How to automate sales outreach workflows in Quantified step by step guide

If you’re tired of chasing leads, copying emails, or managing half-baked spreadsheets, this is for you. This guide walks you through automating your sales outreach in Quantified—step by step, minus the fluff. I’ll point out what actually works, what’s likely to waste your time, and how to keep things from getting overcomplicated.

Let’s get you out of manual mode and into a workflow that does the heavy lifting.

Why bother automating sales outreach?

Before we dive in: automation isn’t magic. It won’t fix a bad pitch or make your offering irresistible. But if you’ve got a halfway decent product and know your target, automation can help you:

  • Stop sweating the small stuff (like follow-ups)
  • Reach more leads, more consistently
  • Cut down on mistakes and “Oops, wrong name” emails
  • Actually spend time talking to humans (not just sending stuff)

This guide is for folks who want to: - Save time (not just check a “we automated something” box) - Keep it simple—no Rube Goldberg machines - Avoid annoying their prospects with robotic spam

Step 1: Get your basics sorted (don’t skip this)

Before you touch a workflow tool, double-check these:

  • Is your lead list clean? If you’re working with garbage data (old emails, wrong names), automation will just make you look sloppy—faster.
  • Do you know your pitch? Automation can’t fix a weak message. If your emails are getting ignored manually, automating them won’t help.
  • Have you mapped out your process? Jot down the key steps: Who gets what, when? Where do you stop and hand things off to a real person?

Pro tip: Start small. Pick one segment or campaign and get it working before scaling up.

Step 2: Set up your Quantified account and connect your tools

First things first, get your Quantified account set up. You’ll need:

  • A verified email address (usually your work one)
  • Access to whatever CRM or lead source you use (Salesforce, HubSpot, spreadsheets, etc.)

Connecting the dots: - Quantified can pull in leads from most popular CRMs. If you use spreadsheets, you can upload those directly or connect via Google Sheets. - Sync your email/calendar (Gmail/Outlook) to send outreach messages directly from your real account. Don’t use a burner address—your deliverability will tank.

What to skip: Don’t bother connecting every possible integration right away. Start with your main CRM and email. You can always add bells and whistles later.

Step 3: Define your outreach workflow (on paper first)

Before building in Quantified, sketch the flow:

  1. Trigger: What kicks things off? (e.g., New lead added, lead hits a certain score, etc.)
  2. Steps: What happens, in order? (Send intro email, wait 2 days, check for reply, send follow-up, assign to rep, etc.)
  3. Exit points: When does the workflow stop? (Lead replies, bounces, opts out, etc.)

Keep it simple: Don’t try to automate every possible scenario on day one. A basic “intro–wait–follow-up” is plenty to start.

Example flow: - New lead added to CRM - Send intro email - Wait 3 days - If no reply, send follow-up - If still no reply after another 3 days, assign to human for review

Step 4: Build your workflow in Quantified

Now you’re ready to turn your sketch into an actual workflow.

How to do it:

  1. Go to the Workflow Builder

    • In Quantified, find “Workflows” in the sidebar.
    • Click “Create Workflow” (or similar—it’s usually obvious).

  2. Set your trigger

    • Choose when this workflow starts. Common options:
      • New lead from CRM
      • Tag applied to a contact
      • Manual start (good for testing)
    • Be specific. You don’t want to spam your whole database by accident.

  3. Add steps

    • Send email: Use Quantified’s built-in email step. You can personalize with variables (like “Hi {{FirstName}}”). Don’t get cute—test your templates for weird formatting.
    • Wait / Delay: Add a wait step. 2–3 days is standard for sales follow-up.
    • Conditional branches: Only use these if you really need them. (“If lead replies, stop workflow.”)
    • Assign to rep: For leads that don’t respond, automatically assign to a human for a personal touch.

  4. Set exit conditions

    • Example: If someone replies, remove them from the workflow.
    • This keeps you from sending “Just checking in…” to people who already responded (a common automation fail).

  5. Test it

    • Run yourself through the workflow with a dummy lead. Fix any mistakes before putting real prospects through it.

What to watch out for: - Personalization tokens: Make sure you have fallback values (e.g., if there’s no first name, use “there” or “friend”). You don’t want “Hi ,” landing in inboxes. - Timing: Don’t stack emails too close together. If you wouldn’t want to receive it, don’t send it. - Volume: Start with a small batch. If something’s off, you’ll catch it before blasting hundreds of people.

Step 5: Write better outreach emails (automation can’t fix bad copy)

Automation only amplifies what’s already there. If your emails stink, you’ll just annoy more people, faster.

What works: - Short, clear, and specific messages - One clear ask per email (“Are you the right person to talk to about X?”) - Personalized details (company name, a recent news item, etc.)

What doesn’t: - Generic templates (“I wanted to circle back…”) - Overly formal or robotic language - Jargon or filler (“innovative solutions” means nothing to most people)

Pro tip: If you can’t explain your pitch to a friend in under 30 seconds, rewrite it.

Step 6: Monitor, tweak, and avoid “set it and forget it”

The biggest mistake people make with automation is never checking in. Set a reminder to:

  • Review your workflow every week (at first)
  • Look for weird patterns (e.g., bounces, unsubscribes, angry replies)
  • Tweak timing or messaging if you’re getting ignored

What to skip: Don’t obsess over open rates. Focus on actual replies and booked meetings. Opens can be misleading thanks to email tracking blockers.

Pitfall: If you start getting spam complaints, slow down and re-examine your targeting and messaging.

Step 7: Scale (but only if it’s working)

Once you’ve got a basic workflow humming along—people are replying, you’re not getting flagged as spam, and your team isn’t overwhelmed—then think about expanding:

  • Add more lead sources (another CRM, LinkedIn exports, etc.)
  • Layer on more sophisticated branching (e.g., different emails for different industries)
  • Bring in other channels (text, LinkedIn messages—just don’t overdo it)

Warning: More automation isn’t always better. If you’re not seeing results with one segment, automating another won’t fix the root problem.

What to ignore (at least for now)

  • “AI-powered” copywriting tools for outreach: They sound impressive, but most generate bland, obvious messages. If you’re tempted, use them for inspiration, not final copy.
  • Overcomplicated scoring systems: If you’re new to automation, don’t get bogged down in advanced lead scoring. Start simple.
  • Fancy integrations: If it takes more than 30 minutes to wire up, skip it until you’ve got the basics running.

Keep it simple, keep iterating

You don’t need a PhD in automation to make Quantified work for you. Start with the basics, watch how real leads respond, and tweak as you go. The goal isn’t to automate everything—it’s to get rid of the repetitive stuff so you can focus on what actually moves deals forward: real conversations.

Don’t let “automation” become another confusing project. Build, test, adjust. Keep it human, and let the tools do the busywork.