Scale your

Sales Automation

not your costs.

How Replicable automates sales tasks, so you have more time for actual sales calls or demos.

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Low-code automation agency
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companies
Smart Protection
Woolsocks
UsMedia
Polaris Growth
Revolt in Charge
Skatedays
Jopp
Payaut
Gashouders
Crew Digital Marketing
Dealroom
Aureus
Tools

Tools we use for

Sales Automation

The tool stack we're used to working with. We keep growing the tools we work with new projects and new opportunities.

workflows

Workflows for

Sales Automation

The tool stack we're used to working with. We keep growing the tools we work with new projects and new opportunities.

This workflow helps you keep data clean and consistent in HubSpot.

This workflow helps you to keep data clean and consistent in Pipedrive.

When you start working for new clients you often need to sign a digital processing agreement (DPA). You can simply use tools such as Google Docs and SignRequest to send automatically send contracts to all recipients.

The workflow adds new organisations, persons and leads for new Typeform submissions. In most cases, this Typeform is embedded on the website as a contact form. We choose to create leads (not deals) in Pipedrive, and convert them manually to deals.

This workflow automatically sends a postcard using Handwrytten to every new client.

This workflow updates the funnel stage in Pipedrive when a client books a meeting through Calendly. As a result, deals are always in the right stage.

Not all replies in Lemlist are opportunities. As you do not want negative replies to end up as deal in Pipedrive, we manually assess the replies in Lemlist. Positive replies are marked as opportunities. These are then pushed to Pipedrive as deals.

Push all replies from Lemlist to the lead inbox of Pipedrive. In the lead inbox you manually assess every reply and convert leads to deals if they are interested.

This workflow adds contacts to an email sequence to ask how the work you've delivered is progressing. Naturally, you can ask if they need any help.

This workflow labels a contact in a prospecting database in Airtable when they do not reply in Lemlist. Then it is manually assessed what the next step should be. We purposeful do not collect this in a CRM to keep it tidy.

Turn your sales pitch into a template note and pin this to the deal when it enter a certain stage.

testimonials
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Working with Replicable allowed us to move quickly.

When I started working for Woolsocks we needed a system to do local field sales in multiple cities in Europe. I had already decided that I wanted to work with Airtable, but needed someone for the setup. Replicable helped us configure the Airtable and tailor it to our needs. This included forms, databases  and automations.

Zeno van de Ven
Zeno van de Ven
CCO at Woolsocks
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Strong systems are needed for us to meet our growth ambition

Revolt has a team of strong executors, but we lack people that can systemize our way of working. We have a powerful growth ambition, so we need automations, templates and SOPs to grow that fast. Especially when talent is so scarce. Replicable helped us with that on a continuous basis.

Jeroen van de Ven
Jeroen van de Ven
Founder at Revolt
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No expensive monthly fees, but support when we need it.

Replicable configured our Hubspot account and tailored it to our needs. Over the past 1,5 years we could reach out to them when we needed help. We schedule a 30-minute call and they move independently and fast afterwards.

Han Dieperink
Han Dieperink
Chief Investment Strategist at Auréus
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I can book a quick call when I need support.

I needed a simple CRM to track our sales activities. Replicable helped me to configure and build this in Airtable. Also, they provided me with support to better understand the CRM and make the most out of it.

Diane van Dam
Diane van Dam
Client Service Manager at DVDS
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Tool Stack Audit &
Automation Opportunities

Let our experts look at your current tool stack, processes and automations to see where you can save time.

What we do

  • Tool Stack Audit - understand which tools you’re using and if this fits your best possible tool stack
  • Automation Audit - if you have running automations in Pipedrive, Zapier or other automations.
  • Operations Audit - what are the core processes that need to be 100%. Our consultant will look at the core operations and how to scale them and make them reliable.
Tool Stack Audit & Automation Opportunities

Build

We lay the technical foundations for automation-first operations, build first proof of concept projects and train your teams.

What we do

  • Immprove your toolstack
  • SOP creation
  • Tool implementation & optimisation
  • Build automations
We lay the technical foundations for automation-first operations, build first proof of concept projects and train your teams.

Video call support for your favourite tools

You can build automations yourself, but sometimes need a little help with that one small thing you can't figure out. We're here to help. In a 30 min video call we'll talk you through the problem while you share your screen and explain the issue.

What we do

  • Troubleshoot the issue
  • Explain how to solve it
  • You fix the issue yourself with our knowledge
  • If you don't want to do it yourself, of course we can solve it for you outside the call
Support on your tool stack
automation agency
explanation

Prospecting Automation

Before Replicable: You have multiple files containing different sorts of prospects. They live somewhere on your computer and you’ve lost track of which contacts have been uploaded in the past. The outbound campaigns you send have high bounce rates as checking deliverability takes too much time. You have to split export files into multiple documents to send the right campaign to the right persona.

After Replicable: Using 1 plugin in Chrome, you can add prospects to a database. There, your team can qualify, clean and enrich contacts. Once ready, prospects can be uploaded directly into the right campaign using an automated workflow. All your prospects are stored into 1 database. So you always have an overview of who you’ve contacted, but also who you’ve disqualified.

What is prospecting?

Prospecting is the activity to generate contacts working at organisations that you think could become a client. Prospecting is part of outbound lead generation: you want to contact these people because you want something from them: this could be to sell your product or service, but can also be that you want invite someone on your podcast or write a guest blog. 

What are the steps in prospecting?

  1. Collect the contacts
  2. Qualification based 
  3. Enrichment

The goal for prospecting is to create a repeatable process to generate potential new customers and add them to an outbound sequence. There are many ways to do prospecting. Below you can find the general steps in the prospecting process.

Disclaimer: we do NOT advocate spammy outreach, but we do believe that slow, thoughtful and targeted campaigns have a place in today's marketing and sales. 

Although many parts of this process can be automated, you will need the following 3 things to setup your prospecting: 

Add a tool like Snov.io to collect contact information from either a website or LinkedIn

There are many tools available, but we always work with Snov.io. They also have a solid integration with Zapier, which helps to streamline the process.

Setup a workflow in Zapier to automatically push new contacts to your prospects database.

Go to our Prospecting Database Template here.

Create a view in your prospects database that shows only contacts that need qualification

Configure the filters in such a way that you ‘only’ need to empty the view. Add a weekly task in your agenda of your task management tool to execute. Include a short briefing in your task description (or view) to help yourself with what needs to be done. 

In this case it is this: 

Take the following steps for ALL leads in this view: 

  1. Qualify the lead
  2. Clean & Enrich the variables for qualified leads only (e.g. remove B.V.)
  3. Add campaign

Now, all qualified leads are added to the outbound campaign. A zap pushes the contacts from Airtable to (in this case) Lemlist. 

Loop back all engagement back into the database

The created database is now your single source of truth. Therefore you want to log any engagement back into the database, e.g. email replies, unsubscribes, no interest etc. This way you can prevent yourself from adding a prospect whose colleague replied that their company has no interest.  

Determine follow-up after campaign has finished

Why not determine a follow-up action after the campaign has finished? This could either be to a) follow-up by phone or b) to add another contact from the same organisation. 

Create a view in your database to process these contacts. Also create a view with secondary contacts that you can now use to add to the campaign. 

The result for this operational process of prospecting is that you can automate & delegate parts of the process and that you continuously keep adding prospects to the funnel to create a stream of new deals into the funnel.

Cold outreach automation

Do you recognise these challenges in cold outbound?

  • Intent data is not used for cold outbound, leading to many of your emails being experienced as spam
  • Replies from outbound efforts do not automatically end up in your CRM
  • When a campaign ends for a prospect, no follow-up action is defined
  • You burn prospects like they’re an inexhaustible source. You will be running out of prospects shortly

Before Replicable: you start doing cold outbound when you need new deals NOW and expect results immediately. You quit after 2 months, also because people are annoyed.

After Replicable: you are sending relatively low number of messages each week, but the sequence is thoughtful and adds value. People don’t buy right away, but come back when they’re ready. After the setup, your team completely executes this process including the replies.

What is cold outbound?

Cold outbound is the process of reaching out to qualified prospects in order to see if they have interest in your product or service. This does not mean spammy outreach without qualification, but we do believe that slow, thoughtful and targeted campaigns have a place in today's marketing and sales.

What we don’t do: scrape LinkedIn contacts and then send spammy messages without any good qualification, data cleaning or enrichment.

What we do advocate: small batches, manual qualification and adding value in the sequence.

Polaris Growth is an email marketing agency that helps ecommerce brand setup their email marketing flows in Klaviyo. So, we were looking for ecommerce brands that were running on a webshop platform that could integrate with Klaviyo (but preferably did not have Klaviyo implemented). 

This is what we did:

Pick a vertical and collect as many ecommerce brands as possible

You can use many tactics, but what we did was browsing beauty multi stores, and go to their own website.The result was a longlist of ecommerce brands.

Qualify the prospects

Create a view in your prospecting database and your prospects to check their fit with your products or service. In this case we collected Ecomms Tech and Email Tech. Both variables were also included in the outbound message. Some platforms, such as Wix, were disqualified.

Qualify the prospects (2)

Go to the website, create an account and add something to the cart (We did this to check if they already had a cart abandonment flow - a product they sold). Important: add screenshots and dates which you can later add as variables in the messages. This makes it super personal, therefore driving results.

Determine the sequence

Based on the results of the qualification, we added the prospects to one of the 4 cold outbound flows:

  1. No Cart Abandonment + No Klaviyo
  2. No Cart Abandonment + Klaviyo
  3. Cart Abandonment + Klaviyo
  4. Cart Abandonment + No Klaviyo

At this point, there is already a lot of work done for each prospect. So we chose to send out a message in any case, but changed the goal and the copy of the sequence.

Add contact persons

Finding contact persons is a rather time intensive task, so therefore it is done at the end. This is a manual task that can easily be delegated. You can create a search query as a formula to be able to search quicker in LinkedIn.

Add the contact person to the cold outbound sequence

You now have an ecommerce brand that is qualified for your services, and you have contact that fits the buying role you are looking for. You have enriched the variables beyond first name and company name and really invested time researching the prospect. Now, the next step is to add that person to the sequence. This can be done directly in Airtable or via an export-import. In this case, we choose the latter. We created 4 views (for each campaign) in the database, showing only the variables needed for the cold outbound campaign. Every week, all contacts in the view would be downloaded and added to the cold outbound campaign.

Advantages of this cold outbound machine

Lead Nurturing

Before: you have a lot of sales calls, but many of them are not ready to buy. The cadence you follow is that you phone call them every month or so, but you feel hesitant to continue this as you do not provide any value.

After: potential clients want to skip the intro of your sales meeting as they already feel they know you. They understand what your company stands for and how you execute. They contact you when they’re ready to buy.

Do you recognize this?

  • You occasionally forget to follow up on leads
  • You create calendar events as reminders to follow-up leads, but you still don't reach out on busy days
  • You create follow up emails over and over again, while 70% of the copy remains the same
  • You only have a motion focused on sales, and not on educating the buyer

What is lead nurturing?

Lead nurturing is the structured process of creating trust between you and a potential client so that the likelihood of them becoming a client increases. Most often, this is done by helping the potential client with challenges, either through content or free consulting.

There are many alleys you can walk here, but we want to show 2 examples of tactics that we implement for companies.

Smart Newsletter

A newsletter is probably the most commonly used piece of marketing content in the past 20 years. The disadvantage of a newsletter is that new additions to your audience never get to see your ‘old’ content. The solution is to create a sequence of multiple emails that can be started at any point of time. However, prevent the content in these newsletters from being time-sensitive (as some contacts will receive your first email months after you’ve activated the Smart Newsletter).

Some tips and tricks on creating a Smart Newsletter
  • The length of your smart newsletter = the average sales cycle. Hence, the goal is to increase buying readiness.
  • Start your newsletter with episode 39 (so people won’t notice)
  • Don’t be too aggressive - only send out an email every 1-2 months. It’s better to keep a lifeline.
  • Try to create a narrative in these emails to position your product as a viable solution to their problem. Write content on: a) problems they experience, b) how you differentiate from competitors. c) how your solution helped others
  • Never ever ask for business - only ask if they want to receive more content.
  • Be explicit, tell them they are on a newsletter and give the opportunity to opt-out. Also send them a Welcome Email.
  • Repurpose your best performing blog or LinkedIn posts so that you can quickly produce content that you know your ICP will consume.
Track Smart Newsletter Engagement in Pipedrive

Optionally, you can also track all the engagement with Smart Newsletter in Pipedrive. This can help you as a sales executive to better understand which content they’ve seen from you when you reach out to them.

Download Nurture Flow

It is an assumption that contacts who download a report or whitepaper will actually read its content. Most commonly, the report will end up in the download map to be never opened. However, marketeers feel that their efforts are successful when many contacts download their content. This is a missed opportunity, as the goal of content is to create trust with a potential client so that the likelihood increases that he or she will buy your product or service (like we’re doing now).

You can create a download nurture (email) flow if you want to further leverage the content you’ve already created. This means you chop up the report in 10-15 bite sized emails with ample time in between.

This way, you keep in contact with the potential client for a period of 3 months using content they’re actually interested in (otherwise they would not have downloaded the report).

Some tips and tricks on creating a download nurture flow
  • Leave ample time in between. You want to give the opportunity to actually consume your content.
  • You can try to convert them into a meeting for the first 1 or 2 emails, but redshift your focus from conversion to education afterwards. Don’t fall into the trap of sending the ‘let’s meet’ email again and again. That’s not how people want to buy.
  • The length of the Download Nurture Flow can be shorter than the sales cycle, but (if so) make sure that contacts are always asked for more content
  • Introduce the email sequence (see example below) and frame it as adding value / doing them a favour.

Proposal Automation

Before Replicable: every proposal you make is custom. Once a week, you have to work late sending out proposals which takes you even longer because you have to remember what has been said. You don’t have a system for following up proposals (so some slip through the cracks).

After Replicable: you have 1 template covering 90% of the proposals you send. You are now sending proposals as soon as possible (shortening sales cycles), against a higher win-rate. Proposals are automatically followed-up so that you do not miss any opportunities. Best of all, it saves you about 50% of your time.

Sending out proposals using a Google Docs template

Many people think that you need expensive tools such as Pandadoc to set up automation around proposals. This is not the case. As a first step you can create a proposal template in Google Docs:

  • Create a document including variables such as {{date}}, {{company}} or {{contract signer}}
  • Submit this document as a template
  • Add this URL to your bookmarks: https://docs.google.com/document/u/0/?ftv=1&tgif=d

Now, you can access the document from your templates:

The template includes placeholders that need to be filled in:

  • Search for “{{“ in the document to find all placeholders
  • Now “find and replace all” for every placeholder (see below)
  • Before you finalise the doc, make sure that all placeholders are filled.

Now, you can export the document and send it to your potential client. However, they would then have to download it, sign it and send it back.

Add the SignRequest add-on to the document

When you want to make your, and your clients' life even more easy, you can use an add-on for this document. Activate SignRequest to convert the document you’ve just created into a signable document. In SignRequest you can define recipients.

If you’re sending more than 3 proposals per week you can try these next steps:

  • Automatically fill in the placeholders from you CRM
  • Place proposal document in the right Google Drive folder
  • Convert Google Doc file into a PDF which can be added as an attachment
  • Create a SignRequest for the Google Doc file and add the link to an email
  • Create a proposal email based on a template and place it into draft. Create a task in Pipedrive to send out the proposal

Sending out proposals directly from your CRM

Another way of doing this is via direct integration with your CRM. This way, you can create and send out proposals directly from your CRM. 

Pandadoc via Pipedrive

Pipedrive has a direct integration with Pandadoc. Once installed, an add-on reveals itself in the left bar. Once created, it automatically logs the meta data.

Sending proposals directly from Pipedrive

Pipedrive now has built the same functionality into the CRM software itself. It is called ‘Smart Docs’ and works more or less in the same way. This way you can build a template including placeholders directly from your CRM.

Now activate and send the proposal directly from Pipedrive.

Sending proposals directly from Hubspot

From Hubspot you can also send proposals directly from your CRM.

Follow-up on proposals that you’ve send

Now you can automatically follow-up on proposals when they have been sent out. This could be by email, but you can also add them to a custom audience on Instagram. Also, you can add an activity to follow-up manually either in your CRM or in a task manager such as Asana.

Sales Follow-up Automation

Before: you write a unique email for every sales follow-up. More than often, you have to go back to your CRM to find out what the status was (before you can type the email). Also, sometimes you forget contacts as you are too busy.

After: you type and schedule the future email right after you hung up the phone. The email will only be sent if it is still relevant. Every week, new opportunities are created from earlier sales efforts on autopilot. As a result, you close 2-5 more deals per month.

Do you recognize these challenges in following up in sales?

  • You occasionally forget to follow-up on sales leads
  • You create a follow-up email over and over again, while 70% of the copy remains the same
  • Behavior of the lead is poorly tracked in your CRM, so you don’t have a clue where they are in the buying journey

Let me start by saying this: automation does not mean impersonal or robotic. A sales machine can help to reach out to more people in a structural and personalised way.

This is what you can do:

Create an email sequence for future leads

Include a completely customizable first sentence in this email. This way, the email feels personal for the recipient.

The email could look something like this:

Hi {{first name}},

We had agreed that I would send you a reminder email in the beginning of September. So here I am! 

{{icebreaker}}

Are you open to continuing our talks on innovation within {{company}}?

Best regards,
Stefan

Create a date field in your CRM

Below is an example in Pipedrive. We’ve created a date field, so that you can schedule the future leads flow any time in the future. Make this field visible (but not required).

Prevent lost in automation

Set up a backdoor so that contacts that do not reply are followed-up manually. This way, you can prevent yourself from finding out 3 months too late that no one responded to the campaign. In this case, we let Zapier create a Task in Asana and assign this to the account owner.

Ready to automate your operations?

Our automation experts can probably find improvements in your current tool stack, automations or processes. Feel free to contact us for a free audit.

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