🚀 The Infinite Lead Machine: AI-Powered Nurturing That Never Stops (Set Once, Run Forever)
A Step-by-Step SOP for Property Managers and Local Service Businesses.
Purpose
Stop letting leads go cold after your first outreach attempt. This SOP automates your follow-up process, ensuring every lead receives nurturing emails every 90 days, generated by fresh AI content. Think of it as your "set it and forget it" system, which keeps you top-of-mind without requiring manual work.
The Problem We're Solving: You send 3-5 emails, get no response, then forget about those leads for months (or forever). Meanwhile, your competition stays consistent because they have the correct systems in place and win the business.
Prerequisites
Before starting, you need:
Active Apollo.io account with workflow access
Existing email campaigns that have run previously
Lead database with contacts showing "Last Activity" over 90 days
Email deliverability setup (domain authentication, proper sending limits)
Reality Check: If you're sending hundreds of emails daily without proper setup, you're likely already ending up in spam folders. Fix your deliverability first.
Step-by-Step Instructions
1. Create Your Workflow
Input: Apollo dashboard
Action: Workflows → Create workflow → Create from scratch
You're creating an empty workflow canvas for your automation logic.
Output: Blank workflow draft ready for configuration
2. Set Up Enrollment Triggers
Input: Your blank workflow
Action: Add trigger → Based on a date or schedule → Choose "People"
Configuration:
Schedule: Run daily
Start Date: Today
End Date: Leave blank for continuous running
Output: Daily trigger targeting people in your database
3. Configure Enrollment Filters
Input: Your workflow trigger settings
Action: Add Filters with these criteria:
Industry/Job Title/Company Size: Match your ICP
Last Activity: Greater than 90 days
Contact Stage: NOT "Current Client" and NOT "Replied"
Email Status: Verified emails only
Output: Filtered list of qualified prospects
Note: If you see 10,000+ contacts in preview, your filters are too broad. Tighten them up.
4. Save Your Trigger
Input: Configured filters
Action: Save Trigger
Check the filter preview. Do these contacts look like people you'd actually want to reach? If not, adjust now.
5. Configure Workflow Settings
Input: Saved trigger
Action: Navigate to the Settings tab
Critical Settings:
Workflow Name: [Your Industry] - Nurture Sequence
Re-enrollment: Once every 90 days
Max people per run: 25 contacts
Enrollment approval: Manual (for first run)
Notifications: Email alert when new people are added
Why 25? Your email reputation is everything. Start conservative.
6. Create Your Nurture Sequence
Input: Configured workflow
Action: Sequences → Create Sequence → From Scratch
Setup:
Name: [Industry] - Nurture - AI Follow-up
Email Schedule: Your optimal sending times
Structure: 2 emails, 3 days apart
7. Build AI-Powered Email Content
Input: Empty sequence Action: Use Apollo's AI Writing Assistant
Email #1 (Day 1):
Click "Write with AI" → "Full AI Email"
Prompt: "Write a friendly check-in email for a [job title] at a [industry] company who hasn't responded to outreach in 3+ months. Keep it casual and helpful. Offer something valuable."
Email #2 (Day 4):
Prompt: "Write a casual follow-up to my previous email. Position this as a final friendly nudge, share an industry insight or resource. Keep it conversational, not pushy."
AI-generated emails beat templates because they're fresh. Always proofread before activating.
8. Connect Sequence to Workflow
Input: Completed sequence and workflow Action: Return to workflow → "+" icon → Manage Sequences
Configuration:
Action Type: Add contacts to sequence
Sequence: Select your nurture sequence
Mailbox: Choose sending email (or rotate multiple)
9. Final Activation
Activation Checklist:
Test Run: Launch with 5-10 contacts first
Monitor: Check first batch for 48 hours
Sequence: Toggle steps ON
Workflow: Toggle activation ON
Confirm: Click "Publish Changes"
Key Warnings & Tips
Email Volume: Never start with more than 25-50 emails per day per mailbox
Multiple Mailboxes: If you have 5 email aliases, you can safely send 125 emails daily (25 × 5)
Content Variation: AI ensures each email is unique, reducing spam flags. You are now just responsible for adjusting the prompts.
Too Aggressive: 90-day intervals prevent fatigue. I would not shorten this.
Domain Reputation: One bad sender can ruin deliverability for months
Client Protection: Make sure you keep your database current and remove clients and responded contacts
Overview
This system works because it's consistent, not aggressive. Your leads appreciate staying in touch without feeling bombarded. Set it up once, let it run, and focus your manual efforts on people who actually respond.
I hope you find this thought-provoking!
Contact Us
Our virtual assistant marketing team specializes in building these systems for local service businesses.
What we do:
Automated geo-targeted skiptracing, email, and text message campaigns
Streamlining essential service business operations (estimates, scheduling, follow-ups & customer nurturing)
Automated inbound/outbound calling, chat support, and SMS messaging
System integrations (n8n, GoHighLevel, Zapier, Make)
Marketing workflow automation (email sequences, advertising, content distribution)
Customer onboarding systems
Automated tasks, reminders, and sales pipeline management
Check us out: https://www.csoutsource.com/why-cs-outsource/