How we Automated 15+ Lead Gen Agencies in 27 Minutes

hey hey Ricardo here today I want to show you a video on how I automated the 15 plus lead generation agencies what are the different processes that we automated so you can have an idea on that and you can also apply those automation to your own business so let me guide you through the document right now first off uh this is the document how we automated 15 different lead generation agencies across multitude of different processes ranging from the um the technical set up to the onboarding to postol landling and other stuff like that so first off the most important thing is why uh there's the actual need to automate and the actual goal for that for us was two fold first off obious need to scale the operation uh without having to hire as many people as uh as needed so that is that and secondly because uh the actual businesses who uh will right now uh in the super crowded Market that is lead generation agencies are the businesses who have a brand present and have a work class service so we focus on improving the service to be a work class by using a set of automation that speed up the time uh to value for for your clients so those are the actual two things that are important for us regarding tool stock there are four tools that we mention over here two of them do 90% of the work those to our m.com which is the automation platform of our choice there are a bunch of different automation platform that you can use you can use zapia you can use n you can use public connect but by far from for us m.com is the best one that we use that the one that we suggest all our clients to use secondly is the air table which is a very key component of that which is the uh House of the business OS that uh we use and you can think of ver table as one of the most flexible pieces of equipment because we can uh set up uh the tool to be a reporting uh a reporting tool a project management tool and all sort of other different um different tools for that um now there are also these other two tools which are for which is aano which is a nood back end this is on the more technical side related to projects that involve a lot of API calls and a lot of different um workflows that involve coding uh so um this is only related for VAR um very Advanced workflows and the uh last one is relevance AI so everything around AI workflows can be done through that uh there are also way more tutorials in the future on how we use Rance Ai and how we build out complex AI automations using Rance um quick disclaimer regarding the tool that we use we mostly build out the automation using a cold email platform uh that is smart need so a lot of the tool a lot of the automation that you will see over here are designed for smart need especially the ones for the Cod uh from the campaign operation cphins but keep in mind that that a lot of them are interchangeable and can be applied throughout other Cod email tools uh you just need to check the documentation and check that all these things are available so first part here the most important thing is the business O So for us the business OS is the central part of the system that we design for a planet and this is divided into uh into five different areas that we have over here so each of the area is around the specific part of your business that um that you need to operate so there's marketing there's delivery sales I finance and so all here what we will do is I will not uh go in depth into the uh the old business wise ecosystem but we will just focus on the delivery OS for the lead generation agencies but keep in mind if you're interested in that let me know in the comments and we will create a video in the future for that so uh the the idea of that is to create an actual system that grows over time depending of your business needs so we can uh set up this system uh adds six CLI when you have six to seven clients and then this system can actually scale up to uh to keep 20 30 40 however many clients you decide to take so think of this system as a flexible uh component for your business that grows with your uh business needs here I I Define a couple of the modules that we will focus on but keep in mind that uh all the modules are interconnected and uh you can and mix and match those however you see fit so there are a couple of things that could be useful to your business there are a couple of things that you won you don't want to automate as soon as possible so those are couple of the areas uh of the business that you can automate and now we will see also all of them before that I will show you how the actual delivery OS is divided in this specific case so what we uh have over here is an example of called email scanning system that is divided with uh The Following part so we have three core components which are clients to keep all the clients in into a single place along with all the information about the clients all the communication information and all that kind of stuff campaigns so your Cod emails campaigns that are uh visible in a single interface uh in this way you can also perform analysis if you want to across all your channels or across a singular uh client and possibly also add additional information to that such as qualitative uh information and other things like that and finally there's email responses so um every time you receive a positive response or your Ser response the data is managed by um by an inbox management system that I will show you also those are the three core components but keep in mind there are also other addition components such as daily campaign data domains emails ay reporting calls uh deliver deliverability reports and so on this is what I mean by having a flexible system so in this way you can actually have a very very uh yeah very flexible system that can grow over time and can actually grow with you we start off with the on boarding part um which is the first module that we automated and that we tend to automate because um the actual goal is to make sure that your client receives value in as much uh in the fastest way as possible so ideally uh the goal is bit off the time to value and make sure that the client get their first win as soon as possible ideally within the first 24 hours of them signing up or them paying a contract sign in a contract whatever the case might be for you so this is divided into two different elements for for us in general there's one part where we um when the uh deal is marked as one in the uh in the CRM so when the deal is one we send out a on wording email with all the information about the on wording what are the things that are needed and then a link to the questionnaire the questionnaire is also another key part that we will use for our Automation and uh uh the questionnaire will trigger the second part so here I sent out an example of an email that we sent out as uplifted Consulting with all the information what are the things that are required and things like that and then um the onboarding questionnaire is is the second part uh obviously homeing questioners need to be tailored uh this to be tailored to your service so here uh I gave a couple of examples of things that are needed and things that could be used so such as basic information company name name contact email offering ICP slack access onboarding call and any kind of slack access slash uh tool access we can call it so any kind of tool um is uh is easily accessible and with a video explaining that then here's an explanation of what happens when a questioner is filled out so those are the different parts that are are important for for the business here we have fights and folders communication delivery option and admins um those are the four different areas that are uh key into the onboarding things so creating the actual folders and files setting up the communication channels uh setting up the the delivery parts that are important to deliver as fast as possible the result for the client and then finally the admin part which is uh for example adding the client to slck uh setting up the project management tool setting up time tracking all that kind of stuff so this is an example of a flow and this is an example of an actal automation that we build out for one we CLI and um secondly what we have over here is technical setup so technical setup is all the part related to domain setup here we have a set of different automations that speed up the process of configuring DNS across the different providers that you have such as goary or Cloud fler add over tracking and uh um and forwarding also and keep in mind this system here is designed with the this sh in mind uh specifically go that it because you also have the possibility to buy domain directly with uh the automations if you wanted to uh but this can also be set it up for other kinds of tools such as uh pork b or whatever tool of your choice provided that they actually have an access at an automated access for that so the system uh here can be fully integrated into air table or can manage on a uh per client basis with a Google sheet or something like the following so here is an example of a Google sheet that we use for one of our clients where uh we um add all the domains add the type of setup that we want to do and add some manual information that we need to do so for Google for example you always need to add the Google verification and D selector in a manual way uh for Outlook you need to add the DK selector in the manual way but other than that um at the end you just press a button and then everything is configured so yeah this is the setup um you you check the box ready to launch and then you simply click about and then uh the automation starts so as I mentioned out those are the automations this is the automation for uh goary so here we have the two different setup depending on whether you use Google or you use Outlook and this is automatic because it it gets the um the automation it gets the the setup type uh from the file itself uh here's another one uh that is using um that is using Cloud flare with two different Parts which are automated and another part which is like a debug part SL um manual part for setting up red and face like that next uh next up we have campaign operations so the idea here is after the Campa uh the campaigns have launched there are multitude of different things that you need to do to monitor those make sure that everything is smothly make sure that you have the information available so uh base operation is a collection of various utility automation that can be used to uh to improve your datability to monitor the campaigns or simply to simplify your life around managing the campaigns so here added a couple of ones keep in mind there are way more than that depending on what you actually need here we have an out update warmup identifier so this is created to um to change the warmup keys in a dynamic way every two weeks using CHT to create the the warmup Keys here's a setup for campaign ramp up uh this is mainly used if when you are a new uh when you add a new campaign with emails that are uh that don't have the uh two we warmup period because you need to launch compaigns as f as if possible so in this way you add an extra layer protection uh and you yeah you created all sort of different um of different automations and different um uh timings for um for a campaign during a five week five day period so that's that and then uh here other additional things I will not go in depth into each one of that but one of the one of this last one is Leist warning and bu rate warning uh this is an automation that can be added directly on the reporting part which is the next mod that we will cover and here what we do is we check daily for stats such as how many links are still in the campaign how many Lads are completed and then uh if we um if we have certain specific metric if metric are certain threshold and if that's the case we trigger notification or we uh stop the uh campaign completely uh for bus rate for example so here we trigger and this warning that mention to create a new list if you have less than 300 uh lists new lists in the campaign or uh stops to uh stops the campaign if the bounce rate is higher than 3% and those are all example that help you monitor the campaign Ure that that work correctly L the the other component over here is the audio reporting which is like a very huge aspect and because really companies that are data driven and want to use data uh in an effective way spend countless hours uh exporting reports from the tool actually adding those to Google Sheets manage 100 different Google Sheets meanwhile I been using that using air table you can use one single um air table base and look at all the car base in it Single part so um as I mentioned here this is uh by far the most requested feature that our reges that agency ask us uh because it's very time consuming and then you can uh look at all the compa set of glass and that make faster decision based on that so here's an example of a daily campaign check that we created and a brief explanation how this works so uh let me show you the uh the automation that we have over here so in the automation that we have over here we have the first part so this part uh here that groups clients um that groups client uh so each client has a set of specific campaigns that are from that and then in the second part over here we divide the campaigns that we send out depending on the status of the campaign so if a campaign is not in a table it gets added into a table if a campaign is active that means we need to update that on a daily basis if a campaign is completed uh if it's completed for the first time we update the information once if it's completed um if it's completed over past time we don't need to update any kind of information so this actual setup allows us allows to manage over 100 different CLI so um couple of the agencies that use this have a a very modular system for their reporting that allows them to tole more than one other class with that uh then all the information is added to the business OS and then all the information can be analyzed so here is how the information is analyzed over here uh in this way you can also have a look at uh a the information is divided over here then there's the part related to the inbox management so after you generate the responses uh the goal is to book those responses and book those cods so that is why the inbox manager is important and having a single system to manage all the responses uh the huge advantage of having that within our table is the fact that you can build a outout in a dynamic way and um in a flexible way depending on what you need to add within your system so here's a an example of system that we build out for a couple of clients obviously we blurred out a couple of information over here but uh what we have on one side is we have the lead list and then we have different FS over here such as a system to navigate between list in a way where you can actually get a inbox zero uh type structure so the goal of the inbox managers is to go through the leads through all the leads and then Achi uh archive deletes and uh make sure that there are no email responses left and then there's the part related to acts uh which we will see right now so uh here uh as I mentioned there's a set of options that can be done for each lead and uh ge are the ones that we have so send the lead to the pl theam so if um you integrate directly with within the client you have you can automatically send the leads from them uh from there either uh if they are for example interested or if they are um if they book a call you can send them uh then we have responding smart need so this opens the um open smartly then you can respond directly within the smart Le interface uh here we add a different different choices because a couple of the clients want to respond within the interface itself couple of them want to respond within smart lid so this changes depending on uh what they want then here we have scheduling options so to automatically book a call directly uh within the interface you can either use cly or c.com uh for this kind of setup and automatic how to book within the interface and also possibly uh check the calendar availability depending on uh depending on the calendar that you're using using an AI uh workflow that I will uh yeah that I will show and then what we have over here is we can send a custom response to a client if there's something that we don't know and uh we need to automatically send an email to the client asking to respond so those are just a couple of things keep in mind the system can be updated and improved over time and here we have the automation uh uh part so for the automation uh the first thing is we always start with triggering the automation from Air table so uh this is uh the setup that we mainly use when a button is clicked we run a script and then uh the script sends out the actual information to make.com where we uh create the actual automation itself so here are a couple of example of different automation that we have such as sell to CLI CRM custom response to client uh check light availability which is probably one of the coolest one that that we created so in this way we can actually format a response with the available times and the times are checked uh from um from c.com for example so we get the week availability and then format the the responsive and uh yeah so there's a bunch of different stuff you can do on the uh inbox management part and uh what I did over here is I also added a video and there's a video on my channel that goes more in depth in this kind of part then what we have over here is we have a part related to postol landling so um the most important thing here is that is that work class the generation agencies not only differentiate themselves because they book more meetings but they differentiate theel because they want to improve on the meetings that they book and they want to know what is the outcome of the mees that they get so this is why using a post handling is a very good way and the overall goal of this system is to actually ask clients for feedback after a call is finished so that they can understand uh if they e the right ICB uh if they if the client had a good impression with them and information like that that and this is also very useful uh this is an additional F that I haven't added here but it's also useful because you can you can create an Roi report uh with um with the information that they give you so for example if the client says that the close client that was booked from cold emails you can add that as a as a data uh that you can collect for you so this is how this mainly Works what we have over here is we have a list of the different uh calls we have a start date and end date for each of the call and when a call is finished um there's a trigger that goes on to make and when the uh make trigger is created we send out a personalized slck message like the following it's time to review your call with Tony and then you uh there's a review button here and when the button is clicked there's a form like the fing that op up directly to slack this is created this can be done either in slack or uh via email uh we use slack because some of some people also want to use lock and this can also be done in a mobile device so if they are on their phone and want to respond and want to uh mention the things they can do that directly with the phone and once uh they click submit that all the additional information is added to the code books and you can look at that information you can lo use that information later on last thing that I want to show you over here is auto invoicing so this is a very uh important team for some companies especially the ones that they uh that do um Performance Based deals such as paper code booked or Bay uh interested lead and the overall go of this system is the following you um you store all the calls for all the positive response within your table and then once a month you run an automation like the following where you get the leads uh of the um of the specific month you search for either positive responses or hold booked for each specific client and then you perform a set of calculation depending on the client and depending on you uh to get the total amount that you need to charge um and then you create the invoice and the slack payment link uh direct re automation so in this way you don't need to do any kind of manual work in actually creating the invoicing uh another thing that you can also do is autocharge the client depending on the uh specific amount uh we prefer to uh do invoicing in this case but that's definitely also an option so uh here what you can also do is you can create a customade PDF uh with the invoice and this is an example of the invoice that you can create and the most interesting thing about the invoice over here is the part uh at the bottom where you can create a dynamic list of positive responses and uh these responses are actually uh the ones that are present within a table so the client can also have a look at what you charge for and uh here yeah also I added a video um related to that so that's pretty much it uh here in terms of different films that we automated I know there are way more films and we are adding new films uh every single day with different fils that uh we created so if you are interested in having one of these automation or the old system build out for you feel free to reach out to me here book a call or if you like to see a specific automation build out for your business here uh there's a form that I will uh I will leave a link down below uh with a form and you can compy the form and uh that will be used later on as a Content idea so you can also uh have an idea and I can create uh that part for you so hope you like this video and uh have a nice day talk to you soon bye-bye

Channel: Riccardo Vandra

Views: 9,476

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Id: Rxw9INjRP38

Length: 26min 55sec (1615 seconds)

Published: Fri May 03 2024