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Case study · Marketing automation

B2B outreach automation: from 2 hours to 30 minutes a month

I replaced the CEO’s manual quarterly outreach to investors and property owners with a scheduled Make scenario that sends personalised, on-brand emails.

Role
Marketing and Ecommerce Assistant
Company
Perfumarte
Timeline
Sept 2026 – present · running now
Tools
Make, Google Sheets, SMTP email, custom HTML
−0%time spent on outreach each month
~0hgiven back to the CEO every year
0investor and property contacts, every quarter, automatically

01The challenge

To find sites for new stores in places like shopping centres, the CEO contacted around 15 investors and property agents by hand every three months, asking about availability, then following up and preparing materials. It added up to about two hours a month.

02What I did

  • Built a Make scenario that reads each contact’s name and email from a Google Sheet and sends them an email.
  • Scheduled it to run automatically every three months.
  • Designed a custom HTML email in the company’s style. It states what the company is looking for and asks for the details needed to assess each space. Name tags in the code personalise every message.
  • Kept the contact list in the sheet, so people can be added or removed without touching the automation.
  • Tested it in three rounds before going live.

03See it run

A simplified replay of the scenario. Press the button.

ScheduleEvery 3 months
SheetsSearch rows
TemplateHTML + name tags
SendSMTP
Manual~120 min
Automated~30 min
0 hours saved per year
The Make scenario: Google Sheets Search Rows feeding Email Send an Email, on a custom schedule
Test runThe Make scenario: Google Sheets (Search Rows) feeding Email (Send an Email), on a custom schedule.
The branded HTML email as received, personalised with the recipient’s name
Test runThe email as received, personalised with the recipient’s name.
Email module settings in Make: recipient mapped from the sheet, HTML content type
Test runEmail module: recipient mapped from the sheet, HTML content type.

04Results

  • Time spent on this outreach fell from about 2 hours to about 30 minutes a month, roughly 75% less, or about 18 hours a year. The remaining 30 minutes go on checking replies and results.
  • The CEO now keeps in touch with all of his property and investor contacts on a consistent quarterly schedule, which strengthens those B2B relationships.

05What I learned

A simple, well-chosen automation can give back real time. It doesn’t need to be complicated to matter.

The next step is tracking replies in the same sheet automatically, so the CEO can see at a glance which contacts have spaces available.

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