Not enough leads coming in.

We find the right companies, write to them, follow up, answer the replies, and book the meetings into your calendar.

The opening of the film, playing silently. An inbox refreshes, and nothing new arrives.
5:23

Watch the film

  1. 0:00The problem
  2. 0:06Where it goes wrong
  3. 0:35What we do
  4. 0:52Step 1 · Who you want as customers
  5. 1:05Step 2 · Your own sending setup
  6. 1:33Step 3 · AI checks every company first
  7. 1:43Step 4 · A reason to write
  8. 1:55Step 5 · Every address checked
  9. 2:06Step 6 · Three short emails
  10. 2:24Step 7 · Sorted in under a minute
  11. 2:54Step 8 · Email, LinkedIn, call, WhatsApp
  12. 3:17Step 9 · Booked, confirmed, reminded
  13. 3:33The monthly report
  14. 4:00Our own numbers
  15. 4:31What we won't promise, and your part
  16. 4:57How it starts
Transcript

0:00Not enough leads coming in. You refresh the inbox, and there's nothing new.

0:06So you try emailing new companies. It usually goes wrong in four places.

0:11One. Nobody has the time for it.

0:15Two. Your emails land in spam, and nobody tells you.

0:21Three. The list is old, so emails bounce back or reach the wrong person.

0:27Four. Replies wait for days, and people who said not now are forgotten.

0:35So we take the whole job off your hands. It's called the Managed Outbound Channel.

0:42We find the right companies, write to them, follow up, answer the replies, and book the meetings into your calendar.

0:52Step one. We agree who you want as customers. Each campaign gets one goal, like reaching new companies, reviving old leads, or finding more like your best customers.

1:05Step two. We set up separate inboxes on web addresses like yours, so your main email stays safe.

1:15Each is set up so Gmail knows it's you, then warmed up for three weeks, on an account used only for you.

1:24How much we send depends on what you need, from 18,000 emails a month up to 80,000 or more.

1:33Step three. We search wide. Then an AI agent reads each company's website, to check it's the kind you want, before we look anyone up.

1:43Step four. We watch for a reason to write, like a new hire, funding or a tender, so each first email opens with a line meant only for them.

1:55Step five. Every address is checked, down to whether the person still works there.

2:01If more than two in a hundred would bounce, that list isn't sent.

2:07Step six. Three short emails in one week, the third with a new angle. Then we stop, or move to LinkedIn for the ones worth it.

2:16We test the wording one change at a time: subject lines, opening lines, and what we ask them to do.

2:25Then someone replies.

2:28Step seven. Within a minute, an AI agent reads the reply and sorts it: interested, a question, not now, or an out-of-office.

2:39It's answered your way: book them straight in, ask your questions first, or hand them to your team.

2:47At first, a person approves every reply. Quotes and contracts always go to your team.

2:54Step eight. The conversation carries on by email, LinkedIn, a call, or WhatsApp once they've agreed.

3:02Our research travels with them, so a brief is ready before the meeting: who they are, why we wrote, and what to ask.

3:11And your CRM, where you keep track of customers, fills itself in.

3:17Step nine. Meetings get booked, confirmed and reminded, and no-shows get followed up.

3:25If someone says not now, we note why and set a date, and the follow-up goes out by itself.

3:33Every month, one report: meetings held, qualified conversations, how many replied, and what each meeting cost.

3:44Qualified means they fit, they're interested, and they've confirmed a meeting.

3:51We don't track opens. That needs a hidden tracker in every email, and spam filters count it against you.

4:00We do our own outreach too. Since August, nearly 3,000 emails, 9 qualified conversations, and 7 demos booked.

4:11One company ignored our first two emails. The third got a reply in 55 minutes, then a call, then a demo booked.

4:21And the channel is sending by week four. A new sales hire usually takes two to three months to get up to speed.

4:31We'll never promise you a number of leads, replies or meetings. Judge us on whether the work is done properly, and whether anybody got lost.

4:42Your part is small. Tell us who to reach, give us one hour on how you sell, and name who takes the meetings. Then approve once a month, and take the conversations.

4:57It starts with a thirty-minute call. If it's a fit, you get a written plan within five working days, with the first ten companies we'd contact. Free, and yours to keep.

5:11The Managed Outbound Channel, by Rheo AI. Book your call on this page.

Where it goes wrong

So you try emailing new companies. It usually goes wrong in four places.

  1. Nobody has the time

    Client work comes first, so emailing new companies moves to next week, and then the week after.

  2. Emails land in spam

    Your Sent folder shows a tick while their inbox files your email under Spam. There's no bounce and no error, so nobody tells you.

  3. The list is old

    Emails bounce back, or reach someone who has left the company or works in another department.

  4. Replies wait for days

    A reply on Friday evening gets read on Monday, and the people who said not now are forgotten.

Your Sent folder · Sent

Their inbox · Spam

No bounce. No error.

So we take the whole job off your hands. It's called the Managed Outbound Channel.

  1. Find
  2. Write
  3. Follow up
  4. Answer
  5. Book

How it works

Nine steps, from who you want to a meeting in your calendar

Steps one to six reach the right people. Steps seven to nine are what happens when they reply. Each step has its own chapter in the film.

  1. 01 / 09

    Who you want as customers

    We agree who you want as customers, by industry, city, company size and who makes the decision. Each campaign then gets one goal, like reaching new companies, reviving old leads, or finding more like your best customers.

    A campaign designer. On the left, a card titled Your ideal customer lists four fields: industry, staffing and executive search firms; company size, 10 to 200 people; where, Pune, Mumbai and Bengaluru; who decides, the founder or head of sales. On the right, five campaign types, each with one goal: new companies, a reason to write, old leads, no-shows and not-nows, and more like your best customers. Choosing a type draws a line to it from the card and shows its goal, who it reaches and an example opening line. All values are illustrative.
    Campaign designerIllustrative
    Agreed with you
    Your ideal customer
    Industry
    Staffing and executive search firms
    Company size
    10 to 200 people
    Where
    Pune, Mumbai, Bengaluru
    Who decides
    Founder or head of sales
    Five campaign types. Pick one
    Its one goal

    A first meeting with a company that has never heard of you.

    Who it reaches

    Firms that match your ideal customer and have no history with you.

    Example opening

    You place senior hires for manufacturers across Pune, so this may be worth two minutes of your time.

  2. 02 / 09

    Your own sending setup

    We set up separate inboxes on web addresses like yours, so your main email stays safe. Each one is set up so Gmail knows it's you and warmed up for three weeks, starting with a few emails a day, on an account used only for you. Then we send from 18,000 up to 80,000+ emails a month, depending on what you need.

    A diagram of the sending setup. Your main web address, yourcompany.com, sits apart inside a dashed boundary labelled never used for outreach. A sending account used only for you fans out to five web addresses built on the same name: getyourcompany.com, yourcompanyhq.com, tryyourcompany.com, meetyourcompany.com and yourcompany.co, each with four inboxes. Every address is signed, verified and protected. You can type your company name to see the addresses change, worked out in your browser with nothing sent. A line chart shows the 21-day warm-up, from 5 to 10 emails a day per inbox up to 20, marked ready at day 21. A slider sizes the setup from 18,000 up to 80,000+ emails a month, at 30 emails a day per inbox and 4 inboxes per web address. Web addresses and sizing are illustrative.
    Sending setupIllustrative

    Worked out in your browser. Nothing is sent.

    Your main emailNever used for outreach
    Sending accountused only for you
    getyourcompany.com
    yourcompanyhq.com
    tryyourcompany.com
    meetyourcompany.com
    yourcompany.co
    Warm-up, 21 daysEmails a day, per inbox
    51020Day 1Day 21Ready
    Illustrative sizing

    18,000 emails a month

    About 20 inboxes across 5 web addresses

    30 emails a day per inbox. 4 inboxes per web address.

  3. 03 / 09

    AI checks every company first

    We search wide, across maps, business directories, web search and professional networks. Then an AI agent reads each company's website to check it's the kind you want. We only look people up at the companies that pass.

    A flow diagram. Four sources, maps, business directories, web search and professional networks, flow into one longlist of companies. An AI agent then reads each company’s website before anyone is looked up. Two browser tabs switch between two illustrative companies. Altair Executive Search, a leadership hiring firm for manufacturers, is marked Fits your customer profile, with the lines that decided it highlighted. Linden Home Studio, a residential interior studio, is marked Not a fit, skipped, because it designs homes, even though its blog mentions staffing once.
    Company checkIllustrative
    • Maps
    • Business directories
    • Web search
    • Professional networks
    One longlistEvery company found, from all four

    An AI agent reads each website. Checked before anyone is looked up.

    Sample company

    Altair Executive Search

    Leadership hiring for manufacturing firms

    1. We find plant heads and CXOs for manufacturers.
    2. Our clients make auto parts and machinery.
    3. Founded in 2011, in Pune and Mumbai.
    Fits your customer profile

    Hires leaders for manufacturers, which is who you sell to.

    Next: find who decides

  4. 04 / 09

    A reason to write

    We watch for a reason to write, like a new hire, funding, a tender or a new office. So each first email opens with a line meant only for that company. Where there's no fresh reason, the line is about something specific in their business.

    A 30-day timeline of reasons to write, from 30 days ago to today, with five markers: a new leader in their first 90 days, a seed round, a tender published, a new office in Hyderabad, and a Head of Sales being hired. Choosing a marker rewrites the first line of an email preview for that company, with a label saying why now. The rest of the email stays the same. All companies and people are illustrative.
    Reasons to writeIllustrative
    Watchlist, last 30 days
    30 days ago
    Reasons to write
    Today
    From
    You
    To
    Ritika Rao, Altair Executive Search
    Subject
    Your Head of Sales search

    Why nowHiring a Head of Sales · 2 days ago

    Saw you're hiring a Head of Sales for the Pune team.

    The rest of the email

  5. 05 / 09

    Every address checked

    We check that every address is real, that it belongs to the company, and that the person still works there. If more than two in a hundred on a list would bounce, that list isn't sent.

    A flow of one illustrative list of 1,000 addresses through four checks. The mail server exists: 940 pass. A bulk check: 900. A direct check with their server: 880. A check on addresses that accept anything: 842 verified, with 38 risky set aside as their own group. A final check that the person still works there leaves 830 ready. Below it, a bounce gate: a slider sets the list’s estimated bounce rate from 0 to 5 percent against a limit line at 2 in 100. Under the line the list is loaded; over it, the list is held and not sent. Beside the gate, our own sending: 13 bounces in 2,996 emails, 0.43 percent, and nobody unsubscribed.
    Address checks
    One list, four checksIllustrative
    1. Addresses found1,000
    2. The mail server exists940
    3. Bulk check900
    4. A direct check with their server880
    5. A check on addresses that accept anything842 verified38 risky, set aside as their own group
    6. Still works there830 ready12 left the company, removed
    The bounce gateIllustrative

    Estimated bounce rate for this list of 8301.2%

    LoadedFewer than 2 in 100 would bounce, so the list goes out.

  6. 06 / 09

    Three short emails

    Three short emails go out in one week, on day 0, day 3 and day 7, and the third comes with a new angle. Then we stop, or move to LinkedIn for the people worth it. We test the wording one change at a time.

    A one-week line with three emails: day 0, day 3 and day 7. The third brings a new angle. After day 7 the line stops, with no fourth email, or branches to LinkedIn for the people worth it. Below, a one-change test: version A and version B of an email are identical except for one line, the ask at the end, which is highlighted. Under 200 sends, a result is only a hint. All emails and send counts are illustrative.
    The week and the testIllustrative
    One week, three emails
    1. Day 0
      Email 1

      Your Head of Sales search

      Saw you're hiring a Head of Sales for the Pune team.

    2. Day 3
      Email 2

      Re: Your Head of Sales search

      The one question most founders ask us, answered in two lines.

    3. Day 7
      Email 3A new angle

      A different idea for the search

      Most new sales heads spend month one finding leads. We could take that part.

    4. After day 7

      Stop

      No fourth email

      LinkedIn

      For the ones worth it

      A short connection note

    SubjectYour Head of Sales search

    Saw you're hiring a Head of Sales for the Pune team.

    The one changeWorth a 15-minute call next week?

    One-change test
    Show version

    Under 200 sends, a result is only a hint.

    Sends so far
    A140 of 200
    B136 of 200

    Still a hint

  7. 07 / 09

    Sorted in under a minute

    Within a minute of a reply, an AI agent reads it and sorts it: interested, a question, not now, or an out-of-office. It's answered your way, by booking them straight in, asking your questions first, or handing them to your team. At first, a person approves every reply, and quotes and contracts always go to your team.

    A reply sorting board. A sample reply arrives, an AI agent reads it while a timer runs and stops under a minute, and the reply moves into one of seven lanes: interested, not sure, a question, a referral, not now, remove me, or automatic reply. Four illustrative replies can be chosen: a request for more, a question, a not this quarter, and an out-of-office. A mode setting, book them straight in, ask your questions first, or hand to your team, changes the drafted answer. Every draft is marked a person approves this first, and quotes and contracts always go to your team.
    Reply sortingIllustrative
    Pick a sample reply

    Ritika RaoAltair Executive Search

    This looks relevant. Can you share more?

    0:38Read and sorted in
    Sorted into
    1. InterestedRitika Rao
    2. Not sure
    3. A question
    4. A referral
    5. Not now
    6. Remove me
    7. Automatic reply
    Drafted answerA person approves this first
    Your way

    Thanks, Ritika. The quickest way is a 20-minute call. Thursday at 11:00 or Friday at 15:00 both work. Shall we hold one?

    Quotes and contracts always go to your team.

  8. 08 / 09

    Email, LinkedIn, call, WhatsApp

    The conversation carries on by email, LinkedIn, a call, or WhatsApp once they've agreed. Our research goes with them, so a brief is ready before the meeting: who they are, why we wrote, and what to ask. Your CRM, where you keep track of customers, fills itself in.

    Four swimlanes: email, LinkedIn, call, and WhatsApp once they agree. One illustrative conversation hops across them: an email sent on Monday at 10:02, a reply at 12:40, a LinkedIn connection on Tuesday, a 14-minute call on Wednesday at 16:00, and the time confirmed on WhatsApp at 16:20. Below, a CRM table of four illustrative companies whose status cells update themselves from Emailed to Replied to Meeting booked, stamped updated automatically. Pointing at or focusing a row shows what changed it and when. A research brief card is ready before the meeting: who they are, why we wrote, and what to ask.
    One conversation, four channelsIllustrative
    Your CRMUpdated automatically · Wed 16:05
    CompanyContactStatus
    Altair Executive SearchRitika RaoMeeting booked (Thursday 11:00 agreed on the call, Wed 16:05)
    Northbay SystemsArjun MehtaReplied (Replied on LinkedIn, Tue 11:30)
    Tidewater HRDev MalhotraEmailed (Email 1 sent, Mon 10:26)
    Orbit WorkforceAsha MenonReplied (Reply received by email, Wed 09:48)

  9. 09 / 09

    Booked, confirmed, reminded

    Meetings are booked close in, within about three days where we can, then confirmed and reminded. No-shows get followed up. If someone says not now, we note why and set a date, and the follow-up goes out by itself.

    A state diagram of a meeting. The main path runs booked, confirmed, reminded, held. If they do not show: no-show, followed up, rebooked, and back to booked. If they say not now: the reason is noted with a wake date, and the follow-up goes out by itself on that date. You can pick a not-now reason, budget opens in January, after our hiring freeze, or call me next quarter, and the wake date is worked out from today and marked on a small calendar.
    Meeting lifecycleIllustrative
    A reply

    Main path

    BookedAbout 3 days, where possible
    ConfirmedThey say yes
    RemindedBefore it starts
    HeldYou take the call

    If they miss it

    No-showThey miss it
    Followed upA short note
    RebookedBack to booked

    If they say not now

    Not nowThey say later
    Reason and wake dateBudget opens in JanuaryFirst Monday of January
    Follow-up goes outBy itself
    Pick a not-now reason

    The wake date is worked out from today’s date, in your browser.

The monthly report

Every month, one report

It shows meetings held, qualified conversations, how many replied, and what each meeting cost. Every rate is shown with how many emails it's based on, so a small sample is never passed off as a result.

Qualified means they fit, they're interested, and they've confirmed a meeting.

Layout illustrative
Meetings held
Qualified conversations
Reply rate
Cost per meeting
Open rate

We don't track opens. Tracking needs a hidden tracker in every email, and spam filters count it against you. Apple's mail privacy feature also fakes about half of all opens, so the number would mislead you anyway.

Our own numbers

We do our own outreach too. This is what it has done since August.

2,996 emails1,210people contacted
1.4% of them17wrote back, auto-replies not counted
53% of those9qualified conversations held
78% of those7demos booked
One in 134 people we emailed ended up in a qualified conversation.
Emails we sent each day, 3 Aug to 25 Sept 2026

Fri 25 Sept · 112

Emails we sent each day, 3 Aug to 25 Sept 2026
Mon 3 Aug15
Tue 4 Aug21
Wed 5 Aug21
Thu 6 Aug21
Fri 7 Aug21
Mon 10 Aug21
Tue 11 Aug45
Wed 12 Aug45
Thu 13 Aug45
Fri 14 Aug45
Mon 17 Aug70
Tue 18 Aug105
Wed 19 Aug105
Thu 20 Aug80
Fri 21 Aug80
Mon 24 Aug80
Tue 25 Aug98
Wed 26 Aug98
Thu 27 Aug98
Fri 28 Aug98
Mon 31 Aug100
Tue 1 Sept100
Wed 2 Sept100
Thu 3 Sept100
Fri 4 Sept100
Mon 7 Sept100
Tue 8 Sept112
Wed 9 Sept112
Thu 10 Sept112
Fri 11 Sept112
Mon 14 Sept112
Tue 15 Sept112
Wed 16 Sept112
Thu 17 Sept112
Fri 18 Sept64
Thu 24 Sept112
Fri 25 Sept112

Sending more reaches more of the right people, so we size the sending to how many conversations your team can take in a week.

  1. Email 19 SeptNo reply
  2. Email 216 SeptNo reply
  3. Email 312:18 pm, 25 SeptSent
  4. Reply1:13 pm55 minutes later
  5. Call27 SeptHeld
  6. DemoBooked
A real lead. Name withheld.

What we won't promise

We never promise a number of leads, replies or meetings.

Judge us on whether the work is done properly, and whether anybody got lost. Every week we hold ourselves to four checks, and there are three things we won't do for anyone.

Bounces
Under 2 in 100
Spam complaints
Under 0.10%, or 1 in 1,000
Emails landing in the inbox
Above 70%
Web addresses verified as you
Every one
  • Tracking opens, because the hidden tracker counts against you with spam filters
  • Sending WhatsApp blasts, because cold WhatsApp messages break Meta's rules and get numbers banned
  • Automating LinkedIn, because it breaks LinkedIn's rules and puts your account at risk

Your part

Your part is small.

  1. Tell us who to reach
  2. Give us one hour on how you sell
  3. Name who takes the meetings
  4. Approve once a month

Then you take the conversations.

Watch this in the film4:31 · What we won't promise, and your part

How it starts

What happens, and when

  1. The callA 30-minute call. If it isn't a fit, we tell you on the call.
  2. Within 5 working daysA written plan with the first ten companies we'd contact and the reason for each. Free, and yours to keep.
  3. Within 48 hours of signingKickoff, where we agree who you want to reach.
  4. By day 7Your sending setup is live, and the three-week warm-up begins.
  5. By day 14Your first 50 companies, each with the reason we'd write to them.
  6. Week 4The first emails go out.
  7. Week 6Sending reaches full volume.
  8. Day 60 of sendingA written verdict on whether it's working, and what to change if it isn't.

Who it's for

Who it suits, and who it doesn't

Who it suits

  • Indian B2B service firms with 10 to 200 people
  • The founder or one sales head still does the selling
  • Your buyer is a named person who can decide
  • What you sell already works, and you have customers who'll vouch for it
  • Staffing and executive search
  • IT services and software development
  • Cybersecurity services
  • Corporate events and offsites
  • Exhibition stand builders
  • Marketing and growth agencies
  • Cross-border and export payments

Who it doesn’t

  • Firms with fewer than 10 people
  • Firms that already have a team whose whole job is booking first meetings
  • Anyone who wants a promised number of meetings
  • CAs, company secretaries, lawyers, architects and SEBI-registered advisers, whose rules don't allow them to seek work this way

Questions

Will this hurt our company's email?

We never send cold emails from your main address. We set up separate web addresses like yours, each with its own inboxes, and warm each one up for three weeks. We check them every week, and if a number slips, that address is paused and rested for two to four weeks.

Isn't this just AI spam?

Every company is checked before anyone is contacted, and every first email opens with a line written for that one company. We send three emails at most, then stop or move to LinkedIn. An AI agent does two jobs. It reads each company's website before we look anyone up, and it sorts the replies. At first, a person approves every reply before it goes out.

Will it be templated emails with our name on them?

Each first line is written for that company, from something they published or something specific about their business. You approve the wording once a month. The emails go from web addresses set up for outreach, and your main email is never used.

We already have someone doing sales. Why would we need this?

The question is what else they're doing when a reply comes in at 9 pm. We take the finding, the writing, the follow-ups and the first replies, and they keep the relationships and the meetings. If someone already does this full time, we'll tell you it isn't a fit.

We tried cold email before and it didn't work. Why would this?

Most of the time the list was the problem. The addresses were old, the companies didn't fit, and there was no reason to write that week. So we fix the list first and write each first line for that one company. Your written plan shows the first ten companies we'd contact and the reason for each, so you can judge it before you decide anything.

How soon will we see anything?

The first three weeks are warm-up, which can't be rushed, so the first emails go out in week 4. You get a first honest read around day 45, and a written verdict at day 60 of sending.

What do you need from us?

A decision on who you want to reach, one hour recorded on how you describe what you do, two or three results of yours we can mention, how you price if quotes come up, and a named person to take the meetings. After that, an approval once a month. Nothing else.

What if it doesn't work?

At day 60 of sending, we give you a written verdict. If the problem is the offer or the market, we say so plainly and tell you what to change, or recommend that you pause.

So what do you promise?

We never promise a number of leads, replies or meetings. What we commit to in writing is how the work is done. Your sending setup is live within 7 days of kickoff, bounces stay under 2 in 100, every reply is sorted within a minute, the report arrives by the 5th working day of each month, and you get a written verdict at day 60 of sending.

What if we end up on calls with the wrong people?

A meeting only counts as qualified when they fit, they're interested and they've confirmed. You get 48 hours after each meeting to strike it as not a fit, with a reason. That reason becomes a rule in how we check companies, so the next list is checked against it.

How do you get people's details?

Mostly from what companies publish themselves: their websites, business directories, map listings, job posts and news, plus business contact databases where a market needs them. We keep a record of where every contact came from. If we can't say where we found someone, we don't use them.

How do you handle India's data protection law?

Where we find the data, we handle it on your behalf under a written data processing agreement. We keep a record of where every contact came from, every email has a working way to opt out, and anyone can have their details deleted. All of this is in place before any data is loaded.

Can you send WhatsApp blasts or automate our LinkedIn?

No to both. Cold WhatsApp messages break Meta's rules and get numbers banned, so we use WhatsApp only once someone has replied and agreed, and it can run on your existing number. Automating LinkedIn breaks its user agreement and puts your account at risk, so we prepare the list and the messages, and your person sends them.

Our market is small. Can this still work?

Then we size it down, with fewer inboxes and the same standard. We won't widen who we write to just to fill the volume.

What happens if we stop?

The web addresses and inboxes that carry your name come back to you, along with every record of every lead and reply, readable without us. The system that runs it stays with us.

Book the call

It starts with a 30-minute call.

If it's a fit, you get a written plan within five working days, with the first ten companies we'd contact. Free, and yours to keep.

We only use this to reply to you.