ServicesThree pillars, one system

OutboundPipeline from cold↗ABMNamed accounts, warm market↗RevOpsData, routing, reporting↗

OUTBOUND

Pipeline you can plan around

Low volume, high intent, inboxes that actually land.

GTM BrainFOR OUTBOUND

It gets sharper with every reply it reads.

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EDTECH · OUTBOUND

How we generated 125 leads in 10 days

165Warm leads

14Deals closed

54+Leads in 10 days after the pilot

TECH STACK USED

Who is the client?

Scanning Pens is a global leader in assistive technology focused on breaking down literacy barriers for students with dyslexia and reading difficulties.

They provide tools used by schools and educational institutions to support neurodivergent learners and enable independence through scan based learning technology.

They operate in a specialized education sales environment where school districts differ by regional regulations, laws, and funding structures, which increases the importance of accurate targeting and relevant messaging.

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How the client met us

Scanning Pens was looking for a partner focused on building GTM systems, not just delivering leads.

While searching for this type of partner, the co founder Toby found Matteo’s profile on a SaaS Expert page and started the conversation from there.

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Context

Scanning Pens was already operating at high outreach volume and sending millions of emails per month, but performance had plateaued and higher volume was no longer producing higher quality engagement.

They needed to evolve from mass broadcasting to an engineering led GTM approach that could support global expansion while improving relevance, reply rates, and operational reliability across markets.

At the same time, the team was preparing for a high impact transition from NetSuite to HubSpot, which made data quality and process stability even more important.

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What was the problem?

Outreach bottleneck from one size fits all messagingMillions of emails were being sent monthly, but generic messaging produced stagnant reply rates and failed to connect with busy educators and administrators.

Data decay and CRM data quality issuesYears of growth left CRM records outdated and inconsistent, reducing targeting quality and wasting annual investment in purchased data as records became obsolete quickly.

Operational transition during CRM migrationThe move from NetSuite to HubSpot required a clean migration and data alignment that would not disrupt go to market execution or reduce momentum.

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The approach we took

1. Strategy and ICP analysis

Defined initial objectives focused on message market fit, data sanitization, scalable infrastructure, and CRM synergy with HubSpot post migration

Designed a phased plan to move from controlled validation to scalable global rollout across markets

2. Data enrichment and ABM targeting

Performed data alignment work to clean and standardize outdated CRM records for high quality targeting

Built segmentation logic appropriate for the education sector where geographies, regulations, and funding structures vary by district

3. Channel and infrastructure setup

Built infrastructure capable of scaling from a 20k emails per month pilot to 100k plus emails per month

Launched a controlled US pilot targeting 10,000 leads with 20,000 emails per month to validate that tailored messaging could materially improve performance in the EdTech and school district environment

4. Structured testing and scaling

Implemented sophisticated AI prompt engineering to generate hyper personalized copy adapted to each prospect

Used dynamic contextualization to tailor messaging based on geography, job title, and relevant school news to surface unique pain points

Built a continuous feedback loop that incorporated team feedback and real world market responses into daily improvements of AI prompting

Expanded from the US pilot into the UK market after proof of concept, achieving a 3 percent reply rate and validating readiness for global scale

5. CRM connection and pipeline tracking

Aligned cleaned data to flow correctly into the new HubSpot environment post migration

Planned ongoing CRM optimization to finalize NetSuite to HubSpot integration and prevent conflicts as scale increased

Implemented reporting and performance tracking tied to the new system as volumes ramped

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Results

Delivered a successful pilot in the US

Secured 30 positive replies within the first 10 days after scaling volume

Generated 70 high quality leads in the UK within one month of deploying the new system

Reached 165 warm leads one month after ramping up volumes

Closed 14 deals

"They automated our outbound, gave us 265 qualified leads and netted us $35K in just three months."

Alex S. · Founder

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