From Manual Sourcing to Automated Lead Generation: Building the $165k+ Lead Machine

How RevRabbit helped a staffing agency automate 80% of their market research and lead generation to recapture 30+ hours of recruiter time every single week.
Results
260%
Increase in qualified pipeline
30+
Hours saved weekly
165k+
In active pipeline value

Project Overview

RevRabbit created a strategic partnership with Apex Talent Solutions, a boutique staffing agency, to modernize their manual, "needle-in-a-haystack" sourcing process. The objective was to replace human-led job board monitoring with an automated engine capable of performing massive market sweeps. By identifying companies that have posted specialized roles within the last 30 days, the system ensures Apex focuses its energy only on organizations with active, high-urgency hiring intent.

Problem

The staffing agency was historically trapped in a "lagging" sourcing cycle:
1

The “Double-Entry” Friction

Recruiters were wasting hours manually transcribing data from job boards into Pipedrive, leading to “Database Fatigue” and significant human error in data entry.

2

Fragmented Outreach Disconnect:

Sales efforts were uncoordinated, with recruiters often accidentally cold emails to people they had already messaged on LinkedIn, damaging the agency’s professional brand.

3

Inefficient Skill Utilization

High-commission recruiters were spending 60% of their day on low-level administrative “detective work” rather than high-value activities like interviewing candidates or closing client contracts.

Our Solution

RevRabbit's "Sweep & Monitor" architecture is a modular, multi-channel intent engine designed to transform passive market signals into active sales conversations. By leveraging real-time hiring data, the system identifies high-intent leads at the exact moment they are most receptive to staffing solutions.

The Approach:  Multi-Channel Intent Architecture

  • Find Open Jobs: Automatically scans for new job posts from the last 30 days.

  • Locate Decision Makers: Identifies the exact Hiring Manager or CEO for that role.

  • Verify Contact Info: Checks every email address to ensure it won’t bounce.

  • Start the Conversation: Sends personalized messages via LinkedIn and Email simultaneously.

  • Stop on Reply: Automatically ends the outreach the moment a lead responds.

  • Update the CRM: Syncs all activity directly into Pipedrive for easy follow-up.

Ready to Automate Your Growth?

WWhether you want to replicate these exact results or need a custom-built engine for your specific niche, let’s build the systems that turn your manual bottlenecks into autonomous revenue.

Services Provided

Lead Gen
We implemented a systematized outreach engine that autonomously identified and engaged high-intent hiring leads to scale the agency’s client pipeline.
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Automation
We engineered custom workflows that replaced manual research with automated contact discovery and multi-channel injection.
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Optimization
We audited and refined the entire funnel to synchronize live sales data across the tech stack and ensure maximum pipeline conversion.
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What We Created

Below is some of the items we delivered and created for this project, featuring the custom workflows, CRM pipelines, and multi-channel outreach campaigns that powered the entire transformation.