Building the Control Tower: How We Scaled Vangates’ Lead Gen Ops with Centralized Systems and Smart Automation

About Client:

Vangates, a fast-scaling B2B lead generation agency, came to us with strong foundational systems. However, growth outpaced infrastructure. Their campaign maintenance and data operations were fragmented, with valuable information scattered across multiple platforms and manual processes impeding efficiency.

The Challenge:

  • Disjointed data systems created inconsistent analytics and reporting
  • Email infrastructure faced deliverability and management complexity
  • Campaign launch and lead distribution processes were largely manual
  • No streamlined onboarding or ICP-to-campaign pipeline
  • Review sessions lacked structure and integration into workflows

Our Solution:

  1. Centralised Data Architecture

We consolidated fragmented data into a unified, structured data warehouse. This created a clean foundation for analytics and automation:

  • Mapped and redesigned data flows
  • Segregated transactional vs analytical data
  • Built a scalable schema for clients, campaigns, ICPs, and copy assets
  1. Unified Portals

Built internal and client-facing portals to manage:

  • Campaign creation
  • Email fleet assignment and orchestration
  • Approval workflows for ICPs, copy templates, and tasks
  1. Intelligent Email Orchestration

We introduced smart clustering and automated rotation of outbound email fleets:

  • Dynamic allocation of email clusters (A/B/C) by campaign
  • Percentage-based assignment of email capacity
  • Deliverability monitoring and automatic rebalancing
  1. Streamlined Campaign Ops

From client onboarding to campaign execution:

  • Automated ICP definition and lead list creation
  • Copy template generation linked to ICP data
  • Campaign approval workflows triggered by status updates
  1. Smart Review System

Built an AI-driven review engine for client check-ins:

  • Transcripts analysed with a custom AI model
  • Summaries focus on client satisfaction and retention signals
  • Actionable insights automatically generate tasks in the system

The Impact:

  • Unified all campaign-related data into a centralized system
  • Reduced manual campaign setup through automated orchestration
  • Standardised lead gen processes from ICP intake to launch
  • Enabled proactive task management via review session AI
  • Created scalable architecture ready for AI agent expansion

Quote From Our CTO, Revaz Dzidziguri:

"We didn’t just fix workflows, we gave Vangates a control tower. Every client, every campaign, every email is now orchestrated through one seamless system. It’s not just automation, it’s operational clarity at scale.”