Smart Ops Case Study - AI Services Lead Generation

Smart Ops

AI + Automation Intelligence

Client Anmol Gupta

Role Founder

Industry AI Services

Channel Cold Email

Duration 2 Months

Website LinkedIn

The Background

AI Services Company Seeking Predictable Growth

Smart Ops is an AI services company helping businesses leverage artificial intelligence to improve operations, efficiency, and decision-making. Founded by Anmol Gupta, the company works with forward-thinking organizations looking to adopt AI-driven solutions.

While Smart Ops had strong technical expertise and a clear value proposition, generating consistent outbound interest for AI services proved challenging. The market was competitive, and inbound alone was not enough to create predictable growth.

The Challenge

Breaking Through in a Competitive AI Market

Before working with us, Smart Ops faced difficulty in:

Right Decision-Makers

Reaching executives interested in AI adoption and digital transformation

Consistent Conversations

Creating steady outbound conversations beyond sporadic inbound interest

Scalable Lead Generation

Generating qualified leads at scale without relying solely on referrals

Anmol needed a structured outreach system that could bring relevant prospects into conversation while the team focused on delivery and solution-building.

Medium Used

Cold Email Outreach via Instantly.ai

To address this, we implemented a structured cold email outreach strategy using Instantly.ai.

Instantly.ai

Cold email automation platform for scalable B2B outreach

This allowed us to:

Reach decision-makers directly in their inboxes
Personalize outreach based on AI use cases and business needs
Maintain strong deliverability and consistent campaign execution

The approach ensured Smart Ops' AI services were positioned in front of businesses actively exploring innovation and automation.

The Nurturing Process

From Cold Email to Booked Meeting

See how our strategic email sequence built trust and converted a cold lead into a qualified appointment for AI services. Scroll to follow the conversation.

Initial Outreach

Interest

Case Studies

Questions

Implementation

Use Cases

Solutions

Timeline

Pricing

Meeting

Email 1 of 10 Day 1

Anmol Gupta

to Operations Director @ Logistics Company

Sent

AI automation for your operations

Hi, I noticed your company has been scaling rapidly over the past year. Congratulations on the growth.

I work with operations teams to implement AI solutions that reduce manual work by 40-60%—things like automated data processing, intelligent routing, and predictive analytics.

We recently helped a similar logistics company cut their reporting time from 8 hours to 45 minutes using custom AI workflows.

Would you be open to a quick conversation about where AI might help your team? Even if it's not the right time, I'm happy to share some insights on what's working in your industry.

Best,
Anmol Gupta
Founder, Smart Ops

Key Tactic: Specific results (40-60% reduction), relevant case study, and low-pressure CTA offering value either way

Email 2 of 10 Day 2

Operations Director

Logistics Company

Reply Received

Re: AI automation for your operations

Hi Anmol,

Thanks for reaching out. We've been exploring AI solutions but haven't found the right fit yet.

The reporting example you mentioned is interesting—we spend a lot of time on similar manual tasks.

Can you share more about what you've done for logistics companies specifically?

Operations Director

Result: Interest sparked! The prospect relates to the pain point and asks for industry-specific examples.

Email 3 of 10 Day 2

Anmol Gupta

to Operations Director

Sent

Re: AI automation for your operations

Happy to share! Here are two recent examples from logistics:

Case Study 1: Automated shipment tracking and exception reporting—reduced manual monitoring by 70%, with AI flagging issues before they become problems.

Case Study 2: Intelligent document processing for invoices and BOLs—processing time dropped from 15 min/document to under 2 minutes with 98% accuracy.

Both projects were implemented in 4-6 weeks without disrupting existing systems.

What manual processes are taking up most of your team's time right now?

Best,
Anmol

Key Tactic: Specific, measurable results from relevant industry with a question to understand their specific pain points

Email 4 of 10 Day 3

Operations Director

Logistics Company

Reply Received

Re: AI automation for your operations

Anmol,

Those results are impressive. The document processing one sounds relevant—we process hundreds of BOLs daily and it's a bottleneck.

A few questions:

1. How does your AI handle exceptions or documents that don't match standard formats?
2. What's the typical implementation process like?
3. Do we need to change our existing systems or does this integrate with what we have?

Thanks

Result: Deep engagement! Technical questions show they're seriously evaluating the solution for their specific problem.

Email 5 of 10 Day 3

Anmol Gupta

to Operations Director

Sent

Re: AI automation for your operations

Great questions—these are exactly what teams should be asking:

1. Exception Handling: The AI is trained to recognize standard formats and flag anomalies for human review. Over time, it learns your specific exceptions and improves accuracy. Typically hits 95%+ accuracy within the first month.

2. Implementation: We follow a 3-phase approach—Discovery (1 week), Build & Test (3-4 weeks), and Go-Live with training (1 week). Total timeline is usually 5-6 weeks.

3. Integration: We build around your existing stack. Most clients use ERPs like SAP, Oracle, or custom systems—we connect via APIs without requiring changes to your core systems.

Would it help to see a quick demo of how this works with real BOL documents?

Best,
Anmol

Key Tactic: Detailed, specific answers that demonstrate expertise and reduce perceived risk, followed by low-friction next step (demo)

Email 6 of 10 Day 4

Operations Director

Logistics Company

Reply Received

Re: AI automation for your operations

The phased approach makes sense. We use Oracle and have some custom integrations.

Beyond BOL processing, we also have challenges with:

- Demand forecasting (currently very manual)
- Customer inquiry response times
- Route optimization

Is AI applicable to any of these areas, or is document processing your main focus?

Result: Expansion opportunity! The prospect is now exploring multiple use cases—sign of high interest and potential larger engagement.

Email 7 of 10 Day 4

Anmol Gupta

to Operations Director

Sent

Re: AI automation for your operations

All three are excellent AI use cases—and actually where we see the biggest ROI:

Demand Forecasting: ML models that analyze historical data, seasonality, market trends. Clients typically see 20-30% improvement in forecast accuracy.

Customer Inquiries: AI-powered response systems that handle 60-70% of routine queries automatically, with instant escalation for complex issues.

Route Optimization: Dynamic routing that considers traffic, weather, delivery windows. One client reduced fuel costs by 15% and improved on-time delivery by 22%.

We usually recommend starting with one high-impact area, proving value, then expanding. Based on your situation, the document processing might be the quickest win since it's a clear bottleneck.

What would be most valuable for your team to tackle first?

Anmol

Key Tactic: Demonstrate breadth of capability while recommending a focused starting point—shows strategic thinking and customer-first approach

Email 8 of 10 Day 5

Operations Director

Logistics Company

Reply Received

Re: AI automation for your operations

Agreed—document processing is the immediate pain point. We process around 500 BOLs daily and it ties up 3 people full-time.

I'd like to move forward with exploring this more seriously. A couple of things I'd need to discuss with leadership:

1. What's the typical investment range for a project like this?
2. What does the ongoing support/maintenance look like?
3. Can we do a pilot with a subset of documents first?

Result: Strong buying intent! Questions about investment, support, and pilot = they're preparing an internal business case.

Email 9 of 10 Day 5

Anmol Gupta

to Operations Director

Sent

Re: AI automation for your operations

Great to hear you're ready to explore this further. Here's the information for your leadership discussion:

1. Investment: For BOL processing at your volume (500/day), typical projects range from $25,000-40,000 for implementation, plus ongoing costs based on usage. ROI typically within 4-6 months based on time savings.

2. Support: Includes 90 days of active support post-launch, then optional maintenance packages. Most clients opt for monthly retainer (~$2,000-3,000) that covers monitoring, updates, and continuous improvement.

3. Pilot: Absolutely—we always recommend starting with a pilot. We can set up with a subset of document types or a specific workflow to prove the concept before full rollout.

Would it help to have a call with your leadership team to walk through these details and answer their questions directly?

Best,
Anmol

Key Tactic: Transparent pricing with ROI context, flexible options (pilot), and offering to help sell internally to leadership

Email 10 of 10 Day 6

Anmol Gupta

to Operations Director

Meeting Booked

Re: AI automation for your operations

Perfect! I've sent a calendar invite for Thursday at 2:00 PM.

I'll prepare a brief presentation covering:

- Live demo of BOL processing
- Technical architecture overview
- Detailed ROI projections for your volume
- Pilot program structure and timeline

Feel free to invite anyone else from your team who should be part of the conversation. Looking forward to it!

Talk soon,
Anmol

Meeting Confirmed!

Discovery call with leadership scheduled for Thursday at 2:00 PM

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How Smart Ops Generated Qualified Leads and Appointments for AI Services

Smart Ops

AI Services Company Seeking Predictable Growth

Breaking Through in a Competitive AI Market

Right Decision-Makers

Consistent Conversations

Scalable Lead Generation

Cold Email Outreach via Instantly.ai

Instantly.ai

From Cold Email to Booked Meeting

Anmol Gupta

Operations Director

Anmol Gupta

Operations Director

Anmol Gupta

Operations Director

Anmol Gupta

Operations Director

Anmol Gupta

Anmol Gupta

Meeting Confirmed!

10 Emails. 6 Days. 1 Qualified Meeting.

A Steady Inflow of Relevant Conversations

The Transformation

The Impact

Public Recommendation

Ready to Build Your Pipeline?