How LaviaAI Built a Production-Grade GTM Machine in 90 Days
LaviaAI had fragmented tooling and unstable inbox placement. We rebuilt their outbound infrastructure so they could scale safely, protect reputation, and own the system end-to-end.
Company
LaviaAI
Marketing • Boston
Timeline
14-28 Days
From kickoff to first production systems live
Revenue Impact
4x Growth
$2M → $8M ARR with better margins
The Challenge
LaviaAI had the outbound fundamentals but was stuck in fragmentation. They were using 7+ different tools to manage:
- × Data quality issues: Duplicates, bad enrichment, inconsistent ICP rules across systems
- × Deliverability problems: 65% inbox placement, sender reputation suffering, no real-time monitoring
- × Automation friction: No unified routing, manual CRM work, SDRs spending 20+ hours/week on ops
- × Zero visibility: Couldn't track which campaigns were actually working, bottlenecks everywhere
- × Vendor lock-in anxiety: Renting everything, no fallback if a tool broke
The Real Cost: They were losing ~$150K/month to bad data, undelivered emails, and SDR busywork. Revenue had plateaued. They needed to scale, but the infrastructure couldn't support it.
Our Approach
Phase 1: Assessment & Architecture (Week 1-2)
We did a 360° audit: data quality assessment, deliverability diagnostics, automation workflow mapping, visibility gaps.
- → Found 35% duplicate rate in their list and 40K bad emails
- → Identified sender reputation issues: 3 of 5 domains were in spam traps
- → Mapped manual workflows: 150+ hours/month on data hygiene and routing
- → Built custom implementation roadmap aligned with their growth goals
Phase 2: Infrastructure Build (Week 3-8)
We architected 5 interconnected layers:
- • Built ICP qualification engine
- • Set up real-time deduplication
- • Automated enrichment with 3rd-party APIs
- • 5-domain rotation with warmup
- • DKIM/SPF/DMARC setup
- • Real-time inbox monitoring
- • Dynamic sequence triggers
- • AI-powered personalization
- • Automatic CRM syncing
- • Real-time dashboards
- • Performance alerts
- • Custom analytics
Phase 3: Testing & Handoff (Week 8-12)
Load testing, failover testing, team training, and full knowledge transfer.
- → SDRs trained on new workflows (2-hour sessions, then hands-on support)
- → Ops team given full admin access and documentation
- → Ran beta campaigns with 10K emails to validate deliverability
- → All systems live and processing 50K+ emails/day by Go-Live
The Results
Data Quality
65% → 98%
List accuracy. Duplicates eliminated, bad emails removed, real-time validation in place.
Email Deliverability
65% → 95%
Inbox placement rate. Multi-domain rotation, reputation management, real-time monitoring.
Operational Efficiency
150h → 25h
Manual hours per month. Automation eliminated routine work, SDRs focused on selling.
Revenue Growth
$2M → $8M
ARR expansion. Better list quality, higher conversion, lower CAC, predictable growth.
Secondary Wins
- ✓ Team morale: SDRs aren't drowning in busywork. They're selling again.
- ✓ Visibility: For the first time, they can see what's actually working. Data-driven decisions, not guesses.
- ✓ Vendor freedom: They own their infrastructure. Can swap tools without losing data or functionality.
- ✓ Cost predictability: No more per-email surprises. Costs scale linearly with revenue.
Key Learnings
1. Data Quality is the Foundation
Every dollar spent fixing list quality returned 10x in deliverability and conversion gains. Bad data costs way more than good data.
2. Ownership Prevents Bottlenecks
When your GTM stack is fully owned, you can optimize fast. No vendor waiting. No feature requests. Just improvements that ship.
3. Deliverability Is a System, Not a Setting
Inbox placement depends on domain hygiene, sending discipline, list quality, and monitoring. When these work together, deliverability becomes predictable.
Before vs. After
Before
- ×7+ disconnected tools
- ×65% inbox placement
- ×150+ hours/month manual ops
- ×No end-to-end visibility
After
- ✓Unified owned architecture
- ✓95% inbox placement
- ✓Automated workflows + alerts
- ✓Dashboards for every stage
Book a Free GTM Audit
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