How we turned ICP's into actual Leads with our Sales AI Engine
TECH
AI AGENTS
AUTOMATIONS
B2B SALES
The Company
Backstage IT recruits and houses top-tier developers inside their own “Backstage” team model, enabling clients to scale faster without traditional hiring overhead.
Company name
Backstage IT
Industry
TECH
Company size
100+
Location
Moldova
What we did
98%
Of emails succesfully reached the inbox
70%+
Open rate on AI-personalized messages.
100.000+
ICP's found within minutes
The Challenge
Backstage IT’s sales team relied heavily on manual prospecting, which was slow, inconsistent, and highly dependent on individual efforts. While they had a clear picture of their ideal customer profile (ICP), reaching the right decision-makers at scale was a bottleneck as this is a time consuming exercise.
Finding the right stakeholders across companies and industries is not the problem, but finding them on 10.000+ per day scale is.
The key problems included:
Low volume of qualified leads, due to manual searching.
Time-consuming manual research for each prospect.
No automated outreach system that operates based on AI segments.
Without a scalable system, even the best sales pitches couldn’t reach enough of the right people — limiting pipeline growth and slowing expansion into new markets.
The Approach
Step 1 – Data Mapping & ICP Definition
We began by refining the ICP criteria: industry, company size, technology stack, hiring signals, and decision-maker roles. This step ensured that every lead sourced matched Backstage IT’s high-value customer profile. Based on this, we identified the right tooling to take these insights from their leads and convert them in possible clients.
Step 2 – AI-Powered Lead Sourcing
We deployed a scraping and enrichment engine that captured website visitors, and creating ICP curated lists based on values we scraped from lead databases like Apollo.
Based on these leads, we forward these with the right information scraped from for example LinkedIn and websites into a large database of potential leads to reach out to.
All stakeholders are curated on the decision-making powers they have and are forwarded into a tailor made AI driven Sales Agent process.
One of the key AI solutions we've implemented is the Hiring check. We scout the web for companies with open vacancies of developers. We know they have an urgent need and push them to the mass outbound list explained below.
Step 3 – Multi-Channel Outreach Engine
Once qualified, leads were fed into an automated outreach sequence covering both LinkedIn and cold email. These outreach sequences are focused on converting the lead into a tailor made process that focused on contact and conversion.
Via LinkedIn, we visit, invite, visit again and wait for the connection to accept our invitation. Based on their already qualified information we create tailor made AI generated messages that help connect in a personal matter with the lead and ensure that it's a clear message.
The Mass Outreach list: One of the more aggressive forms but effective forms of outreach are our email campaigns. Based on the lists we split them into 2 folders: mass outreach, tailored outreach.
When people are accepting the LinkedIn invite, they are put in the tailored folder. When people aren't replying to LinkedIn invitations they go into the mass outreach bucket. These buckets convert, mix and match when the lead actually scores a high confidence on possible close and won.
Step 4 – Deliverability Optimization
We implemented a smart inbox rotation system that kept cold outreach messages out of spam folders, achieving a 98% inbox placement rate.
The Solutions
We built a fully autonomous lead-generation and outreach system for Backstage IT.
It sources ICP-qualified leads from multiple live data streams and requirements like hiring and more, enriches them with up-to-date business intelligence, and instantly initiates tailored outreach across LinkedIn and email.
The solution doesn’t just save time — it fundamentally changes the pace of sales.
Instead of days of manual research per lead, the system finds tens of thousands of high-fit prospects in minutes, automatically starting conversations that convert.
“We went from chasing prospects to having a constant stream of conversations with exactly the right people. This system has transformed how fast we can grow.”
Sander
CEO
The Results
Within weeks of deployment, Backstage IT’s sales team had access to a lead pipeline that was previously unimaginable in volume and quality.
100,000+ ICPs identified in minutes instead of months.
98% inbox rate for cold outreach, ensuring messages actually reached prospects.
70%+ open rates thanks to AI-personalised messaging and optimized send times.
Beyond the numbers, the impact was strategic: the sales team could now focus purely on relationship-building and closing deals, while the system handled the heavy lifting of sourcing, qualifying, and initiating contact.