Prospecting & Outreach Agent

The day your best customer drops orders, what's in the pipeline?

The honest answer in most industrial SMEs: nothing, because nobody has time to prospect. A system that finds companies like the ones that already buy from you, writes to them with a genuine reason, and follows up—every day, without depending on anyone's schedule.

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The Problem

Do any of these situations sound familiar?

"We live off our regular customers."

Orders come in through long-standing relationships and word of mouth. When a large client reduces their volume, there's no replacement on the horizon.

"We don't have time to look for new clients."

Between budgets, production and day-to-day operations, prospecting is always the first thing to fall off the agenda.

"We send emails but nobody answers."

Generic messages to purchased lists don't work. What works is writing to the right company with a message they care about. That takes hours per contact… if you do it manually.

The Solution

What the agent does for you, every day

It's not a tool you have to learn to use. It's a system that works on its own and delivers results. Here's how it works, without technical jargon:

Find companies that match your ideal client
We define the profile together (sector, area, size), and the system locates companies that meet those criteria and the right person within each one: manager, purchasing director, operations manager.
Research each company and write a tailored email
Before writing, the system reviews each company's website and activity to find a genuine reason for contact. No "Dear Sir/Madam, I am writing to introduce our services": short, concise emails that speak to the recipient's business.
Does the follow-up no one has time to do
Most responses arrive by the second or third contact. The system remembers who you wrote to, when, and what they replied, and sends follow-ups at the right time. When someone shows interest, it notifies you so you can log in. You decide how much control you want. It can save each email as a draft for your approval, or operate autonomously. We start with full supervision, and you gradually reduce it as the system earns your trust.

<2 min

From lead detected to first contact

+40%

More opportunities in the pipeline

0 h

From your week dedicated to prospecting

Who is it for?

Designed for B2B SMEs that sell to other businesses

This is a good fit for you if…

You sell to other businesses: industry, professional services, distribution, export.
Your sales team is small (or you are) and overwhelmed.
You can describe your ideal client, even without a list.
You prefer a few quality conversations to thousands of impressions.

This isn't for you if…

You sell to end consumers (B2C).
You're looking for bulk mailings to purchased lists.
You expect results without defining who you want to sell to.

For technical profiles: how it is built

What follows is the detail of architecture and integrations.

System Architecture

The wizard is orchestrated on n8n (self-hosted, on client infrastructure) with a RAG architecture based on the company's knowledge base:

Knowledge Base (RAG):The client's documentation (catalogs, policies, FAQs, product sheets) is indexed in a vector database. The assistant retrieves the relevant fragments and generates the response solely from them, minimizing confusion.
Intent Classification: Each incoming message is classified (order status, product question, complaint, sales, etc.) and follows a different path: direct response, query to the client's systems, or escalation.
Escalation to Human: Configurable rules (negative sentiment, sensitive topics, low confidence in the response) transfer the conversation to the team with the complete history.
Multichannel: WhatsApp Business API, web chat widget, and email (classification and draft responses). Same knowledge base across all channels.
Logging and analytics:Each conversation is logged in the CRM with topic and resolution tags, generating a dashboard of recurring queries.

n8nRAG + LLMWhatsApp BusinessCRMEmail

Common Integrations

CRM: Two-way synchronization with HubSpot (contacts, companies, thread activity). Adaptable to other CRMs via API.
Email: Gmail and Microsoft 365, with sending from the client's domain and proper SPF, DKIM, and DMARC configuration to protect deliverability.
Data: Apollo.io and LinkedIn scraping (via Apify) for data enrichment; Airtable or Google Sheets as a review layer when the client does not have a CRM.

Real-world example: the system that brings us clients

This same agent is the one KAIzen Consult uses for its own lead generation: the prospecting campaigns we send to industrial SMEs in the Baix Llobregat region are managed by the system you describe on this page. We work with curated lists by municipality, verified contacts at the management and executive levels, and a sequence of four emails with human review of the first send. If you received an email from us, it was written by the agent—and that's the best proof that it works.

Frequently Asked Questions

Won't the emails look like spam?

No, and that's the key difference with bulk email tools. The system works with small, hand-picked lists, writes each email with real information about the recipient company, and only sends to verified addresses. We're talking about dozens of relevant emails per week, not thousands of generic ones. Plus, we configure your domain to protect your sending reputation.

Who reviews what is sent on my behalf?

You can choose. The system can prepare each email as a draft for you to review before sending, or it can send the validated follow-up messages directly. You decide the level of monitoring, and it can change over time as you gain confidence in the system.

Do I need a CRM or technical knowledge?

No. If you already use a CRM (HubSpot, for example), we'll integrate it. If not, the system works with a simple registration that you can access at any time. We take care of the technical side: you just need to know what type of customer you want to reach.

Does this comply with the GDPR?

Yes. B2B marketing to corporate email addresses is based on legitimate interest, provided the message is relevant to the company's business and a clear unsubscribe option is offered. The system automatically manages unsubscribes and does not contact those who request to unsubscribe again.

Is the system mine or do I pay a subscription?

It's yours. We build the system on infrastructure you control, deliver it to you with documentation, and teach you how to use it. You don't depend on us to keep it running, and you don't pay per-user licenses. That's the difference between renting a tool and owning your collection system.

How long does it take to get it up and running?

Between two and four weeks from the initial meeting, depending on the necessary integrations. The first week we define the target customer and the message together; then we build, test with a small group, and scale up.