// our process

Six stages. From ICP to booked calendar.

How an outbound campaign actually runs at Leadbig — from the first ICP interview to the twenty-fifth booked meeting. Each stage below is openly documented: what we'll do, what you'll receive, and the deliverability guardrails we never break.

5–6

Weeks · to first booked meeting

95%+

Inbox placement · all campaigns

Reply-triage SLA (IST hours)

Monday

Weekly report · 9 AM IST

// typical timeline

A typical 10-week first campaign cycle.

Stages overlap: enrichment starts mid-research, warmup starts mid-enrichment, and iteration + booking run continuously from launch onward. First meetings typically land in week five or six; the system keeps producing indefinitely after that.

01Research

1 week

02Enrich

1 week

03Warmup

2 weeks

04Launch

2 weeks

05Iterate

Weekly · ongoing

06Book

Continuous

Who, exactly, is worth your pitch?

Research

1 week

We don't spray and pray. Week one is spent reverse-engineering your best existing customer — firmographic, technographic, behavioural — and turning that profile into a ranked TAL (Target Account List) of 800-3,000 real companies.

What we do

/01Closed-won customer interview — why they actually bought
/02Firmographic profile (industry, headcount, funding, geo, tech stack)
/03Technographic signals (what they run — HubSpot, AWS, Salesforce, etc.)
/04Intent-data layer (6sense, Bombora, or Clearbit Reveal)
/05Tiered TAL: T1 (< 300) · T2 (< 1,000) · T3 (all qualifying)

What you get

✓ICP brief (2-3 pages) — your ideal customer, documented
✓TAL spreadsheet with 800-3,000 scored accounts
✓Exclusion list (competitors, low-fit, existing customers)
✓Persona map: 2-4 buyer roles per account

Artefacts you'll actually receive

ICP.pdfSigned off before outreach.

TAL.xlsxAccount score + rationale.

Personas.figBuyer role + pain + trigger.

Principles in this stage

ICP before list

Most agencies skip to list-building. A wrong ICP means a 2% reply rate — no copy trick fixes that.

Exclude aggressively

We remove 40-60% of a raw TAM list. Fewer accounts, more reply per send.

Real people, real context

Enrich

1 week

Accounts don't buy — people do. Week two is contact discovery, verification, and the custom data points that let a cold email feel like it was actually written for one human.

What we do

/01Contact discovery via Apollo + Sales Navigator + LinkedIn
/02Email verification (NeverBounce + ZeroBounce double-pass)
/03Mobile number enrichment (Cognism / Lusha) for SDR call-downs
/04Custom variables: recent hire, funding round, job-posting signals
/05Clay table build — 18-24 columns per contact

What you get

✓Enriched contact database — typically 2,500-6,000 verified contacts
✓Bounce rate < 2% guaranteed pre-launch
✓Custom "first-line" data for every contact (news, hire, post, award)
✓Segmented sending cohorts by persona + industry

Artefacts you'll actually receive

Contacts.csvVerified · scored · segmented.

Clay-table.linkLive, refreshed weekly.

Firstlines.xlsxOne per contact, reviewed.

Principles in this stage

Verify twice

Double-pass verification is the single biggest driver of deliverability. We never skip it.

No generic templates

If a first line could be sent to anyone, it gets rewritten. Personalisation at column level, not paragraph level.

Landing in the inbox, not promotions

Warmup

2 weeks

Before a single cold email goes to a prospect, we spend two weeks building infrastructure. DMARC, SPF, DKIM, BIMI, domain warmup, inbox rotation. Skip this and you're toast in week three.

What we do

/01Secondary sending domains (.co / .net / .io) purchased + configured
/02DMARC, SPF, DKIM, BIMI records set — policy p=quarantine
/038-12 sending inboxes across 3-4 domains
/04Mailreach / Warmup Inbox for 14 days of auto-warmup
/05Inbox-placement tests: Gmail, Outlook, Apple Mail, Yahoo

What you get

✓Primary domain untouched — we never risk your main brand
✓Fully warmed sending infrastructure (Mailreach score 95+)
✓Inbox placement tests passing 90%+ before go-live
✓Daily-cap ramp schedule (10 → 25 → 40 per inbox)

Artefacts you'll actually receive

DNS.zoneDMARC · SPF · DKIM · BIMI.

Warmup-score.pngMailreach 95+ required.

Inbox-test.pdfGmail · Outlook · Apple · Yahoo.

Principles in this stage

Never main domain

Cold outreach on your primary domain is malpractice. One spam-trap hit kills your transactional mail too.

Slow ramp always

Providers flag volume spikes. We ramp slowly even when the client is impatient.

Sequences live. Replies incoming.

Launch

2 weeks

Week five is go-live. A 4-step sequence per persona, A/B splits on subject lines + opening lines, human-in-the-loop reply triage. We do not auto-reply to real humans.

What we do

/01Sequence build: 4 steps, 3-5 day cadence, all variants human-written
/02A/B split on subject line + first line (min 200 sends per variant)
/03LinkedIn connection + message layer (Dripify / Expandi)
/04Reply triage SLA: first human reply within 2 business hours (IST)
/05Weekly review call + in-flight copy tuning

What you get

✓Live sequences across all sending inboxes
✓Unified reply inbox (Smartlead / Instantly) — one pane of glass
✓Hot-reply handoff to your AE/founder via Slack or HubSpot
✓Weekly performance dashboard (sent · open · reply · booked)

Artefacts you'll actually receive

Sequences.json4 steps × 2-4 personas.

Reply-inbox.linkLive · shared access.

WeeklyReport.pdfEvery Monday, 9 AM IST.

Principles in this stage

Human reply triage

An SDR reviews every reply — positive, negative, OOO, referral. No bots answering buyers.

First-reply SLA

2 hours is the difference between "hot" and "cold" — we protect it like a production incident.

Kill what's losing. Double what's winning.

Iterate

Weekly · ongoing

From week six onward, the campaign is a living system. We run a Monday review on every metric, kill losing variants, promote winners, and feed insight back into enrichment and ICP.

What we do

/01Weekly subject-line + opener bake-off (minimum 3 variants live)
/02Negative-reply analysis — why the "no"s are saying no
/03ICP refinement — bad replies become exclusion criteria
/04Domain + inbox health check (DMARC reports, bounce rate)
/05Copy refresh every 4-6 weeks to avoid pattern-match fatigue

What you get

✓Monday weekly report (sent → reply → booked funnel)
✓Rolling CSV of closed-lost reasons for your product team
✓Refreshed sequences every 4-6 weeks
✓Quarterly ICP memo — what we learned this quarter

Artefacts you'll actually receive

Weekly-wrap.pdfMonday 9 AM IST.

Variants.xlsxWinners · losers · kills.

ICPv2.pdfUpdated quarterly.

Principles in this stage

Data over opinion

Copy decisions are made on statistical significance, not which line "feels better".

Kill fast

A losing variant gets 5 business days to prove itself, then it's dead. No pet copy.

The only metric that matters

Book

Continuous

Opens are vanity. Replies are context. Booked meetings are the job. Every campaign we run is measured on meetings on your AE's calendar — not open rates, not reply rates, meetings.

What we do

/01Positive-reply triage → calendar handoff within 2 hours
/02Calendar-link orchestration (Chili Piper / Calendly routed)
/03No-show rescue sequence — 64% of no-shows rebook when re-engaged
/04Post-meeting feedback loop: did our qualification match reality?
/05Pipeline attribution: sent → replied → booked → SQL → closed

What you get

✓Meetings on your team's calendar — typically 8-25 / month
✓Qualification notes passed with every booked meeting
✓No-show rescue running automatically
✓Pipeline dashboard tied to HubSpot / Salesforce

Artefacts you'll actually receive

8-25 mtgs/moDepending on ICP + volume.

QualNotes.mdPassed with every booking.

Pipeline.linkLive HubSpot / SFDC board.

Principles in this stage

Meetings, not metrics

We'll fire any campaign that produces high open rates without booked meetings. Open rates pay nobody.

Own the no-show

A 40% no-show rate is a sequence problem, not a prospect problem. We fix it, not complain about it.

// questions we get

Questions founders actually ask.

/01How fast until the first booked meeting lands?

Week 5-6 is typical — the first four weeks are research, enrichment, and domain warmup (non-negotiable if you want deliverability). Skipping any of it produces a campaign that looks good in week two and dies in week four.

/02Why do you insist on warming up secondary domains?

Because running cold outreach on your primary domain is reputational malpractice. One spam-trap hit and your transactional mail (receipts, password resets, SSO) also stops landing. We buy .co / .net / .io variants — your main brand stays untouched.

/03What volumes are you actually sending?

25-40 emails per inbox per day, across 8-12 inboxes — so 200-500 sends/day sustained, ramped over 14 days. This is the safe zone for Gmail/Outlook algorithms in 2026. We will refuse to send more, even if asked.

/04How do you measure success — open rate, reply rate, or meetings?

Meetings booked, full stop. Open rates are meaningless post-MPP (Apple's Mail Privacy Protection inflates them artificially). Reply rate is a leading indicator. The report we send every Monday shows: sent → reply → booked → closed. That's the only funnel that matters.

/05Who writes the copy — you or us?

Us, reviewed by you. We write the first draft based on Research-phase interviews; you edit and approve. After launch, we A/B test variants, kill losers, and propose refreshes every 4-6 weeks. You sign off on every refresh — no surprises in your prospects' inboxes.

/06Do you do LinkedIn, cold calling, or just email?

Primarily multi-channel email + LinkedIn, sequenced together. Cold calling is an add-on with a dedicated SDR pod. We don't do calling-only campaigns — reply rates on cold calls are 50-70% lower than multi-channel in our book.

/07What happens to the inboxes and domains if we leave?

You own them. Every domain purchase is in your name, every inbox is yours, every sending account transfers. No lock-in. The work is yours to continue in-house or with another agency — but by month four most teams just extend the retainer.

/08Do you work with non-Indian clients?

Yes — we're structured for US East / UK / EU / AUS timezones. Research and enrichment happen async; reply triage runs on an IST shift with a 2-hour SLA that covers most of the US business day. We currently run campaigns for teams in San Francisco, London, Toronto, and Sydney.

// ready to start?

Every campaign we've shipped starts the same way.

One 30-minute ICP call. No slide deck. You leave with a deliverability audit of your current setup and three specific next steps — whether or not we work together.