01 / Problem
A long list of companies is not useful if we do not know which ones are suitable.
Manual research requires a person to open several websites, find the data and copy it into a spreadsheet. This is slow and quickly leads to inconsistencies.
The number of contacts is not all that matters. We also need to know why a company is suitable, whether it is already on the list and whether the data can be trusted.
- 01
Find the company and the right person
- 02
Open several websites
- 03
Copy the data into a spreadsheet
- 04
Assess whether the company is suitable
- 05
Review everything again before use
02 / What we wanted to achieve
We wanted to organize the data faster while still showing a person why the company is suitable or why it needs further review.
03 / Solution
Every company passes through the same clearly documented steps.
The system first collects the data, then checks it against the rules. If it is not sufficiently confident, the record does not move forward without human review.
- 01
Collects the list
Reads companies and contacts from the agreed source.
- 02
Enriches the data
Finds missing basic information and standardizes it into a consistent format.
- 03
Checks the fit
Compares the company against our rules and records the reason for the decision.
- 04
Holds uncertain cases
Sends incomplete or uncertain cases for human review.
- 05
Hands off approved records
Only verified records move to the next sales step.
Where a person reviews the work
- checking whether the company is already on the list
- separate verification of the email address
- a recorded reason why the company is or is not suitable
- a person reviews all uncertain cases
04 / Result
Research is faster, while the reason for every decision remains visible.
The system can process more than 300 records in one hour, compared with approximately 10 manually. This does not mean that all 300 are sales-ready. It means they can be categorized much faster.
For each record, the data source, the reason the company is suitable and whether it still needs human review remain visible.
The system collects and organizes the data. This does not mean that all 300 companies are suitable for sales.
The system separately checks the data, duplicate records and the fit with our rules.
What changed for the team
- less manual copying between sources
- the same rules for all companies
- a clear manual-review queue
- a clear reason for the next step
05 / Important considerations
What needs to be considered.
- An organized record is not the same as a good sales opportunity.
- Online data may be outdated or incorrect and sometimes needs to be verified.
- The system must not bypass privacy rules or human approval.
Case study: The comparison measures manual and system processing volume. It does not guarantee deliverability or sales results.