Outbound machine: From 0 to 120 contacts per week
A case study with NxtLevel Software GmbH, Berlin
Introduction
Lena Schreiber is CEO of NxtLevel, a B2B SaaS startup in Berlin with 15 employees. The problem: The 3-person sales team had no systematic outbound strategy. Leads came only through inbound and referrals. At the same time, the sales employees spent hours manually entering contract data and quotes. With three AI agents Lena built an automated outbound machine and freed her team from admin work.
The Challenge
NxtLevel was a classic Berlin SaaS startup: great product, but no systematic sales. 3 sales employees focused on inbound leads and referrals - but that wasn't enough for the growth target. They tried outbound manually: Google research, LinkedIn searches, writing individual emails. Result: 10-15 contacts per week, 4% reply rate, 3 hours per day per employee on research and writing. At the same time, contracts and quotes were transferred manually into the CRM software - error-prone and time-consuming.
3 agents for the complete outbound pipeline
Instead of hiring 2 more SDRs (€120,000/year), Lena invested in 3 AI agents: The Lead Generation Agent systematically built target-contact lists. The SDR Agent wrote individual first-contact emails. The Document Processing Agent took over the automatic capture of contract data and quotes.
- Lead Generation Agent: Builds 120+ qualified target contacts weekly with fit score, pain-point analysis and outreach angle
- SDR Agent: Writes an individual first-contact email for every lead with a 20-35% reply rate
- Document Processing Agent: Extracts contract and quote points automatically as structured data
- Complete pipeline: From research to CRM capture - automated
Setup in 8 days, full capacity from week 3
The implementation was approached step by step - important for a growing startup.
Day 1-3: Strategy & lead-generation setup
Kick-off workshop. Definition of the Ideal Customer Profile (ICP), analysis of past success cases. Configuration of the Lead Generation Agent for the DACH region and specific SaaS decision processes.
Day 4-6: SDR agent & brand voice
Training of the SDR Agent on NxtLevel's brand voice (modern, direct, technically competent). Upload of 30 past successful outreach emails as training data.
Day 7-8: Document agent & go-live
Integration of the Document Processing Agent for contracts and quotes. Test phase with real documents. Live activation of all 3 agents.
Systematic growth without adding headcount
In 4 months NxtLevel built an automated outbound machine that reached more contacts than a 5-person SDR team.
120
Contacts per week (vs. 0 before)
26%
Average reply rate
4 h
Avg. response time (vs. 24 h)
25 h
Weekly time saved (admin)
The math: AI agents implemented once → 120 contacts per week, 26% reply rate, 25 fewer hours of admin per week. The cost of 2 additional SDRs (€120,000/year) disappeared. NxtLevel reached more decision-makers than any comparable startup in its industry - and the budget went into product development instead of salaries.
What our customers say
"We wanted to grow, but not double the sales team. The 3 agents made that possible. The Lead Generation Agent delivers 120+ contacts every week, all of which fit our ICP. The SDR Agent writes emails that perform better than anything we wrote manually. And the document agent saves us 4-5 hours every day. This isn't a tool - it's a department."
Lena Schreiber
CEO, NxtLevel Software GmbH, Berlin
