Step-by-Step Implementation
Complete Technical Setup Guide
End-to-end configuration for every tool, integration, and automation in to be used in the Nudg3 GTM system
🔧
I and Luca will follow this guide sequentially. Each section builds on the previous. Setup time: 7-9 hours for full system configuration. This is our single source of truth for technical implementation.
Section 1: Domain & DNS Setup
START HERE
1 We buy 8 domains
We register these at Namecheap or Cloudflare Registrar. Avoiding GoDaddy. They are known for troubles. LOL
nudg3.co
trynudg3.com
nudg3hq.com
getnudg3.com
nudg3agency.com
nudg3labs.com
nudg3platform.com
nudg3tools.com
We purchase for 1 year (or more)
Cost: ~$10-12 per domain/year
Total cost for domains: ~$80-120/year (one-time annual fee)
2 Set up email hosting
We create Google Workspace or Microsoft 365 accounts. Budget: $6/user/month × number of mailboxes needed.
20-25 mailboxes needed
10 domains × 2-3 mailboxes each
Cost: ~$150/month
3 Create mailbox naming convention
We use professional names, not generic. Each domain gets 2-3 mailboxes. E.g
luca@nudg3.co
partnerships@nudg3.co
godwin@trynudg3.com
hello@nudg3hq.com
4 There might be another way - CPanel Emails.
This option if your are thinking about it Luca and Sirish; though cheaper is fraught with troubles.
❌ Terrible deliverability - Shared hosting IPs are often blacklisted.
❌ Spam folder guaranteed - ISPs don't trust cheap hosting emails.
❌ No reputation - Our emails will emanate from a random server IP.
❌ Limited sending - Most hosts cap at 100-300 emails/day TOTAL (not per mailbox).
❌ Easily blocked - Gmail/Outlook flag cPanel emails aggressively.
❌ No warmup tools - Can't integrate with Instantly/Smartlead warmup.
❌ Technical burden - You manage server, security, uptime.
1 SPF Record
Add TXT record to authorize sending servers. Critical for deliverability.
Type: TXT
Name: @
Value: v=spf1 include:_spf.google.com ~all
2 DKIM Record
Get from Google Workspace or M365 admin panel. Cryptographically signs emails.
Type: TXT
Name: google._domainkey
Value: [Long key from Google Workspace]
3 DMARC Record
Start with p=none for monitoring. Graduate to p=quarantine after 30 days of clean sending.
Type: TXT
Name: _dmarc
Value: v=DMARC1; p=none; rua=mailto:dmarc@nudg3.ai
4 MX Records
Required for receiving replies. Get from Google or Microsoft.
Type: MX
Priority: 1
Value: ASPMX.L.GOOGLE.COM
5 Custom Tracking Domain (Instantly/Smartlead)
Prevents shared blacklist issues. Each tool provides CNAME values.
Type: CNAME
Name: track
Value: [Provided by Instantly or Smartlead]
Section 2: Tool-by-Tool Setup
INTEGRATIONS
1 Create Instantly Account
We signup at instantly.ai. That is if we do not have an account already Sirish and Luca.
Plan recommendation: Growth plan ($97/mo) supports unlimited email accounts. Supports up to 25,000 Uploaded Contacts.
2 Connect Email Accounts
We add all Google Workspace mailboxes using App Passwords (not main password).
Settings → Email Accounts → Add Account
SMTP: smtp.gmail.com
Port: 587
Username: full email address
Password: App Password from Google
3 Enable Auto-Warmup
CRITICAL: We turn on warmup for ALL new accounts immediately. We must not skip.
Email Accounts → Select account → Enable Warmup
Warmup Duration: 14 days minimum
Daily Limit: Start 10/day → ramp to 40/day
Keep warmup running at 20% even during campaigns
4 Set Sending Limits
We configure conservative limits to protect domain reputation.
Per Account Daily Limit: 40-50 cold emails
Sending Window: Mon-Fri, 8am-11am local time of the region of interest. We would have to find a way to align for Luca - US, UK, EU; and Godwin - AU, NZ
Delay Between Emails: 45-90 seconds
Open Tracking: ON
Click Tracking: OPTIONAL (I believe it can hurt deliverability)
5 Configure Custom Tracking Domain
This prevents shared blacklist. Adds CNAME to each sending domain.
Settings → Tracking Domain → Add Custom Domain
Enter: track.nudg3.co
Copy CNAME value → Add to DNS
Wait for verification (up to 24 hours)
6 Create Campaign (Agency Cold Sequence)
We build 4-email sequence with A/B subject lines.
Campaigns → New Campaign → "Agency Cold Outreach"
Add 4 emails (Day 1, Day 4, Day 9, Day 14)
Subject A/B test: minimum 2 variants per email
Variables: {{firstName}}, {{company}}, {{position}}
Auto-pause on reply: YES
7 Set Up Attio Integration
Within Instantly, we sync replies automatically to Attio CRM.
Integrations → Attio → Connect
API Key: We get this from Attio Settings → API
Trigger: On Reply → Create/Update Contact in Attio
Status: Auto-move to "Replied" stage
Pause Sequence: YES
1 Create Smartlead Account
We signup at smartlead.ai. That is if we do not have an account already Sirish and Luca.
Plan recommendation: Pro plan ($94/mo) for AI personalization.
2 Connect Mailboxes
We use different mailboxes than Instantly to distribute sending reputation risk.
Email Accounts → Add Account → Google Workspace
OAuth Flow: Recommended for easier setup
Or SMTP: Same as Instantly setup
Add 10-12 mailboxes for Enterprise volume
3 Enable Smart Delivery
We auto-rotates mailboxes for optimal deliverability.
Settings → Delivery → Smart Delivery: ON
Load Balance: Evenly distribute across accounts
Pause Threshold: Auto-pause if reply rate < 1%
4 Configure AI Personalization
We use for company-specific first lines (Enterprise only).
Campaign Settings → AI First Line: Enable
Data Source: Website scraping or LinkedIn
Fallback: Generic first line if AI fails
Quality Check: Review 10 samples before launch
5 Build Enterprise Cold Sequence
4-email sequence over 14 days, more formal tone than Agency.
Create Campaign → "Enterprise Cold Outreach"
Email 1: Day 1 — Visibility check angle
Email 2: Day 5 — CMO pressure angle
Email 3: Day 10 — Peer company social proof
Email 4: Day 14 — Clean exit
6 Connect to Attio
We set webhook integration for reply routing.
Integrations → Webhooks → Add New
Trigger: Reply Received
URL: Attio webhook endpoint
Payload: Include email, name, company, reply text
Action in Attio: Create contact + move to Replied
7 Set Deliverability Monitoring
We set weekly checks to catch issues early.
Analytics → Deliverability Score
Alert if score drops below "Good"
Weekly Report: Bounce rate, spam rate, domain rep
Action Threshold: Pause campaign if bounce > 3%
1 Create Lusha Account
We sign up at lusha.com. That is if we do not have an account already Sirish and Luca.
Plan: Pro plan recommended for bulk enrichment + direct dials.
2 Install Chrome Extension
For on-the-fly enrichment from LinkedIn Sales Navigator.
Chrome Web Store → Search "Lusha"
Add to Chrome → Sign in
Test on LinkedIn profile → Should show email + phone
3 Bulk Enrichment Process
We upload CSV exports from LinkedIn Sales Navigator.
Dashboard → Enrich → Upload CSV
Required columns: LinkedIn URL, Name, Company
Lusha returns: Work email, Direct dial, Company data
Target: 70%+ email match rate (industry standard)
Flag: Personal-only emails as lower confidence
4 Export Format
We download enriched data in format ready for Instantly/Smartlead upload.
Export → CSV format
Include: Email, First Name, Last Name, Company, Title
Add columns: LinkedIn URL, Phone (for Tier 1 follow-up)
Clean: Remove rows with no email before upload
5 Set Weekly Quota
We monitor credit usage to stay within plan limits. The looming challenge is that no plans across Lusha or Apollo accommodates our 1000 contacts per day ambition. We need tp think about this carefully Sirish and Luca.
Settings → Usage
Pro Plan: ~1,000 credits/month
1 credit = 1 email reveal
Budget: 250 contacts/week enrichment
1 Create Attio Account
Sign up at attio.com. Team plan required for multiple pipelines + automation.
2 Create Two Pipelines
Separate pipelines for Agency vs Enterprise to track metrics independently.
Pipeline 1: "Agency Pipeline"
Stages: Lead → Contacted → Replied → Meeting → Demo → Proposal → Won/Lost
Pipeline 2: "Enterprise Pipeline"
Stages: Same as above
3 Configure Custom Fields
Add fields for ICP segmentation and routing.
Custom Fields on Contact object:
- ICP Type (dropdown: Agency / Enterprise)
- Tier (dropdown: Tier 1 / Tier 2 / Tier 3)
- Region (dropdown: US / UK / EU / AU / NZ)
- Assigned Rep (dropdown: Luca / Godwin)
- LinkedIn URL (text)
- Direct Dial (phone)
- Source Campaign (dropdown: Cold / Audit / Trial / Upgrade)
4 Set Up Automation Rules
Auto-routing and task creation based on triggers.
Automation 1: Reply Received
Trigger: Email reply detected
Action: Move to "Replied" stage
Action: Notify assigned rep
Action: Create task "Qualify within 24h"
Automation 2: No Meeting Booked
Trigger: Contact in "Replied" for 3 days
Condition: No meeting booked
Action: Create follow-up task
5 Create Workspace Views
Rep-specific views for daily workflow.
View: "Luca's Leads"
Filter: Assigned Rep = Luca
Filter: Region IN [US, UK, EU]
Sort: Last activity (newest first)
View: "Godwin's Leads"
Filter: Assigned Rep = Godwin
Filter: Region IN [AU, NZ]
6 Connect Instantly & Smartlead
Bidirectional sync for reply routing.
Settings → Integrations → API
Generate API Key → Copy
In Instantly: Paste API key in Attio integration
In Smartlead: Use webhook URL from Attio
Test: Send test reply → Check if appears in Attio
7 Set Up Reporting Dashboard
Weekly KPI tracking for reps and management.
Dashboard Metrics:
- New contacts added (this week)
- Emails sent (by rep)
- Reply rate % (by campaign)
- Meetings booked (this month)
- Win rate % (by ICP type)
- Average deal cycle (days)
Section 3: Email Sequence Configuration
MESSAGING
✍️
Sequence Copy Guidelines: All sequences are detailed in the "Cold Outreach", "Post-Audit", "Trial", "Churn", and "Upgrade" tabs. Use this section to configure the technical send settings, timing, and variables for each sequence.
1 Agency Cold (Instantly)
Campaign Name: "Agency_Cold_Q1_2025"
Emails: 4 (Day 1, 4, 9, 14)
Daily Send Limit: 40/mailbox
Send Window: 8-11am local time
Variables: {{firstName}}, {{company}}, {{recentPost}}
A/B Test: 2 subject lines per email
Auto-pause on: Reply, Bounce, Opt-out
2 Enterprise Cold (Smartlead)
Campaign Name: "Enterprise_Cold_Q1_2025"
Emails: 4 (Day 1, 5, 10, 14)
AI First Line: Enabled
Send Window: 8-11am EST/GMT
Variables: {{firstName}}, {{company}}, {{industry}}
Reply Rate Alert: < 1% pause campaign
1 Trigger Setup
Trigger: Audit delivered (from Nudg3 platform)
Delay: 10 minutes after audit sent
Platform: Instantly (for agencies) or Smartlead (enterprise)
Emails: 4 (Immediate, Day 3, Day 7, Day 14)
2 Sequence Variables
{{auditFinding}} - Top visibility gap from report
{{competitorName}} - Top competitor in AI results
{{calendarLink}} - Luca's personal Calendly
{{platformLink}} - nudg3.ai platform login
3 Rep Touch Points
Day 3: Luca calls if phone number available
Day 10: Luca/Godwin sends LinkedIn message (manual)
Reference specific audit findings in outreach
1 Trigger & Timing
Trigger: Trial account created
Emails: 4 (Day 1, 3, 10, 14)
Send from: Luca's personal mailbox (not cold domain)
Track: Usage data from Nudg3 platform
2 Usage-Based Logic
Day 5: Luca/Godwin checks platform usage
Low usage (0-2 queries) → Send activation help
High usage (10+ queries) → Prep upgrade call
Day 10: Luca calls top 20% users by activity
1 Trigger & Timing
Trigger: Subscription cancelled or trial expired
Emails: 3 (Day 7, 30, 60)
Tone: No pressure, feedback-focused
2 Re-engagement Offers
Day 30: Fresh audit offer (no commitment)
Day 60: Competitor visibility report
After Day 60: Move to monthly newsletter only
1 Trigger Logic
Trigger: Account on Starter for 30+ days
OR: Approaching usage limits
OR: High engagement score (weekly logins)
Emails: 3 over 30 days (manual + automated)
2 Rep-Driven Approach
Email 1: Luca/Godwin sends personally (not template)
Reference actual platform usage data
No reply → Automated 2-email sequence fires
Goal: Book QBR/check-in call, not direct upgrade pitch
Section 4: Nudg3 Platform API Integration
DATA SYNC
🔌
API Purpose: Pull user activity, audit completion, trial status, and usage metrics from Nudg3 platform to trigger sequences and enable rep follow-up in Attio. Requires Nudg3 dev team to build/expose these endpoints.
/api/v1/audits/{user_id}
Pull audit completion status + key findings for email personalization
Post-Audit Seq
/api/v1/users/{user_id}/trial-status
Check trial activation, days remaining, usage count
Trial Seq
/api/v1/users/{user_id}/usage
Pull query count, last login date, feature usage (for upgrade targeting)
Upgrade Seq
/api/v1/users/{user_id}/subscription
Current plan, billing status, churn date (if cancelled)
Churn Seq
/api/v1/webhooks/audit-complete
Webhook fires when audit completes → triggers Post-Audit sequence
Automation
/api/v1/webhooks/trial-activated
Webhook fires when trial starts → triggers Trial sequence Day 1
Automation
/api/v1/webhooks/subscription-cancelled
Webhook fires on cancellation → triggers Churn sequence Day 7
Automation
1 Set Webhook Endpoints
Configure in Nudg3 platform admin panel to fire on key events.
Audit Complete → POST to Instantly webhook
URL: https://api.instantly.ai/webhooks/start-sequence
Payload: { email, firstName, company, auditData }
Sequence: "Post_Audit_Agency" or "Post_Audit_Enterprise"
Trial Activated → POST to Instantly webhook
Sequence: "Trial_Activation"
Delay: Immediate (Day 1 email)
2 Attio Sync via API
Pull usage data daily to flag upgrade opportunities.
Daily Cron Job (via Zapier or Make.com):
GET /api/v1/users/all-active → Pull all active users
For each user: GET /api/v1/users/{id}/usage
If queryCount > 80% of plan limit:
→ Update Attio custom field "Upgrade Ready" = TRUE
→ Create rep task "Review for upgrade"
3 Error Handling
Fail-safes for API downtime or webhook failures.
If webhook fails:
→ Retry 3x with exponential backoff
→ After 3 failures, alert to Slack channel
→ Manual rep action required
Log all webhook activity for debugging
Section 5: Monitoring, Reporting & Optimization
ONGOING
1 Deliverability Dashboard
Check every Monday:
- Bounce rate per domain (should be < 3%)
- Spam complaint rate (should be < 0.1%)
- Domain reputation in Google Postmaster
- Reply rate per campaign (target > 1%)
Action: Pause domain if bounce > 5%
2 Sequence Performance
Metrics to track:
- Open rate per email (target > 35%)
- Reply rate per email (target > 1%)
- Meeting booking rate (target > 5%)
A/B test: Change subject if open < 30%
3 Rep Activity Check
Attio pipeline review:
- Leads in "Replied" > 3 days (should be 0)
- Follow-up tasks overdue
- Deals stuck in one stage > 14 days
1 KPI Dashboard (by Rep)
Luca (US/UK/EU):
- Emails sent: 1,500-2,000
- Reply rate: Target 1.5%+
- Meetings booked: 20-30
- New customers: 8-15
Godwin (AU/NZ):
Same targets, adjusted for smaller TAM
2 Campaign ROI Analysis
Cost per acquired customer:
= (Tool costs + Rep time) / New customers
Target: < $500 CAC for Agency ICP
Target: < $1,500 CAC for Enterprise ICP
3 Optimization Triggers
If reply rate < 1% for 2 weeks:
→ Pause campaign, rewrite sequence
If bounce rate > 3%:
→ Clean list, verify Lusha quality
If meeting → close rate < 30%:
→ Review qualification process
✅
Implementation Checklist For Us As A Team: After initial setup, ongoing maintenance is ~2 hours/day for monitoring and optimization.
System Map
Nudg3 GTM Architecture
Full sales system — entry points, sequences, and conversion paths
◈
Core thesis: AI Engines are now the greatest visibility opportunity. You ace it, you win. You don't, you lose. Every workflow below exists to connect that insight to revenue.
Three Entry Points
ACQUISITION
Full Conversion System
END-TO-END
Cold Outreach (Instantly / Smartlead)
4-email sequence fires for Agency or Enterprise ICP. Personalised insight hook. No pitching. CTA is Audit or conversation.
Automated4 emails / 14 daysLuca + Godwin
Reply Received → Qualify in Attio
Sequence auto-pauses. Contact moves to Replied. Rep qualifies within 24h. Route to: Tier 1 (book call), Tier 2 (more info), Tier 3 (nurture).
Rep ActionAttio CRM24h SLA
TIER 1 — HOT
Book discovery call → Demo → Audit walkthrough
TIER 2 — WARM
Send info → Follow up in 5 days → Nudge to audit
TIER 3 — COLD
Enter 30-day nurture sequence. No rep time spent.
Audit Delivered → Post-Audit Sequence
Free audit sent. 4-email sequence over 14 days. Goal: book a call or activate trial. Rep follows up with personalised insight.
Automated + Rep4 emails / 14 days
Trial Activated → Trial Sequence
4-email sequence over 14 days. Onboarding, activation check, value milestone, upgrade prompt. Rep monitors usage and calls Tier 1 users on Day 10.
Automated + Rep14 day trial window
CONVERTS TO PAID
→ Enter Upgrade Nurture sequence (30 days)
NO CONVERSION
→ Enter Churn Win-Back sequence
Paid Customer → Upgrade Sequence
3-email sequence over 60 days. Rep check-in at Day 30. QBR framing. Move Starter → Growth → Enterprise.
Rep + AutomatedHigh-value touch
Infrastructure
Tech Stack
How the four tools connect across every stage of the system
⬡
Stack logic: Lusha (or Apollo) finds people. Instantly/Smartlead contacts them. Attio tracks everything. Each tool feeds the next.
Data Flow Between Tools
AUTOMATION MAP
FIND
→
Lusha (or Apollo) Enrichment
IMPORT
→
Attio CRM — Create Contact
tag: ICP type, tier, region, rep
SEND
→
Smartlead — Enterprise ICP
REPLY
→
Attio — auto moves to "Replied"
sequence auto-paused | rep notified
QUALIFY
→
Attio — rep updates stage
3-day task auto-created if no meeting booked
Technical Setup
Email Infrastructure
Domain setup, DNS requirements, warmup protocol, and volume planning
⚠
Critical rule: We must never send cold outreach from nudg3.ai. Use variation domains only. Primary domain reputation is too valuable to risk.
Domain Naming ConventionSETUP
APPROVED VARIATION DOMAINS
nudg3.co
trynudg3.com
nudg3hq.com
getnudg3.com
nudg3agency.com
nudg3labs.com
nudg3platform.com
nudg3tools.com
REGISTRAR RECOMMENDATION
Use Namecheap or Cloudflare. Avoid GoDaddy for cold email domains — lower trust signals.
EMAIL PROVIDER
Google Workspace ($6/user) or Microsoft 365 ($6/user). 1 mailbox = 1 user licence.
Volume CalculatorSCALE
TARGET/DAY
MAILBOXES
DOMAINS
MAX 40–50 cold emails per mailbox per day
Required DNS Records Per Domain
MANDATORY
SPF
Authorises your sending server. Prevents domain spoofing.
MANDATORY
DKIM
Cryptographic signature on each email. Confirms authenticity.
MANDATORY
DMARC
Policy for failed SPF/DKIM. Start with p=none, graduate to p=quarantine.
MANDATORY
MX Records
Enables replies. Required even on sending-only domains.
MANDATORY
Custom Track
Cloaks click/open tracking URLs. Avoids shared blacklists.
RECOMMENDED
From Me To You Sirish and Luca, Here Is The Ideal Mailbox Warm-Up Timeline [However, since we are looking to expedite we may proceed - but I would suggest we give at least 7 days.]
PROTOCOL
Day 0
New mailbox created
Enable Instantly/Smartlead auto-warmup immediately. Send ZERO cold emails. Warmup only.
Day 1–14
Warmup only — do not send cold
Auto-warmup exchanges 10–20 emails/day with warm accounts. Builds positive sender reputation.
Day 15–30
Ramp cold email: 10 → 30/day
Slowly introduce cold sends. Monitor bounce rate daily. Keep warmup running at 20% of total.
Day 31+
Full capacity: 40–50 cold emails/day
Maintain warmup at 20% of sends. Monitor Google Postmaster weekly. At 50/mailbox × 20 mailboxes = 1,000 emails/day.
Prospecting System
Lead Generation
Where to find leads, how to qualify them, and how to build the list
Agency ICP Buying TriggersURGENCY MAP
🔥
Tier 1 — Act Immediately
Client asks why they're not in ChatGPT / Perplexity
Agency pitching AI search with no proof
Retainer renewal / QBR upcoming
HIGH
⚡
Tier 2 — Warm Outreach
Leadership asking about AI impact on SEO
Agency repositioning for 2026
Head of SEO tasked with AI search
MED
🧊
Tier 3 — Nurture Only
General AI curiosity
No commercial urgency
Experimenting without strategy
LOW
Enterprise ICP Buying TriggersURGENCY MAP
🔥
Tier 1 — Act Immediately
Leadership asks about AI search impact
AI task force / innovation team formed
SEO budget under formal review
HIGH
⚡
Tier 2 — Warm Outreach
Organic traffic flattening / declining
New CMO or VP Marketing joins
SEO questioned as "less impactful"
MED
🧊
Tier 3 — Education Heavy
Innovation initiatives without ownership
General AI curiosity only
No internal urgency or champion
LOW
8-Step Lead Building Process
PROCESS
Define List — LinkedIn Sales Navigator
Filter by job title (see ICP), geography (Luca: US/UK/EU | Godwin: AU/NZ), company size (10–100+ for agency, 200+ for enterprise), industry.
LinkedIn Sales Nav
Export to CSV
Save LinkedIn profiles. Include: Name, Title, Company, LinkedIn URL, Company Size, Location. Minimum 100 records per batch.
LinkedIn Export
Enrich — Upload to Lusha (or Apollo)
Pull verified work emails + direct dials. Target 70%+ email match rate. Flag personal-only emails as lower confidence.
LushaTarget: 70% match
Score — Tag Tier 1 / 2 / 3
Based on buying trigger signals. Tier 1: direct outreach sequence. Tier 2: standard sequence. Tier 3: nurture only — no rep time spent.
Manual scoring
Personalise — Research Tier 1 (5 min each)
Note one specific detail per lead: a recent post, a case study, a client industry. Use as first line of email. Tier 1 only.
Manual — Tier 1 only
Import to Attio CRM
Upload enriched list. Assign to correct rep and pipeline. Tag: ICP type, tier, and region.
Attio
Launch Campaign — Instantly or Smartlead
Upload contacts to Instantly (Agency) or Smartlead (Enterprise). Select correct sequence. Set sending window and launch.
Instantly / Smartlead
Qualify Replies — 24h SLA
All replies auto-route to Attio. Rep qualifies: Warm (book call) → Unqualified (log and close) → Future-fit (tag for nurture).
Attio24h SLA
Sales Team
Team & Territory
Rep structure, geographic split, daily workflow, and KPI targets
Regions
🇺🇸 United States🇬🇧 United Kingdom🇩🇪 Germany🇫🇷 France🇳🇱 Netherlands🌍 W. Europe
Sending Windows
US East Coast8–11am EST
US West Coast8–11am PST
UK8–11am GMT
Europe8–11am CET
Monthly KPIs — Agency
Emails sent8,500–10,000
Meetings booked50–70
New customers30–45
Regions
🇦🇺 Australia (all states)🇳🇿 New Zealand🌏 APAC overflow
Sending Windows
Australia8–11am AEST
New Zealand8–11am NZST
Monthly KPIs — Agency
Emails sent8,500–10,000
Meetings booked50–70
New customers30–45
Daily Rep Workflow
DAILY OPS
8–9am
Review overnight replies in Attio. Qualify. Flag hot leads.
Attio, Gmail
9–10:30am
Manual outreach to Tier 1 leads. Write personalised first lines.
Instantly, Lusha
10:30–12pm
Follow-up calls and LinkedIn for replied leads. Book meetings.
LinkedIn, Phone
1–2:30pm
New lead research and list building for next batch.
Sales Nav, Lusha
2:30–3:30pm
Update Attio pipeline. Log all activity. Move deals to correct stage.
Attio
3:30–5pm
Sequence reviews, A/B test analysis, weekly reporting prep.
Instantly, Smartlead
Process Flows
Sales Workflows
Four distinct workflows covering the full customer journey
A — External Outreach: New Lead AcquisitionCOLD
Lead enters sequence
Contact uploaded to Instantly (Agency) or Smartlead (Enterprise). Sequence fires based on ICP tag.
Automated
4-email sequence over 14 days
Email 1 (Day 1): Insight hook | Email 2 (Day 3): Different angle | Email 3 (Day 7): Social proof | Email 4 (Day 14): Break-up
Automated14 days
Reply received → Attio auto-update
Sequence pauses. Contact moves to Replied stage. Rep notified.
Automated
Rep qualifies within 24h
Tier 1: Book call. Tier 2: Send more info. Tier 3: Enter nurture. Log decision in Attio.
Rep24h SLA
Book discovery call → Demo
Send Calendly. Pre-call prep email. Run audit walkthrough. Uncover pain. Qualify budget and urgency.
RepCalendly
Post-call: send audit within 2h
Personalised follow-up + Audit report. Deal entered in Attio at correct stage. Follow-up task set.
Rep2h turnaround
B — Post-Audit ConversionAUDIT → TRIAL
Audit completed → Email fires in 10 min
Automated email: Audit delivered + context on key findings. Start of 14-day post-audit sequence.
Automated10min trigger
Day 1: Follow-up — open dialogue
"What surprised you most?" Opens conversation. Not a pitch.
Automated
Day 3: Rep calls if phone available
Reference the Audit. Speak to specific findings. Not a sales call — a conversation about what they saw.
RepLusha for number
Day 5 + Day 10: Competitor threat + LinkedIn
Email 3: Competitor comparison example. Plant urgency. Day 10: Rep sends personalised LinkedIn message (not from sequence).
Automated + Rep
Day 14: Final CTA — trial or meeting
Last email in audit sequence. Trial activation or meeting CTA.
Automated
C — Trial ConversionTRIAL → PAID
Trial Day 1: Welcome + onboarding
Platform walkthrough CTA. 3-step quick-start guide included.
Automated
Trial Day 3: Activation check
"Have you run your first query?" Usage tip included. Low-friction reply-based CTA.
Automated
Trial Day 5: Rep reviews usage
Rep checks platform usage data. Low usage = personalised activation email. High usage = prep upgrade conversation.
Rep
Trial Day 10: Rep calls top users
Rep calls or sends LinkedIn to highest-intent trial users. Probe intent to upgrade.
Rep
Trial Day 12–14: Upgrade prompt + final
Day 12: Plan comparison + limited offer. Day 14: "Trial ends in 48 hours" final urgency email.
Automated
D — Upgrade / ExpansionPAID → GROWTH
Weekly account review — flag expansion opportunities
Rep reviews all active accounts. Flag: approaching usage limits, high engagement, 30+ days active on Starter.
Rep — weekly
Rep sends personalised expansion email
Based on usage + account context. Not templated. References what they've actually been doing on the platform.
Rep — manual
No reply → Automated upgrade sequence (3 emails / 10 days)
Automated 3-email sequence fires over 10 days. Feature gaps + ROI framing.
Automated
Book QBR / check-in — not a sales call
Framed as "reporting review." Show AI search growth data. Introduce advanced features naturally.
Rep
Send upgrade proposal within 24h
Close upgrade or set 30-day follow-up. Log outcome in Attio.
Rep24h turnaround
Track 1
Post-Audit Sequence
Trigger: Contact receives free Audit report · Goal: Book a call or activate trial within 14 days
Open with the single most striking audit finding, personalised to their brand. Not a pitch — an insight delivery. CTA is a 20-minute walkthrough call.
↗ CTA: Book 20-min walkthrough call
⏱ If no reply after 3 days → Email 2 fires
Single most striking finding from the audit. Different angle — competitor-specific. Acknowledge timing. Soft CTA.
↗ CTA: Same calendar link, softer framing
⏱ If no reply after 7 days → Email 3 fires
Social proof angle. How similar organisations are using audit data in QBRs or pitches. Platform as the upgrade from the free audit.
↗ CTA: 20-min platform walkthrough
⏱ If no reply after 14 days → Email 4 fires
Direct question. Is AI search a priority in the next 6 months or not? Both answers are useful. Respects time. Leaves door open.
↗ CTA: Reply with yes/no — no link required
REPLY RECEIVED AT ANY POINT
Sequence auto-pauses. Attio flags as Replied. Rep qualifies within 24h.
NO REPLY AFTER EMAIL 4
Enter 30-day nurture sequence. No rep time spent.
Track 2
Free Trial Sequence
Trigger: Trial activated · Goal: Convert to paid plan before Day 14
3-step quick-start. Run first query, compare to competitors, book a walkthrough. Platform link + calendar link.
↗ CTA: Platform link + 15-min onboarding call
Low-friction check-in. Two common outcomes (invisible despite strong SEO, or competitor dominating). Both are actionable. Direct platform link.
↗ CTA: Direct platform link
🔍 Day 5: Rep manually reviews usage. Low usage = personalised activation email. High usage = prep upgrade convo.
Clear feature comparison: what trial restricts vs. paid plan unlocks. Unlimited queries, monthly reports, trend tracking, multi-platform. Price mentioned explicitly.
↗ CTA: Upgrade link + Book a call
📞 Day 10: Rep calls or sends LinkedIn to highest-intent users.
Trial ends today. Upgrade now or 10-min call. Both CTAs present. Thanks for trying either way.
↗ CTA: Upgrade direct link + 10-min call
UPGRADES TO PAID
Enter Upgrade Nurture sequence (Track 4). Rep assigned.
NO CONVERSION
Enter Churn Win-Back sequence (Track 3).
Track 3
Churn Win-Back Sequence
Trigger: Subscription cancelled or lapsed · Goal: Re-engage within 90 days
No pressure. Ask a single question: was it timing, price, or fit? Frames as product feedback request, not a re-sell. Reply or feedback link.
↗ CTA: Reply to this email / Feedback link
New feature or platform update referenced. AI search growth data. Offer a complimentary fresh audit — no commitment.
↗ CTA: Get updated free audit
Competitor threat angle. Reference what's happened in their category. Gap compounds over time. Offer update report — no strings.
↗ CTA: Yes, send me the report [reply-based]
↩
After Day 60: If no re-engagement, tag as "Long-term nurture" in Attio. Monthly newsletter only. No active sequences.
Track 4
Upgrade / Expansion Sequence
Trigger: Active paid customer on Starter, 30+ days active · Goal: Move Starter → Growth → Enterprise
Rep sends personally. Not templated. Reference what they've been doing. Mention that demand for reporting tends to grow. Soft Growth plan mention.
↗ CTA: Book 20-min check-in
Two specific features they're missing: scheduled monthly reports + competitive set expansion. Agency angle: client reporting. Enterprise angle: leadership briefings.
↗ CTA: 15-min walkthrough or reply for plan comparison
Business case framing. Replaces 1 hour/week of manual tracking. New retainer conversation enabler. Price stated explicitly. Upgrade or call.
↗ CTA: Upgrade link + Book a call
↑
QBR approach (parallel to sequence): Rep books QBR framed as "reporting review." Show AI search growth data. Surface advanced features naturally. Send upgrade proposal within 24h of the call.
External Acquisition
Cold Outreach Sequences
Two parallel tracks: Agency ICP (via Instantly) and Enterprise ICP (via Smartlead) · 4 emails / 14 days each
Agency Cold SequenceINSTANTLY.AI
Pain-first open. Clients are asking — agencies without data lose the narrative. Audit as the answer. No pitch.
↗ Get Sample Audit / CTA Link
Short follow-up. AI search is already influencing discovery. Agencies that can report on it differentiate in pitches and QBRs.
↗ 15-min calendar link
Concrete use case: AI visibility slide in QBR reframes retainer from traffic to discovery. Offer to show how to build it.
↗ Calendar or reply
Last email. Clean exit. No pressure. nudg3.ai reference left open.
↗ No CTA — clean close
Enterprise Cold SequenceSMARTLEAD.AI
Personalise with an actual visibility check if possible. Enterprise SEO teams have no systematic way to track this. When leadership asks — no data.
↗ 20-min call to see full picture
"Are we showing up where our buyers search — including AI?" Framed as leadership pressure. SEO teams with data are in stronger position during budget reviews.
↗ Show you specifically for [Company]
Strategic layer framing. Board-level channel reporting. Not just "where do we appear" — what does AI say about us vs category. Executive-ready.
↗ 20-min session to map this for [Company]
Respect their time. nudg3.ai reference. Clean, professional close.
↗ No CTA — clean close
Deliverability Health TargetsMONITOR WEEKLY
METRIC
HEALTHY THRESHOLD
ACTION IF BREACHED
Bounce Rate
Below 3%
Clean list. Check email validity.
Spam Complaints
Below 0.1%
Pause immediately. Review copy.
Open Rate
Above 35%
A/B test new subject lines.
Reply Rate
Above 1%
Review sequence. Pause Smartlead if below.
Domain Rep
Good / Excellent
Check Google Postmaster. Pause domain if Poor.