Intuitive. Game-Changing. POWERFUL. Analytics, spintax, A/B testing, quick personalization. This is a game changer if you send cold email campaign. Grateful to this team for building a product that has changed our day to day. 🚀”
Powerful automated workflows that drive sales.
Frequently asked questions
What is Smartlead's cold email outreach software?
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.
How does Smartlead's unlimited mailboxes feature benefit me?
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.
What do you mean by "unibox to handle your entire revenue cycle"?
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.
Can Smartlead help improve my email deliverability rates?
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.
Can I integrate Smartlead with other tools I'm using?
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!
What is Smartlead, and how can it enhance my cold email campaigns?
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 Smartlead, as a cold emailing tool, automate the cold email process?
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!
How does Smartlead ensure my emails don't land in the spam folder?
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.
What features does Smartlead offer for cold email personalisation?
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.
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.