Automated Outbound Sales Funnel for Basil Systems

Prepared by: Isaiah Sierra

Deploy a fully automated, multi-channel lead generation and appointment-setting engine to increase qualified meetings within 45 days.

1. Executive Summary

Basil Systems has a unique opportunity to accelerate pipeline growth by combining precision targeting with scalable automation.

I propose a full build-out of a cold email + LinkedIn automation system that delivers a steady flow of qualified, engaged prospects to the sales team — without overwhelming internal resources.

By using Instantly.ai (cold email), Prosp.ai (LinkedIn automation), and n8n (workflow orchestration), we’ll:

  • Generate high-quality leads daily from targeted life sciences segments
  • Automate personalized outreach sequences
  • Rapidly identify and hand off warm prospects to the sales team
  • Optimize messaging based on real feedback from calls and deals

2. Core Tools & Setup

Email Outreach — Instantly.ai

  • Purchase & configure 3–5 new domains and inboxes to protect basilsys.com reputation
  • Implement warm-up protocols for all inboxes
  • Create segmented email campaigns targeting Clinical Ops, Regulatory Affairs, and MedTech leaders
  • Use AI-powered personalization variables for relevance at scale
  • A/B test subject lines and messaging weekly

LinkedIn Outreach — Prosp.ai

  • Target decision-makers using LinkedIn Sales Navigator filtered lists
  • Automate 3-step messaging sequence (last step = personalized voice note)
  • Rotate accounts with proxies for safe scaling
  • Track engagement and feed warm leads into CRM

Advanced Workflow Automation — n8n (Conditional)

  • Explore advanced workflow automation needs beyond built-in features to centralize all leads, deduplicate data, trigger outreach, and push high-intent leads into the CRM.
  • Use n8n for custom workflows and AI-assisted reply handling with Calendly link automation, if needed.

Advanced Data Enrichment & Personalization — Clay & OpenAI (Conditional)

  • Prioritize testing the personalization features built into Instantly and Prosp.ai.
  • If more advanced needs arise, use Clay to enrich lead data with integrations and connect to the OpenAI API to generate hyper-personalized campaign copy.

Video Content — Tella

  • Utilize Tella for video creation, a user-friendly tool to produce professional-quality product demos and walkthroughs quickly and efficiently.

Documentation & Process — Scribe

  • Use Scribe to automatically generate step-by-step guides for all new processes, ensuring clear documentation and seamless onboarding for future team members.

3. Messaging Sequences

Cold Email (3 Steps)

Persona: Clinical Ops Manager (customizable for other personas)

Email 1 – Greet & Relevance Hook

Subject: Quick thought on patient recruitment

Hi [FirstName],
I noticed [CompanyName] has been advancing in [specific area] — congrats on the progress.
A lot of Clinical Ops leaders I speak with are under growing pressure to hit FDA diversity requirements while keeping trials on track.
Basil Systems built an AI-powered dataset that predicts site performance and flags recruitment risks before they derail timelines — especially for DEI mandates.
Would it be worth sharing 2–3 examples of how teams are cutting weeks off trial timelines with it?
– Isaiah Sierra

Email 2 – Pain Point + Soft Value Offer

Subject: Quick resource on trial performance

Hi [FirstName],
Following up on my note — here’s a short breakdown of how predictive analytics has helped pharma and medtech teams:
Identify enrollment slowdowns 4–6 weeks earlier
Select higher-performing sites before kickoff
Improve DEI compliance without adding systems
I can walk you through what that looks like in your current setup — even if it’s just to compare approaches.
Would you be open to a quick call next week?
– Isaiah Sierra

Email 3 – Direct Call to Conversation

Subject: Worth a quick comparison?

Hi [FirstName],
Not sure if now’s the right time — but if [CompanyName] is looking to streamline recruitment or reduce trial delays, I can share specific benchmarks from teams in [therapeutic area].
Can we pencil in 15 minutes next week to see if it’s relevant?
– Isaiah Sierra

LinkedIn (3 Steps – Post-Connection)

Message 1 – Warm Opener + Relevance Hook

Hi [FirstName],
I work with Clinical Ops teams in pharma & medtech who are juggling DEI trial requirements and tight enrollment timelines.
We’ve been using predictive analytics to flag recruitment risks 4–6 weeks earlier — helping teams avoid costly delays.
Would it make sense to share 2–3 examples from similar organizations?

Message 2 – Value-Add Follow-Up (3–5 days later)

Hi [FirstName],
Not sure if this is on your radar right now, but here’s a quick example from a recent project:
Cut trial delays by 6 weeks
Improved site selection success rate by 28%
Reduced DEI compliance risk without adding new systems
Happy to send the full breakdown — even if just for comparison.

Message 3 – Voice Note (Personalized)

"Hey [FirstName], I was thinking about your role at [CompanyName] and I’ve got a few quick ideas that could help reduce trial delays and streamline site selection. It’s about a 2–3 minute walkthrough — want me to send it over?"

4. Content Layer

To improve response rates and sales conversion:

  • Meet with sales team to extract proven messaging from past wins
  • Listen to recordings of closed-won calls for buyer language and objections

Create High-Value Content:

  • Platform walkthroughs for YouTube & LinkedIn
  • Case studies tailored to personas
  • ROI calculators for sales conversations
  • Short-form video content for social media and the company website, including product demos and customer testimonials.

5. Sales Process Optimization

In addition to outbound lead generation, we'll identify and implement key automation opportunities within the sales process to lower friction and increase efficiency for the sales team.

  • Automated CRM Updates: Implement workflows to automatically update lead and opportunity records in the CRM based on prospect behavior (e.g., website visits, email opens, or webinar attendance).
  • Proposal & Contract Generation: Connect data from the CRM to a document automation tool to pre-populate proposals and contracts, significantly reducing manual work and time-to-close.
  • Automated Follow-Up Sequences: Build automated follow-up sequences triggered after key sales events, such as a demo or a proposal delivery, to ensure no leads fall through the cracks.
  • Pipeline Reporting: Create automated dashboards that pull real-time data from all tools, giving sales leadership a clear, live view of the pipeline without manual data entry.

6. 45-Day Timeline

Week 1–2:

  • Domain purchase & inbox warm-up
  • Build lead lists (Instantly.ai + Prosp.ai)
  • Sales call analysis & messaging workshop

Week 3–4:

  • Launch cold email + LinkedIn campaigns
  • Initial automations and connectors go live
  • Begin A/B testing

Week 5–6:

  • Optimize campaigns based on KPIs
  • Introduce content assets into sequences
  • Weekly KPI reviews with sales

7. KPIs

Here are the rough estimates for a scaled system with multiple accounts:

  • Cold email open rate → 50%+ target
  • Reply rate → 10–15% target
  • LinkedIn acceptance rate → 30–40% target
  • Meetings booked → 8–10/week by week 6
  • Lead-to-SQL conversion rate tracking

Estimated Monthly Numbers

  • 30K emails monthly (at 50% open rate)
  • 15K opens (at 5% reply rate)
  • 750 replies (at 15% positive)
  • 112 booked meetings (at 75% show-up rate)
  • 84 live demos (at 20% close rate)
  • 16 closes ($30K ticket)
  • $480K/mo in revenue

8. Investment

$8,500/month contract — Full focus on Basil Systems, exiting Mapi-fi & FutureArc contracts.

This includes my services for:

  • Tool setup & configuration
  • Management of domain & inbox purchases
  • Campaign copywriting & automation
  • Ongoing optimization & reporting
  • Development of video content for YouTube, website, and LinkedIn
  • Identification and implementation of sales process automation to lower friction

Proposed Tech Stack Cost: Your Return

The total estimated tech stack cost for a fully automated, scalable system is only $888 for the first month, and $738/mo thereafter.

By investing in my expertise to implement this low-cost, high-impact tech stack, you're building a foundation for scalable, predictable growth that far outweighs the monthly fee.

Estimated Tech Stack Cost Breakdown

  • Instantly.ai - $147 for 25K Leads Cleaning + $97 for 30K Leads Sending
  • 10 Domains with DFY service from Instantly - $150
  • 30 Google Workspace users/email addresses - $150
  • Prosp.ai - $59/month
  • Tella - $13/month
  • Scribe (Pro Personal) - $23/month
  • Clay (Starter) - $249/month (Note: This may or may not be needed due to Instantly having similar features built in)
  • n8n - Price varies depending on self-hosting or managed hosting

Potential Investment Gain: $470,762.00

Potential ROI: 53,013.74%

9. Long-Term Vision

As a GTM Engineer, my responsibilities will evolve to ensure the smooth operation of this automated system, acting as a crucial bridge between technical execution and sales strategy. The long-term vision is to establish a robust foundation that can eventually support a dedicated Solutions Consultant, with my role transitioning to a strategic blend of technical execution and pre- and post-sales responsibilities. This includes:

  • Refine automation & targeting
  • Build sales enablement content
  • Partner with sales leadership to accelerate deal cycles