Case study · Automation
Lead Agents Outbound OS - HeyReach sync, prospect ledger, and AI research on n8n
A production outbound operating system for Lead Agents: HeyReach changes sync into Attio with Discord alerts, a Prospect Ledger that dedupes and enriches leads, LinkedIn scheduling from their Outbound OS app, plus AI research and Telegram agents - with larger SEO, Facebook ads, and recruiting systems parked as future case studies.
Client
Lead Agents
Solution
Outbound OS automation
Time to launch
Ongoing suite
- HeyReach sync cadence
- 0 min
- Live n8n systems
- 0
- Ops saved / week
- ~0h
Overview
One Outbound OS on n8n - always-on spine, on-demand delivery
We treated Lead Agents as a product studio for their own GTM: always-on workflows that ingest external data (HeyReach sync, Prospect Ledger, LinkedIn scheduler, research agents), plus larger delivery systems that run when a client engagement needs them (SEO, Facebook ads, recruiting). This case study covers the outbound spine. The agency delivery systems are live too - and reserved for their own deep-dives.
- Always-on: HeyReach → Attio + Discord, Prospect Ledger intake/process, LinkedIn Outbound OS posts, Telegram + research agents, Vapi booking
- On demand: content creator hub, agency SEO system, Facebook ads suite, recruiting HR process
- Shared stack: n8n + Airtable + Attio + OpenAI (and Gemini / Perplexity where the job needs it)
Challenge
Outbound lived in too many tools to stay coherent
Lead Agents sells outbound and agency delivery - but the work spanned HeyReach, LinkedIn, Attio, spreadsheets, Discord, and ad hoc research. Replies and list changes did not reliably land in CRM. Prospect lists arrived as CSVs that needed dedupe before anyone could work them. LinkedIn posts were scheduled by hand. Pre-call research meant opening LinkedIn, Google, and Trustpilot one tab at a time. Delivery systems for SEO, Meta ads, and recruiting existed as separate manual loops.
- HeyReach activity could update without Attio or the team noticing in Discord
- New audiences needed normalize → dedupe → enrich before a human could trust them
- Outbound posting, research, and booking each had their own fragile handoff
We owned
- Outbound OS architecture across sync, ledger, and agents
- n8n build for HeyReach → Attio/Discord and Prospect Ledger
- LinkedIn Outbound OS scheduler and AI research/scrape sub-workflows
- Telegram Lead Agent and Vapi appointment path
Client owned
- HeyReach, Attio, Airtable, and Outbound OS product access
- Scoring / enrichment preferences and Discord channel ops
- When to fire on-demand SEO, ads, and recruiting systems
- Human review on outreach copy and client delivery
Automation design
HeyReach as the heartbeat - Prospect Ledger as the brain
Every 30 minutes an n8n schedule pulls HeyReach. If there are changes, it fans out: format Discord messages for the team, upsert people in Attio, and attach notes so CRM stays the source of truth. Separately, the Prospect Ledger accepts new audiences (Apollo / Sales Navigator CSVs and webhooks), normalizes and dedupes company + person records in Airtable, enriches with Firecrawl and LinkedIn profile data, then runs an AI assessment. LinkedIn posts come from their Outbound OS app via webhook, wait until scheduled_at, re-verify they were not cancelled, publish, and write status back. Research and scraping run as callable sub-workflows - from Telegram voice/text or from ledger enrichment - so reps ask in chat instead of rebuilding the research stack.
Workflow
How the automation runs
Step 1
HeyReach sync (every 30 min)
Schedule fires → HTTP sync from HeyReach → "Ima promena?" gate. No changes = quiet exit.
Before
HeyReach, Attio, lists, LinkedIn, and research each had their own manual loop. CRM lagged outreach. CSVs created duplicates. Posts and pre-call briefs depended on someone remembering.
After
HeyReach changes sync to Discord + Attio on a timer. Prospect Ledger dedupes and enriches before humans work the list. LinkedIn and AI agents run from the Outbound OS - delivery systems stay available when a client needs them.
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Impact
What changed after launch
0 min
HeyReach sync cadence
0
Live n8n systems
~0h
Ops saved / week
- HeyReach changes land in Attio within a half-hour window - with Discord visibility
- Prospect lists enter as CSV/webhook and leave as deduped, enriched Airtable records
- LinkedIn posts schedule from the Outbound OS app without manual publish babysitting
- Reps can trigger research from Telegram instead of rebuilding tabs for every prospect
- SEO, Meta ads, and recruiting systems available when delivery needs them - without forcing them always-on
Results
Lead Agents runs a live Outbound OS on n8n: HeyReach sync into Discord and Attio on a 30-minute cadence, Prospect Ledger for intake/dedupe/enrichment, LinkedIn scheduling with cancel-safe publish, AI research/scraping agents (including Telegram), and Vapi appointment booking - plus on-demand SEO, Facebook ads, content, and recruiting systems. Roughly a dozen production workflows; this page focuses on the outbound spine.
Technologies
n8n
- HE
HeyReach
- AT
Attio
- AI
Airtable
- DI
Discord
LinkedIn
OpenAI
- GG
Google Gemini
- PE
Perplexity
- FI
Firecrawl
- BD
Bright Data
- AP
Apify
- AP
Apollo
- TE
Telegram
- VA
Vapi
- GC
Google Calendar
Gmail
Sheets
- MA
Meta Ads API
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