How Vocantas Automated Its Outbound Research and Outreach
An end-to-end outbound GTM system, built around the Vocantas sales motion and handed off in full. It carries a lead from sourcing to booked meeting with no manual SDR work in between, so the AEs spend their time on live deals instead of research and prep.
Full research, personalization and sequencing, automated
Manual research time eliminated
Research to sequence, end to end
Full build and handoff
Client
Vocantas
Sector
Workforce Communication, B2B SaaS
Operating since
2003
HQ
Ottawa, Canada
Engagement
GTM Engineering
Delivered
End-to-end outbound system
About Vocantas
Vocantas is a workforce communication and shift-filling automation company, based in Ottawa and operating since 2003. Its flagship platform, Communicate, plugs into an organization's existing workforce management systems and uses automated multi-channel outreach across voice, SMS and mobile to fill open shifts, manage attendance and handle emergency communication, replacing the manual call-outs schedulers would otherwise run by hand. It serves large, high-volume operations in sectors like healthcare, manufacturing and contact centers.
The challenge
One ceiling, two faces.
Vocantas ran its outbound motion mostly by hand. AEs sourced leads, researched each account and contact one at a time, then wrote and sent the outreach themselves.
It worked, but the most repetitive part of the job sat with the people who should be closing. That created two limits.
The speed ceiling
Research and prep are slow by hand, one lead at a time. That caps how many leads an AE can work in a day before there is no time left to sell.
The consistency ceiling
Manual research leans on each rep's judgment, so depth and criteria vary lead to lead and rep to rep. There was no shared standard for how a lead got researched, scored or prioritized.
What we built
One system, across the full outbound lifecycle.
We worked with the Vocantas ops and sales team first, mapped their existing motion, and built the system around it rather than dropping in a template. The result spans a set of connected workflows that carry a lead from sourcing all the way to a booked meeting.
Lead ingestion and enrichment
New leads pulled and enriched on a schedule, with duplicate, existing-contact and suppression checks built in.
Signal intelligence and scoring
Multiple public buying signals gathered per account, then scored and tiered on a consistent rubric, so the prioritization that used to vary by rep now runs the same way every time.
AI research and personalization
A multi-agent AI pipeline researches each contact, then drafts both email and LinkedIn outreach in the Vocantas tone, trained on the full Vocantas product and services offering and tied to the specific signals found. A built-in quality check gates every draft before it moves on.
Sequencing and enrollment
Leads enrolled into the right sequence automatically, matched to their tier.
Reply handling and lifecycle
Replies are classified by intent, booked meetings are detected and synced back into the CRM, and sequences pause automatically the moment a lead shows interest, so the record stays current without manual logging.
Monitoring and QA
The system runs autonomously. Low-confidence drafts, errors and lead-level changes are flagged as notifications for a human to look at, while everything above the confidence bar flows through on its own.
Before & after
What changed.
Results
The numbers.
~2-3 min/lead
Full research, personalization and sequencing, automated
1-2 hours
Manual research time eliminated per AE
Fully autonomous
Runs day to day without hand-holding
~6 weeks
Built and handed off
Consistent scoring
Applied to every lead, every cycle
By exception
Human-in-the-loop only for low-confidence drafts and changes
Your turn
Same bottleneck?
Let's scope it.
If your AEs are spending time on research and prep that could be systematized, a 30-minute discovery call will tell you whether automation is the right move.
No pitch. No commitment. 30 minutes.