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Automating B2B Acquisition and Deploying an AI Layer for Contact Processing

IXTENT is a provider of enterprise DMS/ECM solutions (Document Management and Enterprise Content Management systems). Its business model is built on large-scale implementations for mid-sized and large enterprises.

To drive further growth, IXTENT needed to start systematically and strategically reaching out to C-level executives and top management across key market verticals in the Czech and Slovak markets.

Marketing

The Challenge

The DMS/ECM market has undergone significant shifts in recent years. Fulfilling the company’s growth strategy required adapting, streamlining, and automating lead generation. The primary goal was to build a system that consistently delivers qualified meetings to sales reps while increasing conversion rates.

  • Lack of internal capacity: Routine outreach and admin had to run completely autonomously, keeping reps focused strictly on closing deals. 
  • Security restrictions: Corporate policies barred standard email forwarding, requiring a compliant workaround for managing inboxes and replies. 
  • Delayed follow-ups on referrals: Manually processing internal handoffs ("talk to colleague X") took too long, causing warm enterprise leads to go cold. 
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The Solution

  • 1. Defining the ICP and Client Messaging Library

    We conducted detailed target audience profiling. For each key sector, we defined specific buyer personas, their business pain points, and their core responsibilities. Using this data, we built tailored value propositions and messaging for individual email sequences.

  • 2. Secure Infrastructure and Overcoming IT Restrictions

    To safeguard primary corporate domains, we built an isolated outbound environment comprising 4 new domains and 10 dedicated inboxes communicating on behalf of the sales team.

    Confronted with IT rules barring automatic forwarding, we avoided complex exception requests by configuring custom "Reply-To" headers directly within the outreach software. Prospective client replies were routed exactly where needed without compromising security protocols.

  • 3. Segmented Cross-Market Campaigns

    Using the Lemlist platform, we designed, tested, and launched 21 active sequences. The campaigns were structured by industry vertical and localized in both language and content for the Czech and Slovak markets, complete with advanced contact routing rules.

  • 4. : AI Automation for Referral Processing

    To eliminate delays when handling replies such as "My colleague X handles this at email Y," we integrated an AI layer into the workflow. It automatically extracts the referred manager's name, email, and phone number from incoming replies in real time and immediately enrolls them into a dedicated referral sequence. What used to be a time-consuming administrative bottleneck became an instant pipeline of relevant leads.

  • 5. Transparent Reporting and Performance Tracking

    For real-time visibility into campaign performance, we developed a custom reporting application. This dashboard serves as the central hub for regular review meetings where we jointly evaluate sales impact and ROI.

The Results

Over the initial three-month rollout, the system reached more than 5,600 prospects across the Czech and Slovak markets, generating over 25 demo meetings for IXTENT.
Growth marketing

Scalable outbound process with zero internal overhead

sales outreach

Systematic outreach to 5,600 contacts per quarter

Website grader

Infrastructure ready for further international expansion

AI Consulting

Automated AI-powered processing of referred contacts

GA4

Full performance visibility via a custom reporting dashboard

HS Service hub

Fine-tuned sequences and buyer personas for the CZ/SK markets

Conclusion

During the first three months of collaboration, the system contacted more than 5,600 accounts across the Czech and Slovak markets, delivering over 25 enterprise demo meetings for IXTENT. The setup hit all performance targets across months one and two along with the core benchmarks of month three, proving the model's viability and long-term scaling potential.

IXTENT's account executives protected their selling time because the automated infrastructure and its AI referral layer ran acquisition end-to-end. Building on these results, IXTENT extended the partnership into the following quarter with plans to enter further international markets.
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