Agency Outreach with Odoo CRM: How Small Teams Run Structured Client Acquisition
Agencies, consultancies, and service firms live by their pipeline. When the current project ends, the next one needs to be lined up. That means: continuous outbound sales — contacting prospects, following up, tracking who's interested.
Most agencies between 5 and 15 people use Odoo Community Edition as their CRM. Leads, contacts, pipeline stages — it's all there. But structured outbound sales? Odoo Community has nothing built in for that.
This article shows a concrete workflow for how an agency uses Odoo Community to organize their outbound sales.
Why Agencies Have a Unique Outreach Problem
Project-based business
Agencies don't sell standard products. Every quarter needs new clients, new projects, new revenue sources. This means: outreach isn't a one-time project, it's an ongoing process.
Different services, different audiences
A digital agency might have web development, SEO, and branding in their portfolio. Each service line needs its own templates, its own messaging, its own campaigns. "One size fits all" doesn't work.
Multiple senders, different roles
The founder emails C-level contacts. The business developer contacts marketing managers. Each should send from their own address with their own signature. Replies should go back to the sender — not to a shared inbox.
No budget for expensive per-seat tools
A 10-person agency doesn't want to pay $50/user/month for an email sequencing tool. That's $6,000/year for something that should be part of the CRM.
The Workflow: An Agency Week with Odoo Outreach
Monday: Import and assign
The business development lead imports 150 new prospects as leads into Odoo. Sources: LinkedIn research, conference contacts, partner referrals. Each lead has a company name, contact person, email, and a short note about why they're relevant.
In the list view, she selects all 150 leads and assigns them to the "Q1 Agency Outreach" campaign. The campaign has 3 email steps: introduction, case study follow-up, soft close. The module sets every lead to "New" and calculates the first send date.
Result: 150 leads in the sequence, setup under 10 minutes.
Tuesday through Thursday: Send and track
Each morning, the two BDRs open their dashboard. They see which emails are due today — typically 30–50 per person. Each email is pre-written from the campaign template but personalized with the contact's name, company, and the sender's own signature.
They review each email, adjust if needed, and send. Leads move from "New" to "Contacted". When a reply comes in, the module detects it and flags the lead as "Replied". The BDR reads the reply in the lead's chatter and decides: interested, not now, or dead.
Result: 60–100 personalized emails per day, fully tracked.
Friday: Review and adjust
The founder opens the campaign dashboard. She sees: 150 leads contacted this week. 12 replied. 4 marked as "Positive" (interested in a call). 2 marked "Not Now" (follow up next quarter). 1 company marked "Do Not Contact".
The 4 positive leads get moved to the regular Odoo pipeline for opportunity management. The "Not Now" leads stay in the campaign with a delayed follow-up. The entire review happens in Odoo — no separate tool.
Result: Full week visibility in one dashboard.
Realistic Numbers: What a 3-Month Cycle Produces
| Metric | Value |
|---|---|
| Leads contacted | ~450 |
| Emails sent (3-step sequence) | ~1,350 |
| Replies (8–12% rate) | 35–55 |
| Positive replies (25–30% of replies) | 9–16 |
| Meetings booked | 5–10 |
These are realistic numbers for B2B agency outreach. Not theoretical — this is what structured email sequences with personalized follow-ups produce with consistent execution.
Why a CRM-Native Solution Fits Agencies Better
Campaigns per service line
The SEO campaign has different templates than the web development campaign. Different tone, different use cases, different call-to-action. The module supports unlimited parallel campaigns.
Sender identities per role
The founder sends from their address to C-level. The BDR sends from their address to department heads. Each has their own signature, their own SMTP server. The recipient sees a real person — not a shared mailbox.
Pipeline transition without system breaks
When a lead responds positively, they continue in the Odoo pipeline. No export, no sync. The entire email history stays on the lead. The account manager who takes over the conversation sees every touchpoint.
Compliance without extra process
Agencies work with enterprise clients who expect professional handling of opt-outs. The three-level Do Not Contact system (lead, contact, company) with audit trail meets this expectation without additional process.
Typical Agency Campaign Structure
Campaign 1: New Clients Web Development
- Target: Marketing directors at companies with 50–200 employees
- Sender: Business developer
- Step 1: Introduction + reference to similar project
- Step 2: Case study PDF (3-day delay)
- Step 3: "Quick call?" (5-day delay)
Campaign 2: Existing Client Upsell
- Target: Existing clients without SEO contract
- Sender: Account manager
- Step 1: SEO audit offer
- Step 2: Industry-specific benchmark (4-day delay)
Campaign 3: Conference Follow-up
- Target: Contacts from the last trade show
- Sender: Founder
- Step 1: "Great meeting you" + specific talking point
- Step 2: Meeting proposal (3-day delay)
Comparison: Manual Sales vs. Structured Workflow
| Manual approach | Structured with Odoo |
|---|---|
| Track outreach in spreadsheets | Campaigns with defined sequences |
| Copy-paste email templates | Templates with auto-personalization |
| Manually check who replied | Automatic reply detection |
| Regularly forget follow-ups | Due dates and daily work queues |
| No visibility for management | Campaign dashboard for everyone |
| Opt-outs handled informally | 3-level Do Not Contact with audit trail |
Conclusion
Agency sales thrive on consistency. Not a heroic sprint every week, but 50 personalized emails every day, systematic follow-up, nothing forgotten.
Odoo Community with an outreach module makes this possible — without external tools, without per-user costs, without data synchronization. For teams between 3 and 15 people, this is the most economical and operationally cleanest approach.
Want structured outbound sales in your Odoo CRM? The CRM Outreach Campaigns module brings email sequences, sender management, and campaign tracking directly into Odoo Community. One-time purchase, unlimited users, Odoo 16–19.
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