If you’re tired of blasting emails into the void or wasting hours sifting through junk data, you’re not alone. Building a good prospect list is half art, half science—and it’s the difference between getting ignored and actually booking meetings. This guide is for anyone using Warpleads who wants to skip the fluff and get right to building lists that actually convert.
Below, I’ll walk you through using Warpleads’ advanced filters to cut through the noise and build lists that don’t suck. I’ll also flag the filters that are worth your time, which ones are mostly filler, and a few traps to avoid.
1. Understand What Makes a Good Prospect List
Before you dive into the filters, get clear on what you’re actually looking for. More isn’t better—better is better.
A targeted list: - Matches your ideal customer profile (ICP), not just anyone with a pulse. - Has contacts with real decision-making power. - Cuts out companies that are too big, too small, or flat-out wrong for you.
If you’re not sure who you want, you’ll end up with a list full of tire-kickers. Take five minutes to write down your “must-haves” and “dealbreakers.” You’ll thank yourself later.
Pro tip: If “everyone” is your target market, you don’t have a target market. Get specific.
2. Log Into Warpleads and Head to the Filters
Once inside Warpleads, look for the “Prospect Search” or “List Builder” section—depends on your UI version, but it’s always front and center.
You’ll see a filter sidebar. This is where things get interesting.
3. Start with the Basics: Company Filters
Location
- Best for: Narrowing down to regions you actually serve.
- Skip: Global searches unless you really sell worldwide (most don’t).
- Tips: Use city, state, or country—don’t get hung up on postal codes unless you’re in hyper-local sales.
Company Size
- Why it matters: Selling to a 10-person startup is nothing like pitching a 1,000-person enterprise.
- Best practice: Set minimum and maximum employee counts. If your sweet spot is 50–500 employees, stick to it.
Industry
- Don’t: Just check “technology” or “finance” and call it a day.
- Do: Pick a handful of industries that match your proven wins. Don’t be afraid to get granular (e.g., “SaaS” vs. “Software”).
Revenue
- Reality check: Not every company reports revenue, and data is often out of date.
- Use for: Rough filtering, not gospel truth. If you must, use broad ranges.
4. Get Granular: Advanced Firmographic Filters
These are the filters that can actually save you time if you know how to use them.
Tech Stack
- Why it’s great: If your product integrates with (or replaces) a certain tool, filter for companies using that tool.
- Limitation: Data isn’t always perfect. Don’t expect 100% accuracy, but it’s a good starting point.
Funding Rounds
- When to use: If you sell to startups that just raised cash, filter by recent funding events.
- Caution: Recent funding ≠ ready to buy. It just means they might be open to new tools.
Hiring Activity
- What it shows: Companies actively hiring for roles related to your solution.
- How to use: If you sell HR tech, filter for companies hiring HR roles. If you sell dev tools, look for open developer positions.
- Don’t: Assume hiring = budget. But it’s a solid buying signal.
5. Nail Down the Right Contacts
All the company filtering in the world won’t help if you’re reaching out to the wrong people.
Role/Job Title
- Go beyond “CEO” and “Founder.” These folks get a thousand emails a day. Try decision-makers in relevant departments (e.g., “VP Marketing,” “Head of IT”).
- Use boolean logic: “AND,” “OR,” and “NOT” save you from endless scrolling. For example:
("marketing" OR "growth") AND NOT "assistant"
Seniority
- Aim for: “Director” and above, unless you know mid-level staff are your gatekeepers.
- Skip: Interns, Coordinators, or anyone who can’t say “yes.”
Contact Data Quality
- Reality: Most tools, Warpleads included, have some outdated info.
- Pro tip: Always spot-check the emails or phone numbers before sending. If you get a lot of bounces, tighten your filters or try different titles.
6. Layer Your Filters—But Don’t Go Overboard
It’s tempting to stack every filter available. But if you get too specific, you’ll end up with a list of three people. (Or worse: zero.)
Start broad, narrow slowly: - Begin with location, company size, and industry. - Add one advanced filter at a time (e.g., tech stack). - Only add role/title filters after you’ve got the company set right.
If your list is too small: - Loosen location requirements. - Widen company size or industry. - Remove “must-have” tech stack unless it’s truly non-negotiable.
If your list is too big: - Add more advanced filters. - Get more specific with job titles. - Tighten your revenue or funding requirements.
Pro tip: There’s no perfect list. Aim for “good enough,” not “perfect.”
7. Save, Export, and Sanity-Check Your List
Once your filters are set, use the “Save Search” feature so you’re not reinventing the wheel next week.
- Export options: Most folks use CSV. Don’t bother with fancy formats unless your CRM demands it.
- Check your list: Open the file. Scan for obvious junk—generic emails, weird titles, or companies you’d never actually pitch.
- Sample before sending: Email a handful manually first. If you get bad data or bounces, tweak your filters.
8. Filters That Sound Cool but Rarely Matter
Not every filter in Warpleads is worth your time. Here are a few that usually add more noise than value:
- “Social Presence” or “Recent Tweets”: Unless you’re running a social-specific campaign, skip it.
- “Years in Business”: Not a buying signal for most products.
- “Awards” or “Press Mentions”: Fun for research, but not a strong buy indicator.
Stick to what actually moves the needle.
9. Common Mistakes to Avoid
- Over-filtering: If your search comes back empty, you’ve gone too far.
- Trusting data blindly: No tool is perfect. Always validate before big sends.
- Ignoring your ICP: Don’t chase shiny objects—stay focused on your real buyers.
- Buying into hype: “AI-powered” suggestions are hit-or-miss. Use your own brain.
10. Iterate and Improve
Your first prospect list won’t be your last. The best sales teams update their filters every month or so, based on what’s actually working. Don’t be afraid to tweak.
Quick sanity checklist: - Are you getting replies? Keep going. - Only bounces and unsubscribes? Switch up your filters. - Not enough data? Widen your targets a bit.
Keep It Simple and Iterate
Don’t let the dozens of filters overwhelm you. Start with what you know works, use advanced options to trim the fat, and resist making things more complicated than they need to be. The best prospect list is the one you’ll actually use—so build it, send a few emails, see what happens, and adjust. Simple as that.