Getting outbound sales right is tough. There’s a sea of leads out there, and most of them are a waste of time. If you’ve ever slogged through an endless spreadsheet or tried to make sense of a clunky list view, you know the pain. This guide is for salespeople and founders who want to spend less time sorting and more time selling, using the advanced filters in Icypeas to cut through the noise.
No fluff here—just clear steps, honest takes on what actually helps, and a few pitfalls to watch out for.
Why Filters Matter (and Where Most Go Wrong)
The default search and filtering tools in most sales platforms are… basic. You can filter by company size, industry, maybe a location. But if your outbound workflow is just “find companies in X industry with 50+ employees,” you’re probably blasting the same tired list as everyone else—and getting ignored.
Advanced filters let you slice your data in more interesting ways. Want to find SaaS companies in Europe that recently raised a Series A, have a marketing team of at least five, and haven’t been contacted by your team this quarter? That’s the kind of targeting that gets replies.
But let’s be real: filters can get complicated fast, and it’s easy to spend more time building the “perfect” view than actually reaching out.
Step 1: Get Your Data in Shape First
Before you even think about fancy filters, make sure your data is clean. No amount of filtering will help if your leads are riddled with duplicates, bad emails, or missing info.
Pro tips: - Run a quick deduplication pass—most platforms (including Icypeas) have a simple tool for this. - Spot-check a few random leads for glaring errors. If you see a lot, fix that first. - Don’t obsess over perfection. The goal is “good enough to work with,” not “flawless.”
If your data’s a mess, advanced filters just give you more creative ways to waste time.
Step 2: Decide What Actually Matters for Your Outbound Flow
This is where most people get tripped up. Every sales tool comes with a dozen filter options, but more isn’t always better. Ask yourself:
- Who actually buys from you? (Not who could buy, but who does.)
- What signals or traits do your best customers share?
- Are there any “deal-breaker” red flags you want to filter out?
Write these down. You’ll need them in a second.
Things that usually don’t matter as much as you think: - Fancy company descriptions (usually just fluff). - Vague “technology used” tags. - Job titles that sound important but don’t actually buy.
Focus on filters that tie directly to real buying behavior.
Step 3: Build Your First Set of Advanced Filters in Icypeas
Now, crack open Icypeas and head to the leads list. Here’s how to put those filters to work:
A. Start Simple, Then Layer On
Don’t try to build the world’s most complex filter right away. Begin with the basics:
- Industry or vertical: Start broad.
- Company size (employees or revenue): Trim out the obvious “no”s.
- Geography: If it matters, set it now.
Test this filter. Are you seeing companies that look like your best customers? If not, adjust.
B. Add “Event-Based” or “Behavioral” Filters
This is where advanced filters shine. Look for things like:
- Recent funding rounds (e.g., “Raised Series A in past 12 months”)
- Job postings (e.g., “Hiring for VP of Marketing”)
- Tech stack changes (if Icypeas tracks this)
- Engagement history (e.g., “Not contacted in last 90 days”)
These are stronger signals than just static company info.
C. Exclude the Junk
Don’t forget negative filters—these save you from wasting time:
- Remove companies you’ve already reached out to
- Filter out tiny startups if you only want established companies
- Exclude industries you never close
D. Save Your Filter Sets
Give each filter set a clear name—“US SaaS Series A, 50+ Employees, Not Contacted”—so you can reuse it. Icypeas lets you save and share filters, so your whole team stays on the same page.
Pro tip: Don’t create a new filter for every whim. Reuse and tweak what works.
Step 4: Test, Adjust, and Don’t Get Sucked Into “Filter Hell”
Here’s where most people burn hours tinkering. The best sales teams treat filters as living tools, not precious works of art.
What to do: - Run your filtered list and spot-check the results. - Are you getting the right kinds of leads? If not, tweak one filter at a time. - Don’t add a filter just because it’s there. If you can’t explain why it matters, kill it. - Track response rates from each filter set. Drop the ones that underperform.
What not to do: - Don’t build ten filter sets for every possible scenario. You’ll end up confused and paralyzed. - Don’t assume “more filters = better leads.” Sometimes, you just shrink your pool and miss good prospects.
Step 5: Use Filters as a Team (and Avoid Stepping on Each Other’s Toes)
If you’re working solo, you can skip this. But teams often trip over each other by working off slightly different lists, or double-emailing prospects.
Best practices: - Use shared filters in Icypeas so everyone’s pulling from the same list. - Mark leads as “contacted” right after sending. Don’t wait till “later.” - Have a regular check-in to kill old or underperforming filter sets. Don’t let clutter build up.
Watch out for: - People creating overlapping filters and accidentally spamming the same company twice. Nothing kills credibility faster. - Filters with cryptic names like “Q2-2024-B-List” that no one remembers six months later.
Step 6: Don’t Overcomplicate Your Workflow
The biggest trap is thinking filters are a magic bullet. They’re not. They help you focus, but they’ll never replace decent research or a relevant message.
Keep it simple: - Use filters to make your list smaller and more relevant. - Don’t rely on them to do your selling for you. - If you find yourself endlessly tweaking filters instead of reaching out, take a step back.
A Few Honest Observations
Let’s cut through the hype:
- Advanced filters are useful, but not magic. They save time, but you still need to do the work.
- No filter will turn a bad list into a goldmine. Garbage in, garbage out.
- Don’t obsess over “perfect” targeting. Sometimes, a little randomness leads to a great deal.
- Icypeas is good, but not flawless. Expect the occasional bad data or missing field. Don’t let it slow you down.
Wrapping Up: Keep It Simple, Iterate Often
You don’t need a PhD in filtering to get more out of your outbound sales process. Clean your data, pick a few meaningful filters, and focus on reaching out. Save your filter sets, share with your team, and don’t be afraid to tweak (or throw out) what’s not working.
Outbound sales is already hard enough—your filters should make it easier, not more complicated. Start simple, and build from there.