BPO & Ops Consulting Firm is a Chicago-based B2B professional services firm specializing in back-office process outsourcing and consulting for mid-sized companies. Ideal buyers are COOs and Operations Directors in industries like retail, healthcare, and logistics.
Challenges
Intangible offering: It was difficult to convey the client’s value quickly; prospects often dismissed outreach as another generic consulting pitch.
Plateaued growth: The firm relied heavily on referrals and lacked a systematic outbound strategy to reach beyond its existing network.
Undifferentiated messaging: Previous outreach failed to highlight the client’s niche expertise in each industry, leading to low email reply rates.
Long sales cycles: Even when interest was shown, deals dragged on interminably. The client needed to better qualify and build momentum early to avoid endless “maybe later” responses.
"Before PrompX, we were stuck waiting for referrals. The team helped us flip the script, they brought us into conversations with operations leaders in industries we’d never sold to before. And those weren’t just chats; many turned into real proposals and new clients. PrompX’s strategy and professionalism also shortened our sales cycles noticeably."
- Managing Partner, BPO and Ops Consulting Firm
Our Approach
1. Industry-tailored positioning
PrompX helped craft distinct value propositions for each target vertical (e.g., retail inventory reconciliation, healthcare billing support, logistics paperwork automation). Outreach led with these tailored pain points and solutions, signaling immediate relevance to each prospect’s field.
2. Thought leadership hooks
Positioned the client as a trusted advisor by including a recent blog insight or a one-page “5 back-office benchmarks” tip sheet in initial emails. This showcased expertise and provided upfront value, warming prospects before any sales discussion.
3. Multi-touch campaign
Rolled out a coordinated sequence of personalized emails, LinkedIn outreach, and follow-up calls. Each prospect received at least 5 touches over 5 weeks - starting with a custom email, then a LinkedIn note referencing an industry challenge, followed by a case study snippet and an SDR’s direct call.
4. Qualification upfront
PrompX trained SDRs to ask a few strategic qualifying questions early (e.g. current outsourcing setup, key pain points). This ensured meetings were set only with genuinely qualified prospects, boosting appointment quality.
5. Streamlined scheduling
Integrated a scheduling link and assistant coordination to lock down meeting times quickly. By reducing back-and-forth, interested prospects didn’t lose momentum or get cold feet during scheduling.
6. Pipeline nurturing
Prospects who said “not now” were added to a light nurture track, receiving occasional value emails (e.g., a quarterly tips newsletter from OptiServe’s CEO) to keep the door open. Several re-engaged and booked meetings later in the campaign.
Key Metrics
→ 98 meetings booked with operations and finance leaders over 9 months (11 per month). This was a substantial increase from the client’s previous organic efforts.
→ New revenue: $700K in contracts signed from campaign leads (with additional proposals pending), delivering clear ROI well above campaign cost.
→ 40% of initial meetings progressed to proposal stage, indicating our pre-qualification and targeting yielded highly interested prospects (vs. 15% historically).
→ Improved engagement: overall cold outreach reply rate rose to 22% (up from 5%), thanks to industry-specific messaging and persistent multi-touch follow-ups.
→ Sales cycles on closed deals shortened by 20%, as early qualification and rapport helped prospects move faster through the pipeline once engaged.
Key Takeaways
1. Tailoring the value proposition by industry made a generic service offering feel immediately relevant, vastly improving engagement.
2. Combining useful content and persistent multi-channel touches established OptiServe as an early trusted advisor (not just a cold caller), which warmed up prospects significantly.
3. Early qualification during outreach ensured that meetings were high-quality, resulting in strong conversion to proposals and quicker closes.
Ready to Get Started?
Tired of relying solely on referrals? PrompX’s outbound experts can help you unlock new markets and fill your pipeline with qualified opportunities in any business services sector.
PrompX Team
Business Services Success Story