B2B SaaS · Sales

How Prospectify automated its manual outbound into one system

Prospectify runs outbound for 20+ clients with a team of 7+ SDRs. Their growth was stalling, and the reason wasn't leads or talent — too much of the work was still done by hand. We rebuilt the whole operation into one automated system.

For: B2B SaaS sales teams running prospecting on a stack of disconnected toolsDelivered by Z-Flow + a curated specialist team — working MVP in 8 weeks, full product in 12.

Industry

B2B SaaS · Sales

Timeline

8-week MVP · 12-week product

Key Metric

~€17,000 saved / year

Status

Live

The Challenge

Prospectify already had momentum: a growing client list and campaigns running across email and LinkedIn. But the work sat on top of disconnected tools and spreadsheets. Leads were deduplicated, scored, and routed by hand. Every handoff was a chance to lose something. It all worked, but only because people kept watching it — and that gets expensive as you grow, putting a hard limit on how many clients one team can carry.

Leads deduplicated, scored, and routed entirely by hand
A plan to pass 150,000 leads and 20+ clients without adding headcount
Outreach scattered across tools with no single source of truth
Every handoff a chance to lose something — only working because people kept watching it

“All of our prospecting processes were spread across different tools and systems. Things worked, but there was a lot of manual work and room for mistakes. Working with Z-Flow brought everything together into one streamlined process.”
— Wouter Wippert, Founder · Prospectify

The Solution

Hiring wasn't the fix — more people managing more tools would only mean more manual work and more mistakes. So instead of patching the setup again, Prospectify decided to automate it properly and rebuild on something that could actually scale. We put the whole operation in one place.

Technical Approach

A 14-workflow n8n engine with Supabase as the single source of truth connects Smartlead and HeyReach for outbound and Airtable for the team's daily work. The parts that book meetings now run on their own: each campaign gets its own ICP scoring, every prospect's website is scraped and matched against that campaign's ideal customer, and replies are sorted automatically so nothing sits unread or gets sent to the wrong place. The piece founders mention most is a custom MCP server — they ask their entire operation questions in plain English through Claude and get a straight answer. No dashboards, no waiting on a report.

Results

Annual cost saved

Manual operation~€17,000 / year

~€17,000 saved per year

Manual work eliminated

580 hrs/year by handRuns on autopilot

580 hours of repeated manual work, gone

Operating model

A stack of toolsOne automated system

Same team, more clients, far less manual work

Key Takeaways

Hiring wasn't the fix — automating the manual work was what unlocked scale
A 14-workflow n8n engine on Supabase put the whole operation in one place
A custom MCP server lets the team query their entire operation in plain English

“The biggest win has been reliability. A lot of processes now run on autopilot, which has significantly reduced errors and freed up time for our team to focus on higher-value activities.”
— Wouter Wippert, Founder · Prospectify

“If you're looking for a partner who genuinely thinks along with your business instead of simply building what you ask for, you're in the right place. Mahmoud consistently thinks a few steps ahead and often identifies opportunities and solutions before they become problems.”