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Automate Lead Generation with Apollo, AI Scoring and Brevo Email Outreach

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Created by: Luka Zivkovic || zivkovic58

Luka Zivkovic

Last update

Last update 17 days ago

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AI Scoring, Personalized Email Creation and Outreach

Overview

This comprehensive automation flow helps you scale your outreach to potential customers through intelligent personalized email campaigns. The system combines web scraping, AI-powered lead scoring, and automated email sequences to maximize your conversion rates.

Key Features

  • Intelligent Website Analysis with automated scraping
  • AI-Powered Lead Scoring for prioritization
  • Personalized Email Generation using AI
  • Automated Email Outreach with tracking
  • Real-time Event Monitoring via Brevo webhooks
  • Centralized Data Management with NocoDB

System Architecture

The workflow integrates multiple platforms to create a seamless lead generation pipeline:

  • NocoDB - Central database and CRM
  • Crawl4AI - Website content analysis
  • OpenAI - Lead scoring and email personalization
  • Brevo - Email delivery and tracking

Setup Requirements

Prerequisites

Before starting, ensure you have accounts for the following services:

  1. NocoDB (Database & CRM)
  2. Apify (Web scraping platform)
  3. OpenAI (AI processing)
  4. Brevo (Email delivery service)

💡 Pro Tip: For advanced users, consider self-hosting NocoDB and Crawl4AI to significantly reduce operational costs.

Step-by-Step Setup

1. NocoDB Database Configuration

Create Your NocoDB Account

  1. Sign up at nocodb.com
  2. Create a new workspace
  3. Set up your first base (database)

Database Schema Setup

Create a new table with the following field structure:

Field Name Field Type Configuration
first_name Single Line Text -
last_name Single Line Text -
email Email -
headline Single Line Text -
linkedin_url URL -
industry Single Line Text -
organization_name Single Line Text -
organization_website URL -
organization_size Number -
organization_linkedin_url URL -
organization_facebook_url URL -
market_cap Single Line Text -
job_title Single Line Text -
country Single Line Text -
city Single Line Text -
lead_status Single Select Options: entered(make it default!), processed, email_created, contacted, trash, failed_to_process, opened_email, warm
website_summary Long Text -
score Number Default: 0
organization_description Long Text -
primary_phone Phone Number -
keywords Single Line Text -
email_subject Single Line Text -
email_body Long Text -
email_opened_times Number Default: 0
personal_email Single Line Text -

2. External Service Setup

Apify Configuration

  1. Create account at apify.com
  2. Navigate to Settings → API tokens
  3. Generate new API token
  4. Save token securely for automation setup

OpenAI API Setup

  1. Visit platform.openai.com
  2. Go to API Keys section
  3. Create new secret key
  4. Store API key securely
  5. Ensure billing is configured for API usage

Brevo Email Service

  1. Sign up at brevo.com
  2. Complete account verification
  3. Navigate to SMTP & API settings
  4. Generate API key for integration
  5. Configure sender authentication (SPF/DKIM)

Workflow Process

Phase 1: Lead Discovery & Data Collection

  1. Data Import - Populate NocoDB with lead information
  2. Status Update - Mark leads as entered

Phase 2: Website Analysis & Lead Scoring

  1. Website Scraping - Analyze company websites using Crawl4AI
  2. Content Processing - Extract key business information
  3. AI Scoring - Evaluate lead quality using OpenAI
  4. Database Update - Store analysis results and scores

Phase 3: Email Personalization & Outreach

  1. Content Generation - Create personalized email content
  2. Email Preparation - Format messages for delivery
  3. Automated Sending - Deploy via Brevo
  4. Status Tracking - Monitor delivery and engagement

Phase 4: Performance Monitoring

  1. Webhook Processing - Capture Brevo email events
  2. Engagement Tracking - Update open/click metrics
  3. Lead Qualification - Adjust lead status based on engagement
  4. Pipeline Management - Maintain lead progression

Lead Status Workflow

entered → processed → email_created → contacted → opened_email → warm
    ↓
failed_to_process / trash (for low-quality leads)

Status Definitions

  • entered: Initial lead data captured
  • processed: Website analyzed and scored
  • email_created: Personalized email generated
  • contacted: Email successfully sent
  • opened_email: Recipient opened the email
  • warm: High engagement, ready for follow-up
  • failed_to_process: Technical issues during processing
  • trash: Low-quality lead, removed from active pipeline

Best Practices

Data Quality

  • Regularly clean and deduplicate your lead database
  • Monitor lead scores to refine your targeting criteria
  • Archive or remove inactive leads to maintain performance

Email Deliverability

  • Warm up your sending domain before high-volume campaigns
  • Monitor bounce rates and adjust list quality
  • Implement proper SPF, DKIM, and DMARC records

Compliance

  • Ensure GDPR/CAN-SPAM compliance in all communications
  • Provide clear unsubscribe mechanisms
  • Respect recipient preferences and opt-outs

Performance Optimization

  • A/B test email subject lines and content
  • Analyze open rates and adjust sending times
  • Segment leads based on engagement levels for targeted follow-up

Next Steps

Once your setup is complete, you'll have a powerful, automated lead generation system that can:

  • Process hundreds of leads simultaneously
  • Provide intelligent lead prioritization
  • Generate personalized outreach at scale
  • Track and optimize campaign performance

Ready to transform your lead generation process? Start with the NocoDB setup and work through each integration step by step.