How ExpoMedia is scaling to 1 Mio. annual leads with sales automation
ExpoMedia – Frankfurt‑based video‑production agency for trade‑show exhibitors, now serving clients on four continents. Hand‑built spreadsheets and scattered tools slowed lead sourcing. We delivered AI‑powered pipeline that collects lists, cleans data, enriches it, feeds it into CRM, and launches multi‑channel campaigns automatically.
[ CHALLENGE ]
Manual process kept growth on a leash.
Founder juggled freelancers, CSVs, and three unlinked apps just to start a campaign.
Over 60 % of expo leads slipped through the cracks; email bounces hit 12 % due to bad data.
Prep work took so long that hot exhibitions passed before messages went out, capping revenue.
Scaling meant hiring more admins—an expensive, slow option for a lean agency.
[ SOLUTION ]
Automation with human control
One‑week process mapping uncovered every handoff and data gap.
Data engine: custom scrapers + enrichment standardise 5,400 expos and push to a PostgreSQL hub; duplicate and junk entries auto‑flagged.
Unified stack: Pipedrive CRM synced with email, LinkedIn, and SMS tools; all touch‑points log instantly.
Smart routing: AI engine ranks leads and suggests best channel per region (e.g., SMS for U.S., LinkedIn for EU).
Task automation: reps get daily “next‑action” queues; operations team auto‑notified to book crews when a deal closes.
Phased rollout: new system ran beside old for one expo; once accuracy hit > 98 %, staff switched over after a half‑day workshop.
[ RESULTS ]
1 Mio.
Lead outreach
35%
Revenue increase
2 hours
Data prep instead of 3 days
