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Context Graphs for Go-to-Market: The Data Foundation AI Revenue Teams Actually Need

Context Graphs for Go-to-Market: The Data Foundation AI Revenue Teams Actually Need

Time to read

Alan Zhao

How unified entity models and decision ledgers are replacing fragmented GTM data stacks - and what it actually takes to build one

Last updated: January 2026 | Reading time: 20 minutes

This is part of a 3-post series on AI infrastructure for GTM:
1. Context Graphs - The data foundation (memory, world model (you are here)

2. Agent Harness - The coordination infrastructure (policies, audit trails)

3. Long Horizon Agents - The capability that emerges when you have both


Quick Answer: What is a Context Graph for GTM?

A context graph is a unified data architecture that connects every entity in your go-to-market ecosystem - companies, people, deals, activities, and outcomes - into a single queryable structure that AI agents can reason over.

In December 2025, Foundation Capital called context graphs "AI's trillion-dollar opportunity" - arguing that enterprise value is shifting from "systems of record" to "systems of agents." The new crown jewel isn't the data itself; it's a living record of decision traces stitched across entities and time, where precedent becomes searchable.

Best Context Graph by Use Case

Best for SMB revenue teams (50-200 employees): A lightweight implementation using PostgreSQL with good indexing, focusing on Company → Person → Employment relationships. You don't need a graph database to start—most B2B SaaS teams can get to first value in 4 weeks with existing infrastructure.

Best for mid-market with AI agents: A 5-layer architecture combining entity resolution, activity ledgers, and policy engines. This enables AI marketing ops agents to make autonomous decisions with full traceability. Teams report saving 40-60 minutes daily per rep on research and routing.

Best for enterprise RevOps: A full context graph with multi-vendor identity resolution, computed columns for AI efficiency, and CRM bidirectional sync. Companies at this stage typically see 30% improvement in win rates and 300% improvement in meeting booking rates from high-intent accounts.

Best use case for context graphs: Replacing the fragmented "intent signal → manual routing → CRM update" workflow with a closed-loop system where every decision (who to contact, what to say, when to engage) is logged, executed, and evaluated automatically.

Why context graphs matter now: Traditional GTM tools give you signals without structure. You get 1,000 website visitors but no way for AI to understand that visitor A works at company B which has deal C with champion D who just changed jobs. Context graphs solve this by making relationships first-class citizens in your data model.

What this guide covers: This is the definitive guide to context graphs specifically for go-to-market teams. While most context graph content focuses on general enterprise use cases, we'll show you exactly how to build a world model for your revenue ecosystem - with real entity examples, GTM-specific decision traces, and implementation guidance.


The Problem: GTM Data is a Mess of Disconnected Signals

Every revenue team knows this pain:

  • Your website intent data shows Company X visited your pricing page
  • Your Bombora research signals show they're researching your category
  • Your CRM shows you talked to them 6 months ago
  • Your LinkedIn shows their VP of Sales just got promoted
  • Your outbound tool has 3 SDRs sending conflicting messages

None of these systems talk to each other. And when you try to add AI agents on top, they hallucinate because they lack the connected context to make good decisions.

This is the fundamental problem context graphs solve: creating a world model for your go-to-market ecosystem that AI can actually reason over.


What Makes a Context Graph Different from a Data Warehouse?

AspectData WarehouseCDPContext Graph
Primary unitTables/rowsUser profilesEntities + relationships
Query patternSQL aggregationsAudience segmentsGraph traversal
Real-timeBatch (hours/days)Near real-timeReal-time events
AI readinessRequires heavy transformationLimited to known schemasNative entity resolution
Decision loggingNot built-inNot built-inImmutable ledger layer
Best forReportingMarketing automationAI agent orchestration

The key insight: Data warehouses store facts. Context graphs store meaning.

When an AI agent asks "Who should I contact at Acme Corp about our new product?", a data warehouse returns rows. A context graph returns:

- The buying committee with roles and relationships

- Historical engagement with each person

- Related deals and their outcomes

- The last 10 decisions made about this account and what happened


The 5-Layer Context Graph Architecture

After building AI agents for GTM that actually work in production, we've converged on a 5-layer architecture:

Layer 1: Data Layer (The World Model)

This is your unified entity graph containing:

Core Entities:

  • Company - Firmographic data, technographic signals, ICP scoring
  • Person - Contact data, role identification, social presence
  • Employment - Links people to companies with titles, seniority, tenure
  • Deal - Opportunities with stages, amounts, probability
  • Activity - Every touchpoint: emails, calls, meetings, page views
  • Audience - Dynamic segments based on rules or ML models

The magic is in the relationships. Unlike flat CRM records, a context graph knows that:

  • Person A works at Company B
  • Person A is champion on Deal C
  • Person A previously worked at Company D (which is your customer)
  • Company B competes with Company E

This relationship-first structure is what enables person-based signals to actually drive intelligent action.

Real GTM Example: The Buying Committee Query

When your AI agent asks "Who should I contact at Acme Corp?", here's what the context graph returns:


Company: Acme Corp (acme.com)
├── ICP Tier: 1 (Strong Fit)
├── Intent Score: 85/100
├── Recent Activity: Pricing page (3x), Case studies (2x)
│
├── Buying Committee:
│   ├── Sarah Chen (VP of Sales) — CHAMPION
│   │   ├── LinkedIn: Active, 5K followers
│   │   ├── Previous company: [Your Customer]
│   │   └── Last contact: 45 days ago (email opened)
│   │
│   ├── Mike Rodriguez (CRO) — DECISION MAKER
│   │   ├── Started role: 3 months ago (new hire signal)
│   │   └── Last contact: Never
│   │
│   └── Jessica Liu (Director RevOps) — INFLUENCER
│       ├── Tech stack owner
│       └── Last contact: Demo request form (2 weeks ago)
│
├── Related Deals:
│   └── Closed Lost: $45K (6 months ago, "timing")
│
└── Similar Accounts (won):
    └── Beta Corp, Gamma Inc (same industry, similar size)

This is what it means to have a world model for GTM. The agent doesn't just know that someone visited your website - it knows the full context of who they are, how they relate to the account, and what happened before.

Layer 2: Ledger Layer (Decision Memory)

Every decision your GTM system makes gets logged immutably:

DecisionRecord {
  timestamp: "2026-01-15T10:30:00Z"
  decision_type: "outreach_channel_selection"
  entity: "person:uuid-123"
  context_snapshot: { ... full entity state at decision time ... }
  decision: "linkedin_message"
  reasoning: "High LinkedIn engagement score, email bounced previously"
  policy_version: "v2.3.1"
  outcome: null  // Filled in later when we observe result
}

Why this matters: When your AI orchestrator makes a decision, you need to know:

  1. What it decided
  2. Why it decided that
  3. What information it had at the time
  4. What happened afterward Without a ledger, AI agents become black boxes. With a ledger, you get full auditability and - critically - the ability to learn from outcomes.

Layer 3: Policy Layer (The Rules Engine)

Policies are versioned rules that govern agent behavior:

yaml
policy_name: "outreach_timing"
version: "2.3.1"
rules:
  - condition: "prospect.seniority == 'C-Level'"
    action: "delay_until_business_hours"
    reasoning: "Executives prefer professional timing"


  - condition: "prospect.recent_activity.includes('pricing_page')"
    action: "prioritize_immediate_outreach"
    reasoning: "High intent signals decay quickly"

The policy layer sits between raw AI capabilities and production execution. It encodes your business logic, compliance requirements, and learnings from past outcomes.

Key principle: Policies evolve. When the ledger shows that a certain approach isn't working, you update the policy—and the version history tells you exactly what changed and when.

Layer 4: Agent API Layer

This is the interface where AI agents interact with the context graph:

  • Query API - "Get full context for Company X including buying committee, recent activity, and similar accounts"
  • Decision API - "Log that I'm deciding to send an email to Person Y"
  • Action API - "Execute this email send through integration Z"
  • Feedback API - "Record that the email was opened/replied/bounced" The API layer abstracts the complexity of the underlying graph, presenting AI agents with clean interfaces that match how they reason about GTM problems.

Layer 5: External Systems Layer

Context graphs don't replace your existing tools—they unify them:

  • CRM integration - Salesforce, HubSpot records flow in and out
  • Engagement platforms - Outreach, Salesloft sequences sync bidirectionally
  • Data vendors - Contact database enrichment from Clearbit, ZoomInfo, Apollo
  • Intent providers - First-party web, second-party social, third-party research signals

The integration layer handles the messy reality of enterprise GTM stacks while maintaining the clean entity model internally.


The Identity Resolution Problem (And How Context Graphs Solve It)

Before you can build a context graph, you need to answer: "Is this the same person/company across all my systems?"

This is harder than it sounds:

  • CRM has "Acme Corp"
  • Website tracking has "acme.com"
  • LinkedIn has "Acme Corporation"
  • Email domain is "acme.io"

Multi-vendor consensus approach: Instead of trusting any single data provider, context graphs use a waterfall of vendors and vote on matches:

  1. Query Clearbit, ZoomInfo, PDL, Demandbase for the same entity
  2. Compare returned data across vendors
  3. Accept matches where 2+ vendors agree
  4. Flag conflicts for human review

This approach achieves ~90% accuracy on identity resolution - good enough for AI agents to operate autonomously while flagging edge cases.


Why Computed Columns Matter for AI Efficiency

Here's a non-obvious insight from building production AI systems: Raw data is too expensive for LLMs to process.

If you send an AI agent the full activity history for a company (1,000+ events), you're burning tokens and getting worse decisions. The model gets lost in noise.

Solution: Computed columns that pre-digest data. Instead of:

json
{
  "activities": [
    {"type": "page_view", "url": "/pricing", "timestamp": "..."},
    {"type": "page_view", "url": "/features", "timestamp": "..."},
    // ... 998 more events
  ]
}
```


The context graph provides:
```json
{
  "engagement_score": 85,
  "buying_stage": "evaluation",
  "last_pricing_view": "2 days ago",
  "total_sessions_30d": 12,
  "key_pages_viewed": ["pricing", "vs-competitor", "case-studies"],
  "engagement_trend": "increasing"
}

The AI agent gets the meaning without the noise. This reduces token consumption by 10-100x while actually improving decision quality.


The Decision Loop: From Signals to Outcomes

Traditional GTM is linear: Signal → Action → Hope.

Context graph-powered GTM is a closed loop:



Three Levels of Evaluation

Not all decisions are equal. Context graphs support evaluation at three levels:

Turn-Level (Individual Actions)

  • Did this specific email get opened?
  • Did this LinkedIn message get a reply?
  • Was this the right person to contact?

Thread-Level (Conversation Sequences)

  • Did this outreach sequence generate a meeting?
  • How many touches did it take?
  • Which channels performed best for this persona?

Outcome-Level (Business Results)

  • Did this account become a customer?
  • What was the deal value?
  • What was the time from first touch to close?

Evaluation connects decisions to outcomes across time:

The email you sent on Day 1 contributed to the meeting on Day 14 which contributed to the closed deal on Day 90. Context graphs maintain these connections so you can attribute outcomes to the decisions that actually mattered.


Context Graphs vs. 6sense, Demandbase, and Traditional ABM

If you're evaluating ABM platforms, you might wonder: don't 6sense and Demandbase already provide intent data and orchestration?

Capability6sense/DemandbaseContext Graph Approach
Intent signalsYesYes (multi-source)
Account identificationYesYes (with identity resolution)
Audience segmentationYesYes (real-time)
AI-powered actionsLimitedFull agent autonomy
Decision loggingNoImmutable ledger
Outcome attributionPartialFull loop
Custom entity modelsNoFully extensible
Token-efficient AINoComputed columns

The fundamental difference: Traditional ABM platforms are signal providers. Context graphs are reasoning infrastructure.

You can (and should) feed 6sense intent data into your context graph. The graph provides the structure for AI agents to actually act on those signals intelligently.


Building Your Own Context Graph: Key Decisions

If you're building GTM infrastructure, here are the critical choices:

1. Entity Model Design

Start with Company → Person → Employment as your core triangle. Everything else connects to these three entities.

Don't:

  • Create separate "Lead" and "Contact" entities (they're the same person)
  • Store activities as disconnected events (link them to entities)
  • Treat accounts as flat records (model the buying committee)

2. Identity Resolution Strategy

Decide your accuracy vs. speed tradeoff:

  • Fast and approximate: Single-vendor matching (70% accuracy)
  • Accurate and slower: Multi-vendor consensus (90% accuracy)
  • Maximum accuracy: Human-in-the-loop for high-value accounts (98%+)

3. Ledger Granularity

What gets logged?

  • Minimum: All AI agent decisions
  • Recommended: All decisions + context snapshots
  • Maximum: Every state change in the system More logging = better learning, but higher storage costs.

4. Policy Versioning

Treat policies like code:

  • Git-versioned rule definitions
  • Rollback capability for bad deployments
  • A/B testing between policy versions


How to Get Started: 4-Week Implementation Path

Based on our experience and industry frameworks, here's a practical path to your first context graph.

What to Expect: Effort vs. Outcomes

WeekEffort RequiredWhat You Get
Week 120-30 hours (data eng)Core entity model, can query buying committees
Week 215-20 hours (data eng + RevOps)Identity resolution, ~90% match accuracy
Week 310-15 hours (RevOps)Activity tracking, intent signals flowing
Week 415-20 hours (data eng)First AI agent connected, decision logging
Total investment: ~60-85 hours of specialized work over 4 weeks.

By week 4 you should see:

  • AI agents answering "Who should we contact at Company X?" with full context
  • 40-60 minutes saved per rep daily on research and routing
  • Foundation for outcome-based learning (though outcomes take time to accumulate) This isn't magic—it's infrastructure. The payoff compounds as your ledger accumulates decision traces and outcomes.

Week 1: Entity Model Foundation

Start with the core triangle: Company → Person → Employment

sql
-- Minimum viable schema
CREATE TABLE company (
    id UUID PRIMARY KEY,
    domain TEXT UNIQUE,
    name TEXT,
    icp_tier TEXT,
    employee_count INT
);


CREATE TABLE person (
    id UUID PRIMARY KEY,
    full_name TEXT,
    linkedin_handle TEXT,
    email TEXT
);


CREATE TABLE employment (
    id UUID PRIMARY KEY,
    person_id UUID REFERENCES person(id),
    company_id UUID REFERENCES company(id),
    title TEXT,
    seniority TEXT,  -- C-Level, VP, Director, Manager, IC
    is_current BOOLEAN,
    started_at TIMESTAMP
);

Don't over-engineer. You can run effective AI agents on PostgreSQL with good indexing. Graph databases add value later when you need complex traversals.

Week 2: Identity Resolution Pipeline

Connect your data sources and start matching entities:

  1. Ingest from CRM - Pull companies, contacts, deals from Salesforce/HubSpot
  2. Enrich with vendors - Query Clearbit, ZoomInfo, or Apollo for additional data
  3. Match and merge - Use domain matching for companies, email + name matching for people
  4. Flag conflicts - Queue low-confidence matches for human review Start with domain-based company matching (highest accuracy) before tackling person matching.

Week 3: Activity and Intent Layer

Add the engagement signals that make the graph dynamic:

sql
CREATE TABLE activity (
    id UUID PRIMARY KEY,
    entity_type TEXT,  -- 'person' or 'company'
    entity_id UUID,
    activity_type TEXT,  -- 'page_view', 'email_open', 'meeting', etc.
    payload JSONB,
    occurred_at TIMESTAMP
);


-- Computed column example
CREATE VIEW company_engagement AS
SELECT
    company_id,
    COUNT(*) FILTER (WHERE occurred_at > NOW() - INTERVAL '30 days') as sessions_30d,
    COUNT(DISTINCT entity_id) FILTER (WHERE entity_type = 'person') as known_visitors,
    MAX(occurred_at) as last_activity
FROM activity
GROUP BY company_id;

Week 4: Decision Logging and First Agent

Add the ledger layer and connect your first AI agent:

1. Create decision table - Log every agent decision with context snapshot

2. Build query API - Simple endpoint: "Get full context for company X"

3. Connect one agent - Start with a single use case (e.g., meeting prep, outreach prioritization)

4. Measure outcomes - Track what the agent decided vs. what actually happened

First milestone: An AI agent that can answer "Who should we contact at Company X and why?" with full traceability.


How Warmly Implements Context Graphs

At Warmly, we built our context graph to power AI agents that handle inbound, outbound, and marketing ops autonomously. We're sharing what works (and what's still hard) because context graphs are emerging infrastructure - everyone's learning.

Our data layer includes:

Our ledger captures:

  • Every orchestration decision
  • Every AI-generated message
  • Every routing choice
  • Every outcome (reply, meeting, deal)

Our policy layer encodes:

  • ICP definitions and scoring
  • Buying committee identification rules
  • Channel selection preferences
  • Timing and frequency constraints

What We've Seen Work

Teams using our context graph infrastructure report:

  • 20% more pipeline capacity - SDR teams cover more accounts without adding headcount
  • 50% higher close rates on MQLs from context-enriched routing vs. standard form fills
  • 30% faster sales cycles when AI surfaces the right buying committee members upfront
  • Some teams have replaced the work of 1-2 SDRs with automated outreach to high-intent accounts

Where Context Graphs Are Still Hard (Honest Assessment)

Let's be real about the limitations:

Data quality requires ongoing work. B2B contact data decays 25-30% annually. Job changes, title updates, company acquisitions - the graph needs constant maintenance. We've invested heavily in multi-vendor consensus to stay accurate, but it's not "set and forget."

CRM sync takes configuration. Every Salesforce and HubSpot instance is customized. Getting bidirectional sync right - especially with custom objects and complex ownership rules - takes time. Budget 2-3 weeks for production-grade CRM integration.

Trust builds gradually. AI agents making autonomous decisions feels risky. Most teams start with "recommend but don't act" mode before enabling full autonomy. This is healthy - you should understand what the AI would do before letting it do it.

Not a fit for pure PLG. If you don't have a sales team, context graphs add complexity you don't need. They're built for teams with SDRs, AEs, and outbound motions.

The result: AI agents that can answer "Who should we contact at this account, what should we say, and why?" - with full auditability of how they reached that conclusion. But getting there takes investment.


FAQs: Context Graphs for GTM

What is a context graph in the context of B2B sales?

A context graph is a unified data structure that represents all entities (companies, people, deals, activities) and their relationships in your go-to-market ecosystem. Unlike flat CRM records, context graphs model the connections between entities - like which people work at which companies, who the buying committee is, and how past activities relate to current opportunities. This structure enables AI agents to reason about complex GTM scenarios rather than just retrieving individual records.

How is a context graph different from a Customer Data Platform (CDP)?

CDPs are designed for marketing automation around known user profiles. Context graphs are designed for AI agent orchestration across the full GTM motion. Key differences:

  1. CDPs organize around user profiles; context graphs organize around entity relationships
  2. CDPs segment audiences; context graphs enable graph traversal queries
  3. CDPs don't typically log AI decisions; context graphs include an immutable ledger layer
  4. CDPs are optimized for campaign execution; context graphs are optimized for autonomous agent reasoning

What data sources feed into a GTM context graph?

A comprehensive context graph ingests:

  • First-party signals: Website visits, chat conversations, form fills
  • Second-party signals: Social engagement, community participation
  • Third-party signals: Research intent (Bombora), firmographic data (Clearbit, ZoomInfo)
  • CRM data: Deals, activities, historical relationships
  • Enrichment data: Contact information, job changes, company news

The context graph's job is to unify these sources through identity resolution and present a coherent entity model.

How do context graphs improve AI agent performance?

Context graphs improve AI performance in three ways:

  1. Reduced hallucination: Agents have access to real entity relationships instead of guessing
  2. Better decisions: Computed columns pre-digest complex data into meaningful signals
  3. Continuous learning: The ledger layer enables feedback loops that improve policies over time

What is the ledger layer and why does it matter?

The ledger layer is an immutable log of every decision made by the GTM system. Each decision record includes:

  • What decision was made
  • What context existed at decision time
  • What policy version was active
  • What outcome resulted (filled in later)

This matters because it enables: auditability (why did the AI do that?), debugging (what went wrong?), and learning (what works?).


How do you handle identity resolution in a context graph?

Identity resolution is the process of determining whether records across different systems refer to the same entity. Modern context graphs use multi-vendor consensus:

  1. Query multiple data providers for the same entity
  2. Compare returned data across providers
  3. Accept matches where 2+ providers agree
  4. Flag conflicts for human review This approach achieves ~90% accuracy while identifying edge cases that need attention.

Can I use a context graph with my existing CRM?

Yes. Context graphs integrate with Salesforce, HubSpot, and other CRMs bidirectionally. The CRM remains your system of record for deals and activities, while the context graph provides the unified entity model and AI reasoning layer. Data flows both ways—CRM updates feed the graph, and graph-driven actions update the CRM.

What's the difference between a context graph and a knowledge graph?

Knowledge graphs typically represent static facts and relationships (like Wikipedia's structured data). Context graphs are designed for dynamic, time-series data with a focus on decision-making:

  • Context graphs include temporal information (when things happened)
  • Context graphs have a ledger layer for decision logging
  • Context graphs have computed columns optimized for AI consumption
  • Context graphs are built for real-time queries, not just knowledge retrieval

How do policies work in a context graph architecture?

Policies are versioned rules that govern how AI agents behave. They sit between raw AI capabilities and production execution, encoding:

  • Business logic (ICP definitions, routing rules)
  • Compliance requirements (outreach limits, opt-out handling)
  • Learned preferences (channel selection, timing) Policies evolve based on outcomes - when the ledger shows something isn't working, you update the policy and track the version change.

What infrastructure do I need to build a context graph?

Minimum infrastructure:

  • Graph database or relational DB with good join performance
  • Event streaming (Kafka, etc.) for real-time updates
  • API layer for agent interactions
  • Storage for ledger (append-only, high durability)

You can start simple with PostgreSQL and add specialized infrastructure as you scale.

How much does it cost to build a context graph?

The honest answer: it depends on your approach. DIY build (4 weeks):

  • Engineering time: ~60-85 hours of data engineering work
  • Infrastructure: $200-500/month for databases, streaming, storage
  • Data vendors: $5K-50K/year depending on enrichment needs
  • Ongoing maintenance: ~5-10 hours/month

Buy vs. build tradeoffs:

  • Building gives you full control but requires dedicated data engineering
  • Buying from a vendor (like Warmly) gets you to value faster but less customization
  • Hybrid approach: use vendor for identity resolution, build your own ledger layer

Most teams that build internally already have data engineers on staff. If you're hiring specifically for this, factor in 1-2 full-time equivalent effort for the first year.

What is a decision trace and why does it matter for sales?

A decision trace captures the full reasoning chain behind every GTM decision: what inputs were gathered, what policies applied, what exceptions were granted, and why. As Arize AI notes, "agent traces are not ephemeral telemetry - they're durable business artifacts." For sales, this means:

  • Knowing why an account was prioritized (or deprioritized)
  • Understanding which signals triggered outreach
  • Auditing why a specific message was sent
  • Learning from outcomes to improve future decisions

How is a context graph different from a semantic layer?

A semantic layer defines what metrics mean (revenue = X + Y - Z). A context graph captures how decisions get made using those metrics. As the Graphlit team explains, you need both: operational context (identity resolution, relationships, temporal state) and analytical context (metric definitions, calculations). Context graphs extend semantic layers by adding:

  • Decision logging (why was this number used?)
  • Temporal qualifiers (what was the value at decision time?)
  • Precedent links (what similar decisions were made before?)

Who owns the context graph - vendor or enterprise?

This is an active debate in the industry. As Metadata Weekly discusses, enterprises learned from cloud data warehouses that handing over strategic assets creates vendor leverage. For GTM context graphs specifically:

  • Decision traces are yours - The reasoning connecting your data to actions is enterprise IP
  • Entity models can be shared - Company/person matching benefits from vendor scale
  • Policies must be enterprise-controlled - Your business rules define your competitive advantage

Look for vendors that let you export decision traces and don't lock you into proprietary formats.

What's the difference between context graphs and RAG (Retrieval-Augmented Generation)?

RAG retrieves relevant text chunks to augment LLM prompts. Context graphs go further by modeling entity relationships and decision traces.

AspectRAGContext Graph
ReturnsText chunksStructured entities + relationships
UnderstandsText similarityEntity identity across systems
LogsNothingEvery decision with context
LearnsDoesn'tFeedback loops improve policies

You can use RAG within a context graph - for example, to retrieve relevant case studies when crafting outreach. But the graph provides the structure that makes RAG outputs actionable.

How do context graphs handle real-time vs. batch data?

Context graphs support both through a tiered approach, as Merge describes:

  1. Live API data - Real-time queries for current state (is this person still employed here?)
  2. Cached data - Recent snapshots for speed (last 30 days of activity)
  3. Derived summaries - Computed aggregates for AI efficiency (engagement score, buying stage)

The key is balancing freshness against latency. Intent signals need real-time; firmographic data can be cached.


Context Graphs Enable Long Horizon Agents

Everything we've described - unified entities, decision ledgers, computed columns - culminates in one capability: long horizon agents.

Long horizon agents are AI systems that complete complex, multi-step tasks spanning hours, days, or weeks. They're the opposite of the "AI SDRs" that send a sequence and forget. They remember. They learn. They improve.

Why context graphs are the foundation: Without a context graph, long horizon agents are impossible:

  • No entity memory → Agent can't remember talking to Sarah 3 weeks ago
  • No relationship awareness → Agent doesn't know Sarah is the champion on an active deal
  • No decision traces → Agent can't learn from what worked (or didn't)
  • No computed context → Agent burns tokens on raw data instead of meaning

With a context graph, agents can:

  • Track that John visited pricing 3 times, his boss Sarah is the CRO, and they lost a deal 6 months ago to "timing"
  • Coordinate outreach across the buying committee over weeks
  • Remember objections from previous conversations
  • Learn that re-engaging closed-lost accounts after leadership changes works

The technical enablement: The agent harness provides the coordination and policy infrastructure. The context graph provides the world model the harness operates on. Together, they enable the "agentic loop" that defines long horizon agents:

CapabilityWhat Context Graph Provides
PerceiveUnified entity view across all signals
ThinkComputed columns with meaning, not noise
ActDecision API with full context
ReflectLedger layer connecting decisions to outcomes

According to METR research, AI agent task completion capability is doubling every ~7 months. The companies building context graphs now will have the infrastructure for the next generation of autonomous GTM.


Conclusion: Context Graphs Are GTM Infrastructure for the AI Era

The shift from "AI as a feature" to "AI as the operator" requires a fundamental rethinking of GTM data infrastructure.

Traditional tools give you signals. Context graphs give you meaning.

Traditional tools execute actions. Context graphs execute decisions and remember why.

Traditional tools measure activity. Context graphs close the loop from decision to outcome to learning.

Is It Worth the Investment?

Honestly? It depends on your stage and resources.

If you have:

  • SDR/AE teams doing manual research and routing
  • Multiple disconnected data sources (CRM, intent, enrichment)
  • Plans to use AI agents for GTM automation
  • Data engineering capacity or budget Then yes - context graphs will pay off. Teams report 40-60 minutes saved daily per rep, 20%+ pipeline capacity improvements, and the ability to scale outbound without scaling headcount.

If you don't have:

  • Dedicated data engineering resources
  • An outbound sales motion
  • Multiple data sources to unify

You might be better off starting with simpler intent tools and revisiting context graphs when you scale.

If you're building AI agents for GTM - whether for inbound, outbound, or marketing ops - the context graph is your foundation. It's the world model that enables AI to reason about your business instead of just pattern-matching on disconnected data.

Next steps:

  • DIY path: Start with Week 1 of our implementation guide above. PostgreSQL + the core entity model gets you surprisingly far.
  • See it in action: Book a demo to see how Warmly's AI agents operate on context graph infrastructure.
  • Go deeper: Explore our AI Signal Agent to see unified entity resolution in practice.


Context Graph Tools and Vendors (2026)

The context graph space is evolving rapidly. Here's a landscape view:

CategoryVendorsGTM Focus
GTM-Specific Context GraphsWarmly, Writer✅ Built for revenue teams
General EnterpriseAtlan, Graphlit, FluencyBroad enterprise, not GTM-specific
Intent Data + Orchestration[6sense](/p/comparison/vs-6sense), [Demandbase](/p/comparison/warmly-vs-demandbase)Signals without decision traces
Graph DatabasesNeo4j, TrustGraphInfrastructure, not applications
Data PlatformsSnowflake, DatabricksWarehouse, not context graph
Agent InfrastructureAWS AgentCore, LangChainAgent tooling, no GTM entity model
Key evaluation criteria:

1. Does it model GTM entities (Company, Person, Employment, Deal)?

2. Does it log decisions with context snapshots?

3. Does it support computed columns for AI efficiency?

4. Does it integrate with your CRM bidirectionally?

5. Can you export your decision traces?


Further Reading

The AI Infrastructure Trilogy

From Warmly

External Resources


Last updated: January 2026

The Agent Harness: What We Learned Running 9 AI Agents in Production

The Agent Harness: What We Learned Running 9 AI Agents in Production

Time to read

Alan Zhao

This is part of a 3-post series on AI infrastructure for GTM:
1. Context Graphs - The data foundation (memory, world model

2. Agent Harness - The coordination infrastructure (policies, audit trails (you are here)

3. Long Horizon Agents - The capability that emerges when you have both

Everyone's building AI agents. Almost no one's building the infrastructure to run them.

An agent harness is the infrastructure layer that provides AI agents with shared context, coordination rules, and audit trails. Without one, your agents will fail 3-15% of the time, contradict each other, and operate as black boxes you can't debug. We run 9 AI agents in production every day at Warmly. Here's what we learned about building the harness that makes them reliable.

The market is obsessed with making agents smarter. But intelligence isn't the bottleneck. Infrastructure is.


Quick Answer: Agent Harness Components by Use Case

Best for multi-agent coordination: Event-based routing with Temporal workflows - prevents agents from colliding or duplicating work.

Best for decision auditability: Decision ledger with full traces - every agent decision logged with reasoning, confidence scores, and context snapshots.

Best for context management: Unified context graph - single source of truth across CRM, intent signals, and website activity.

Best for policy enforcement: YAML-based policy engine - define rules once, enforce across all agents.

Best for continuous improvement: Outcome loop - link decisions to business results (meetings booked, deals closed) and learn from patterns.

Best for GTM teams getting started: Warmly's AI Orchestrator - production-ready agent harness with 9 workflows already built.


The Problem Nobody Talks About

Here's a stat that should worry you: tool calling - the mechanism by which AI agents actually do things - fails 3-15% of the time in production. That's not a bug. That's the baseline for well-engineered systems (Gartner 2025).

And it gets worse. According to RAND Corporation, over 80% of AI projects fail—twice the failure rate of non-AI technology projects. Gartner predicts 40%+ of agentic AI projects will be canceled by 2027 due to escalating costs, unclear business value, or inadequate risk controls.

Why? Because most teams focus on the wrong problem.

They're fine-tuning prompts. Switching models. Adding more tools. But the agents keep failing in production because there's no infrastructure holding them together. (For more on what works, see our guide to agentic AI orchestration.)

Think about it this way: You wouldn't deploy a fleet of microservices without Kubernetes. You wouldn't run a data pipeline without Airflow. But somehow, we're deploying fleets of AI agents with nothing but prompts and prayers.

That's where the agent harness comes in.


What is an Agent Harness?

An agent harness is the infrastructure layer between your AI agents and the real world. It does three things:

  1. Context: Gives every agent access to the same unified view of reality
  2. Coordination: Ensures agents don't contradict or duplicate each other
  3. Constraints: Enforces policies and creates audit trails for every decision

The metaphor is intentional. A harness doesn't slow down a horse - it lets the horse pull. Same principle. A harness doesn't limit your agents. It gives them the structure they need to actually work.

Without a harness, you get what I call the "demo-to-disaster" gap. Your agent works perfectly in a notebook. Then you deploy it, and within a week:

  • Agent A sends an email. Agent B sends a nearly identical email two hours later.
  • A customer asks "why did you reach out?" and nobody knows.
  • Your agents burn through your entire TAM before anyone notices the personalization is broken.

With a harness, you get agents that operate like a coordinated team instead of a bunch of interns who've never met. This is the foundation of what we call agentic automation - AI that can actually run autonomously in production.


Why AI Agents Fail in Production (The Real Reasons)

Let me be specific about why agents fail. This isn't theoretical. We've seen all of these.

Failure Mode 1: Context Rot

Here's something the model spec sheets don't tell you: models effectively utilize only 8K-50K tokens regardless of what the context window promises. Information buried in the middle shows 20% performance degradation. Approximately 70% of tokens you're paying for provide minimal value (Princeton KDD 2024).

This is called "context rot." Your agent has access to everything, but can actually use almost nothing.

The fix isn't a bigger context window. It's better context engineering - giving the agent exactly what it needs, when it needs it, in a format it can actually use.

Failure Mode 2: Agent Collision

This is the second-order problem that kills most multi-agent systems. You deploy Agent A to send LinkedIn messages. Agent B to send emails. Agent C to update the CRM. Each agent works perfectly in isolation. (This is exactly the problem that AI sales automation tools need to solve.)

Then Agent A messages a prospect at 9am. Agent B emails the same prospect at 11am. Agent C marks them as "contacted" but doesn't know which agent did what. The prospect gets annoyed. Your brand looks like a spam operation.

The agents aren't broken. They just have no idea what each other are doing.

Failure Mode 3: Black Box Decisions

A prospect asks: "Why did your AI reach out to me?"

If you can't answer that question with specifics - what signals the agent saw, what rules it applied, why it chose this action over alternatives - you have a black box problem.

Black boxes are fine for demos. They're disasters for production. You can't debug what you can't see. You can't improve what you can't measure. And you definitely can't explain to your legal team why the AI sent that message.


The Agent Harness Architecture

Here's the architecture we use to run 9 production agents at Warmly. It has four layers.

Layer 1: The Context Graph

A context graph is a unified data layer that gives every agent the same view of reality.

Most companies have their data scattered across a dozen systems. Intent signals in one tool. CRM data in another. Website activity somewhere else. Each agent has to query multiple APIs, stitch together partial views, and hope nothing changed in between.

That's a recipe for inconsistent decisions. Our context graph unifies three databases:

  • Terminus (port 5444): Company data, buying committees, ICP tiers, audience memberships
  • Warm Opps (port 5441): Website sessions, chat messages, intent signals, page visits
  • HubSpot: Deal stages, contact properties, activity history

This unified view is what enables person-based signals - knowing not just which company visited, but who specifically and what they care about.

Every agent queries the same graph. When Agent A looks up a company, it sees the same data Agent B would see. No API race conditions. No stale caches. One source of truth.

The graph has four sub-layers: Entity Layer: Core objects linked together

  • Company → People → Employments → Buying Committee
  • Signals → Sessions → Page Visits → Intent Scores

Ledger Layer: Immutable event stream (the "why" behind everything)

  • Activity events: website_visit, email_sent, meeting_booked
  • Signal events: new_hire, job_posting, bombora_surge
  • State snapshots: intentscorecomputed, icp_tier_assigned

Policy Layer: Rules that govern agent behavior

  • "Only reach out if intent_score > 50 AND icp_tier IN ['Tier 1', 'Tier 2']"
  • "Never contact accounts with active deals in Negotiation stage"

API Layer: Unified interface for all agents

  • GET: getCompanyContext(), getBuyingCommittee(), getPriorityRanking()
  • POST: syncToCRM(), addToLinkedInAds(), sendEmail()
  • OBSERVE: onEvent(), recordDecision(), recordOutcome()

Layer 2: The Policy Engine

Policies are rules that constrain what agents can do.

This sounds limiting. It's actually liberating. When agents know their boundaries, they can operate with more autonomy inside those boundaries.

Here's what a policy looks like:

yaml

policy:

 name: "outbound-qualification"

 version: "2.3"

 conditions:

  - field: "icpTier"

   operator: "in"

   value: ["Tier 1", "Tier 2"]

  - field: "intentScore"

   operator: "gte"

   value: 50

  - field: "dealStage"

   operator: "not_in"

   value: ["Negotiation", "Contracting", "Closed Won"]

 actions:

  allowed:

   - "send_email"

   - "add_to_salesflow"

   - "add_to_linkedin_audience"

  blocked:

   - "create_deal"

   - "update_deal_stage"

 human_review_threshold: 0.6

The policy engine evaluates every agent action against applicable policies before execution. If an action violates a policy, it's blocked. If confidence is below the review threshold, it's queued for human approval.

This is how you deploy agents without worrying they'll burn through your TAM or message the CEO of your biggest customer. (If you're evaluating AI SDR agents, this is the first thing to check: what policies can you set?)

Layer 3: The Decision Ledger

Every agent decision gets recorded. Not just what happened - why it happened. Here's what a decision trace looks like:

json
{
  "decisionId": "dec_7f8a9b2c",
  "timestamp": "2026-01-17T14:32:18Z",
  "agent": "lead-list-builder",
  "workflowId": "manual-list-sync-a0396ff9-1737135132975",


  "decisionType": "reach_out",


  "reasoning": {
    "summary": "High intent Tier 1 account with active buying committee, no recent outreach",
    "factors": [
      {"factor": "intentScore", "value": 72, "weight": 0.3, "contribution": "high"},
      {"factor": "icpTier", "value": "Tier 1", "weight": 0.25, "contribution": "high"},
      {"factor": "buyingCommitteeSize", "value": 4, "weight": 0.2, "contribution": "medium"},
      {"factor": "daysSinceLastContact", "value": 45, "weight": 0.15, "contribution": "high"},
      {"factor": "dealStage", "value": null, "weight": 0.1, "contribution": "neutral"}
    ],
    "confidence": 0.85
  },


  "contextSnapshot": {
    "company": "acme.com",
    "intentScore": 72,
    "icpTier": "Tier 1",
    "buyingCommittee": ["Sarah Chen (CRO)", "Mike Davis (RevOps)", "Lisa Park (VP Sales)"],
    "recentSignals": ["pricing_page_visit", "competitor_research", "new_sales_hire"]
  },


  "policyApplied": {
    "policyId": "outbound-qualification",
    "version": "2.3",
    "result": "approved"
  },


  "action": {
    "type": "add_to_sdr_list",
    "parameters": {
      "listId": "high-intent-2026-01-17",
      "assignedSDR": "[email protected]",
      "priority": "high"
    }
  },


  "methodology": {
    "approach": "Weighted scoring against closed-won deal patterns",
    "dataSourcesQueried": ["terminus", "warm_opps", "hubspot"],
    "modelUsed": "internal-scoring-v3",
    "tokensConsumed": 0
  }
}

When someone asks "why did we reach out to Acme?", you can pull up the exact decision trace. You can see the intent score was 72, the account was Tier 1, they had 4 buying committee members identified, and they hadn't been contacted in 45 days.

That's not a black box. That's a transparent, auditable decision system.

Layer 4: The Outcome Loop

The decision ledger captures what the agent decided. The outcome loop captures what actually happened.

json
{
  "decisionId": "dec_7f8a9b2c",
  "outcomes": [
    {
      "timestamp": "2026-01-18T09:15:00Z",
      "event": "email_sent",
      "details": {"to": "[email protected]", "template": "high-intent-cro"}
    },
    {
      "timestamp": "2026-01-19T14:22:00Z",
      "event": "email_opened",
      "details": {"opens": 3}
    },
    {
      "timestamp": "2026-01-22T11:00:00Z",
      "event": "meeting_booked",
      "details": {"type": "demo", "attendees": 2}
    }
  ],
  "businessOutcome": {
    "result": "opportunity_created",
    "value": 45000,
    "daysToOutcome": 5
  }
}

Now you can answer the question: "Did that decision work?"

Over time, this creates a feedback loop. You can see which factors actually correlate with meetings booked. You can adjust the weights. You can A/B test policies. The system gets smarter because it learns from its own decisions.


How We Coordinate 9 Agents Without Chaos

Running one agent is easy. Running nine agents that don't step on each other? That's where most teams fail.

Here's our approach.

The Second-Order Problem

When you have multiple agents operating in parallel, each agent makes locally optimal decisions that can be globally suboptimal.

Agent A sees high intent and sends an email.
Agent B sees high intent and adds them to a LinkedIn campaign.
Agent C sees the email was sent and updates the CRM.

Each agent did the right thing based on its view. But the prospect just got hit with three touches in 24 hours. That's not orchestration. That's spam.

This is the second-order problem: agents lose context of each other.

The Solution: Event-Based Coordination

We use Temporal for workflow orchestration. Every agent action publishes to a shared event stream. A routing layer watches the stream and prevents collisions.

typescript
export async function gtmDailyWorkflow(input: {
  organizationId: string;
  config: GTMAgentConfig;
}): Promise<GTMAgentResult> {


  // Step 1: Identify high-intent accounts
  const highIntent = await activities.identifyHighIntentAccounts({
    organizationId: input.organizationId,
    lookbackDays: 7,
    minIntentScore: 50
  });


  // Step 2: Filter by policies (CRM status, recent contact, etc.)
  const qualified = await activities.applyQualificationPolicies({
    accounts: highIntent,
    policies: ['no-active-deals', 'no-recent-outreach', 'icp-tier-filter']
  });


  // Step 3: Get buying committees (parallel execution)
  const withCommittees = await Promise.all(
    qualified.map(account =>
      activities.getBuyingCommittee({
        domain: account.domain,
        organizationId: input.organizationId
      })
    )
  );


  // Step 4: Route to appropriate channels (with coordination)
  const routingDecisions = await activities.routeToChannels({
    accounts: withCommittees,
    availableChannels: ['email', 'linkedin', 'linkedin_ads'],
    coordinationRules: {
      maxTouchesPerDay: 1,
      channelCooldown: { email: 72, linkedin: 48 }, // hours
      requireDifferentChannels: true
    }
  });


  // Step 5: Execute actions (parallel, with rate limiting)
  const results = await activities.executeRoutedActions({
    decisions: routingDecisions,
    recordDecisionTraces: true
  });


  // Step 6: Sync outcomes to CRM
  await activities.syncToCRM({
    results,
    updateFields: ['last_contact_date', 'outreach_channel', 'agent_decision_id']
  });


  return {
    accountsProcessed: qualified.length,
    actionsExecuted: results.filter(r => r.success).length,
    decisionsRecorded: results.length
  };
}

The coordination rules are explicit:

  • Max 1 touch per day per account
  • 72-hour cooldown after email before another email
  • 48-hour cooldown after LinkedIn
  • Require different channels if multiple touches The routing layer enforces these rules across all agents. Agent B can't send a LinkedIn message if Agent A sent an email 6 hours ago—the coordination layer blocks it.

What This Looks Like in Practice

We run 9 workflows in production:

WorkflowTriggerWhat It Does
listSyncWorkflowHourly scheduleSyncs audience memberships to HubSpot
manualListSyncWorkflowOn-demandTriggered list syncs for specific audiences
buyingCommitteeWorkflowNew high-intent accountIdentifies decision makers, champions, influencers (see [AI Data Agent](/p/ai-agents/ai-data-agent))
buyingCommitteePersonaFinderProcessingWorkflowNew company in ICPFinds people matching buyer personas
buyingCommitteePersonaClassificationProcessingWorkflowNew person identifiedClassifies persona (CRO, RevOps, etc.)
webResearchWorkflowNew target accountResearches company context for personalization
leadListBuilderWorkflowDaily 6amBuilds prioritized SDR target lists (powers [AI Outbound](/p/blog/ai-outbound-sales-tools))
linkedInAudienceWorkflowNew qualified contactAdds contacts to LinkedIn Ads audiences
crmSyncWorkflowAny outreach actionUpdates HubSpot with agent activities

All 9 workflows query the same context graph. All 9 publish to the same event stream. All 9 are constrained by the same policies.

That's how you get coordination without chaos.


Agent Harness vs. No Harness: What Changes

ScenarioWithout HarnessWith Harness
**Agent A emails prospect**No record of context or reasoningFull decision trace: signals seen, policy applied, confidence score
**Agent B wants to message same prospect**Has no idea Agent A already reached outSees Agent A's action in event stream, waits for cooldown
**Prospect asks "why did you contact me?"**"Uh... our AI thought you'd be interested?""You visited our pricing page 3 times, matched our ICP, and your company just hired a new sales leader"
**Agent makes bad decision**Black box—can't debugFull trace—see exactly what went wrong
**New policy needed**Update prompts across all agentsUpdate policy once, all agents comply
**Want to A/B test approach**Manual tracking in spreadsheetsBuilt-in—compare outcomes by policy version

When You Need a Harness (And When You Don't)

Let me be honest: not everyone needs this. You probably don't need a harness if:

  • You have one agent doing one thing
  • The agent doesn't make autonomous decisions
  • You're in demo/prototype phase
  • The cost of failure is low You definitely need a harness if:
  • You have multiple agents that could interact
  • Agents make decisions that affect customers
  • You need to explain decisions to stakeholders (legal, customers, executives)
  • You want agents to improve over time
  • The cost of failure is high (brand damage, TAM burn, compliance risk)

For most GTM teams, the answer is: you need a harness sooner than you think. (Not sure where to start? Check out our guide to AI for RevOps.)

The moment you deploy a second agent, you have a coordination problem. The moment an agent contacts a customer, you have an auditability requirement. The moment you want to improve performance, you need outcome tracking.


Build vs. Buy: What an Agent Harness Actually Costs

Let's talk numbers. Building an agent harness in-house is a significant investment.

Build It Yourself

ComponentEngineering TimeOngoing Cost
Context graph (unified data layer)2-3 months$2-5K/mo infrastructure
Event stream + coordination1-2 months$500-2K/mo (Kafka/Redis)
Policy engine1-2 monthsMinimal
Decision ledger1 month$500-1K/mo (storage)
Outcome tracking + analytics1-2 months$500-1K/mo
Workflow orchestration (Temporal)1 month$500-2K/mo
**Total****8-12 months****$4-11K/mo**
Plus: 1-2 senior engineers dedicated to maintenance, debugging, and improvements. At $200K+ fully loaded, that's $17-33K/mo in labor alone.

Realistic all-in cost to build: $250-500K first year, $150-300K/year ongoing.

Buy a Platform

Most enterprise agent platforms with harness capabilities:

Platform TypeAnnual CostWhat You Get
Point solutions (single agent)$10-25K/yrOne agent, limited coordination
Mid-market platforms$25-75K/yr2-4 agents, basic orchestration
Enterprise ABM/intent (6sense, Demandbase)$100-200K/yrIntent data + some automation
Full agent harness (Warmly)[$10-25K/yr](/p/pricing)4+ agents, full orchestration, decision traces

The math: If you have a RevOps or data engineering team that can dedicate 8+ months to building infrastructure, building might make sense. If you need agents in production in weeks, buy.

When Building Makes Sense

  • You have unique data sources no platform supports
  • You need custom compliance/audit requirements
  • You have 3+ engineers who can dedicate 50%+ time
  • You're already running Temporal or similar orchestration

When Buying Makes Sense

  • You need results in weeks, not months
  • Your team is <20 people (can't afford dedicated infra engineers)
  • You want to focus on GTM strategy, not infrastructure
  • You need proven coordination patterns (not experimenting)


Getting Started: The Minimum Viable Harness

You don't need to build all four layers on day one. Here's how to start:

Week 1: Unified Context

  • Pick your 2-3 critical data sources
  • Build a single API that queries all of them
  • Every agent calls this API instead of querying sources directly

Week 2: Event Stream

  • Every agent action publishes an event
  • Events include: agent ID, action type, target (company/person), timestamp
  • Simple coordination rule: block duplicate actions within N hours

Week 3: Decision Logging

  • For every decision, log: what the agent saw, what it decided, why
  • Doesn't need to be the full trace structure—start simple
  • Make logs queryable (you'll need them for debugging)

Week 4: Outcome Tracking

  • Link decisions to outcomes (email opened, meeting booked, deal created)
  • Start measuring: which decisions led to good outcomes?
  • Use this to refine policies That's your minimum viable harness. Four weeks of work, and your agents go from "black boxes that might work" to "observable systems you can debug and improve."


The Long Horizon Connection

Everything we've described - context graphs, coordination, decision traces, outcome loops - serves one goal: enabling long horizon agents.

Long horizon agents are AI systems that complete complex, multi-step tasks spanning hours, days, or weeks. According to METR research, AI agent task completion capability is doubling every ~7 months. By late 2026, agents may routinely complete tasks requiring 50-500 sequential steps - the kind of complex workflows that define B2B sales cycles.

Why the harness enables long horizon: Without an agent harness, long horizon agents are impossible:

  • No persistent memory → Agent forgets what it learned last week
  • No coordination → Multiple agents contradict each other across days
  • No decision traces → Can't debug why the agent went off-course
  • No outcome loops → Agent never improves from experience

With a harness, agents can:

  • Remember that they contacted Sarah 3 weeks ago and she said "not now, Q2"
  • Coordinate with marketing agents so the prospect gets a consistent experience
  • Explain why they prioritized this account over others
  • Learn that LinkedIn outreach to VPs at high-intent accounts closes 40% better than cold email

The agentic loop: Long horizon agents operate through a perceive-think-act-reflect cycle that spans weeks:

Week 1: Perceive high-intent signal → Think about buying committee → Act with targeted outreach

Week 2: Perceive reply → Think about objection handling → Act with relevant case study

Week 3: Perceive meeting request → Think about deal strategy → Act with champion enablement

Week 4+: Reflect on outcome → Update policies for future accounts

The harness provides the infrastructure for each step. The [context graph](/p/blog/context-graphs-for-gtm) provides the perceive layer. The policy engine provides the think layer. The coordination layer provides the act layer. The outcome loop provides the reflect layer.

Short-horizon agents (1-15 steps in minutes) will become table stakes. Competitive advantage comes from agents that reason across quarters.


The Bigger Picture: Why Infrastructure Wins

Here's what I believe: the AI agent wars will be won by infrastructure, not intelligence.

Model capabilities are converging. GPT-4o, Claude, Gemini - they're all good enough for most GTM use cases. The marginal gains from switching models are shrinking. That's why we focus on agentic workflows rather than model selection.

What's not converging is infrastructure. The teams that build robust harnesses - unified context, coordination, auditability, learning loops - will compound their advantage over time.

Their agents will get smarter because they learn from outcomes. Their agents will be more reliable because they're constrained by policies. Their agents will be more trustworthy because every decision is traceable.

The teams without harnesses will keep chasing the next model upgrade, wondering why their agents still fail 10% of the time.

Build the harness. The agents will thank you.


FAQ

What is an agent harness?

An agent harness is the infrastructure layer that provides AI agents with shared context, coordination rules, and audit trails. It ensures multiple agents can work together without contradicting each other, while maintaining full traceability of every decision. The harness sits between your agents and the real world, handling context management, policy enforcement, decision logging, and outcome tracking.

How do you coordinate multiple AI agents?

Coordinate multiple AI agents using event-based routing with explicit coordination rules. Every agent action publishes to a shared event stream. A routing layer watches the stream and prevents collisions—for example, blocking Agent B from emailing a prospect if Agent A already messaged them within a cooldown period. Define rules like "max 1 touch per day" and "72-hour cooldown between same-channel touches" and enforce them centrally.

Why do AI agents fail in production?

AI agents fail in production for three main reasons: (1) Context rot—models effectively use only 8K-50K tokens regardless of context window size, so critical information gets lost. (2) Agent collision—multiple agents make locally optimal decisions that are globally suboptimal, like two agents messaging the same prospect within hours. (3) Black box decisions—no audit trail means you can't debug failures or explain decisions to stakeholders.

What's the difference between AI agent orchestration and an agent harness?

Orchestration is about sequencing tasks—making sure step B happens after step A. A harness provides the infrastructure that makes orchestration reliable: shared context so agents see the same data, coordination rules so agents don't collide, policy enforcement so agents stay within bounds, and decision logging so you can debug and improve. You need both, but the harness is the foundation.

How do you debug AI agent decisions?

Debug AI agent decisions using decision traces that capture the full reasoning chain. Each trace should include: (1) the context the agent saw (intent score, ICP tier, recent signals), (2) the policy that was applied, (3) the confidence score, (4) the action taken, and (5) the outcome. When something goes wrong, pull up the trace and see exactly what the agent knew and why it made that choice.

What is a context graph for AI agents?

A context graph is a unified data layer that gives every AI agent the same view of reality. Instead of each agent querying multiple APIs and stitching together partial views, all agents query a single graph that combines data from your CRM, intent signals, website activity, and other sources. This ensures consistent decisions and eliminates the "different agents seeing different data" problem.

How many AI agents can you run in production?

There's no hard limit, but complexity scales non-linearly. We run 9 agents in production with strong coordination. The key is having infrastructure (the harness) that scales with agent count. Without a harness, 2-3 agents become unmanageable. With a harness, you can run dozens - the coordination layer handles the complexity.


Further Reading

The AI Infrastructure Trilogy

Agentic AI Fundamentals

AI Agents for Sales & GTM

RevOps & Infrastructure

Warmly Product Pages

Competitor Comparisons

External Resources


We're building the agent harness for GTM at Warmly. If you're running AI agents in production and want to compare notes, Book a demo or check out our Pricing.


Last updated: January 2026

Long Horizon Agents for GTM: Why Short-Sighted AI Fails (And How to Build Systems That Think in Quarters)

Long Horizon Agents for GTM: Why Short-Sighted AI Fails (And How to Build Systems That Think in Quarters)

Time to read

Alan Zhao

Most "AI agents" for GTM have the memory of a goldfish. Here's how to build systems that actually learn from outcomes.

This is part of a 3-post series on AI infrastructure for GTM:
1. Context Graphs - The data foundation (memory, world model

2. Agent Harness - The coordination infrastructure (policies, audit trails

3. Long Horizon Agents - The capability that emerges when you have both (you are here)


Quick Answer: Long Horizon Agents for GTM

What is a long horizon agent?
Long-horizon agents are advanced AI systems designed to autonomously complete complex, multi-step tasks that span extended periods—typically involving dozens to hundreds of sequential actions, decisions, and iterations over hours, days, or weeks. Unlike short-horizon agents that execute a handful of steps in minutes, long-horizon agents maintain persistent context, track decisions across time, and learn from outcomes to improve future performance.

Best architecture for long horizon GTM agents: A 5-layer stack combining Context Graphs (entity relationships), Decision Ledgers (immutable audit trails), and Policy Engines (rules that evolve from outcomes). This enables AI to remember past interactions, understand buying committee dynamics, and improve based on what actually closed.

Best use case for long horizon agents: Account-based revenue motions where the buying cycle spans 60-180 days and requires coordinated multi-channel engagement with multiple stakeholders. Think enterprise SaaS, not transactional e-commerce.

Who benefits most from long horizon agents:

  • B2B companies with 30+ day sales cycles
  • Teams running ABM motions across multiple channels
  • Revenue orgs that need to coordinate SDR, AE, and marketing touches
  • Companies tired of "AI SDRs" that spam without context

Who shouldn't invest in long horizon agents: PLG companies with sub-7-day sales cycles where quick automation is sufficient, or teams without the data infrastructure to feed a persistent context layer.

Best long horizon agent platforms (2026):

  • Warmly - Best for mid-market and enterprise B2B with 400M+ profile context graph and buying committee tracking
  • Clari/Salesloft - Best for revenue intelligence and forecasting in complex cycles
  • 6sense - Best for ABM-focused intent data with account identification
  • Gong - Best for conversation intelligence with deal progression insights


The Problem: Your AI Has Amnesia

Here's what happens with most AI sales automation today:

  1. Website visitor identified
  2. AI sends email sequence
  3. No response
  4. AI forgets everything
  5. Same person visits again
  6. AI sends the same sequence
  7. Prospect annoyed, account burned This isn't intelligence. It's automation with a lobotomy.

The deeper problem: GTM doesn't happen in moments. It happens over months.

A typical B2B deal involves:

  • 6-10 stakeholders in the buying committee
  • 15-20 touchpoints across channels
  • 60-180 days from first touch to close
  • Dozens of micro-decisions about who to contact, when, and with what message

When your AI can't remember what happened last week, it can't optimize for what closes next quarter.

Most agentic AI examples you'll read about are "short horizon" by design. They optimize for task completion (send this email, update this record) rather than goal achievement (close this deal, expand this account).

That's like judging a chess player by how fast they move pieces instead of whether they win games.


What Makes Long Horizon Agents Different

Long horizon agents aren't just "better AI." They're architecturally different - and the capability gap is widening fast.

According to METR (Model Evaluation & Threat Research), AI agent task completion capability is doubling approximately every 7 months. What took frontier AI systems 50+ hours to complete in 2024 now takes under an hour. The implication: long-horizon autonomous agents are coming to GTM whether you're ready or not.

Sequoia Capital's research suggests that by late 2026, AI agents may routinely complete tasks requiring 50-500 sequential steps - the kind of complex, multi-stakeholder workflows that define B2B sales cycles. Short-horizon agents (1-15 steps completed in minutes) will become table stakes; competitive advantage will come from systems that can reason across weeks and quarters.

Here are the six characteristics that separate long horizon agents from task-level automation:

1. Persistent Entity Memory

Short horizon agents process events. Long horizon agents maintain a world model.

The difference:

A proper GTM intelligence system knows that John isn't just a visitor. He's part of a buying committee, has a relationship history with your company, and his behavior pattern suggests he's in evaluation mode.

This requires what we call a Context Graph: a unified data structure connecting companies, people, deals, activities, and outcomes. Not a flat CRM record. A living map of relationships.

2. Decision Traces (Not Just Action Logs)

Most tools log what happened. Long horizon agents log why. Every decision gets recorded with:

  • What was decided
  • What information existed at decision time
  • What policy or rule triggered the decision
  • What outcome resulted (filled in later)

Why this matters: Three months from now, when you're analyzing why certain deals closed and others didn't, you need to know what the AI was thinking. Not just that it sent an email, but why it chose that channel, that message, that timing.

Without decision traces, AI agents are black boxes. With them, you get full auditability and the ability to actually learn from outcomes.

3. Outcome Attribution Across Time

Here's the question short horizon agents can't answer: "Did that LinkedIn message we sent in January contribute to the deal that closed in April?"

Long horizon agents maintain the thread. They know:

  • First touch was a website intent signal on Jan 15
  • LinkedIn outreach on Jan 20 got a reply
  • Meeting booked Feb 3
  • Deal created Feb 10
  • Champion changed jobs (detected via social signals)
  • New champion engaged March 1
  • Deal closed April 15

This isn't just nice for reporting. It's essential for learning. If you don't connect decisions to outcomes, your AI never improves.

4. Policy Evolution (Not Static Rules)

Traditional automation: "If lead score > 50, send email sequence A." Long horizon agents: "If lead score > 50 AND past outcomes show email works better than LinkedIn for this persona AND we haven't touched this account in 14 days AND the champion is active on LinkedIn this week, send LinkedIn message. Log the decision. Update policy if outcome differs from expectation."

Policies are versioned rules that evolve based on what actually works. When the data shows your timing assumptions were wrong, the policy updates. When a new channel outperforms old ones, the policy adapts.

This is how AI gets smarter over quarters, not just faster at executing the same playbook.

5. Memory Architecture (Short-Term vs. Long-Term)

Understanding AI agent memory is critical for evaluating long horizon capabilities. There are two types that matter:

Short-term memory enables an AI agent to remember recent inputs within a session or sequence. This is what most AI SDRs have: they remember the conversation you're having right now, but forget it tomorrow.
Long-term memory persists knowledge across sessions, tasks, and time. This is what separates long horizon agents from task-level automation. Long-term memory enables:

  • Recalling that you spoke to this person 6 months ago
  • Knowing their objections from the last conversation
  • Understanding their relationship to other stakeholders
  • Tracking how their engagement pattern has evolved

The technical challenge: Most LLMs are stateless by default. Every interaction exists in isolation. Building persistent memory requires explicit architecture decisions:

  • What gets stored: Entity facts, decision traces, conversation summaries
  • How it's retrieved: Semantic search, graph traversal, computed summaries
  • How it's updated: Real-time event processing, periodic refresh, outcome attribution

Platforms like Mem0, Letta, and Redis provide memory infrastructure. But for GTM-specific use cases, you need memory that understands sales concepts: buying committees, deal stages, engagement patterns, champion relationships.

That's why we built our memory layer on top of a Context Graph rather than generic memory infrastructure. The graph knows that "Sarah from Acme" isn't just a contact to remember. She's a champion on deal #1234, reports to the CRO, previously worked at your customer BigCo, and has been increasingly engaged over the past 30 days.

6. Multi-Agent Coordination

Real GTM involves multiple motions happening simultaneously:

  • SDR outbound to new contacts
  • Marketing nurture to known leads
  • AE follow-up on active opportunities
  • CS expansion plays on existing accounts

Short horizon agents step on each other. One sends an email while another triggers a LinkedIn sequence while marketing drops them into a nurture campaign. The prospect gets three touches in one day from the same company.

Long horizon agents share context. They know what other agents have done, what's planned, and coordinate to avoid conflicts. The AI prospector knows the AI nurture agent already engaged this contact, so it waits.


Architecture Deep Dive: How Long Horizon Actually Works

Let me show you what this looks like in practice. This is the architecture we've built at Warmly after years of iterating on what actually works for AI marketing agents.

Layer 1: The Context Graph (World Model)

A Context Graph (sometimes called a Common Customer Data Model) is the foundation of long horizon GTM intelligence. Unlike flat CRM records or simple data warehouses, a context graph captures how decisions happen: what decisions were made, what changed, and why an account moved the way it did.

This is increasingly recognized as critical infrastructure. Foundation Capital argues that one of the next trillion-dollar opportunities in AI will come from context graphs: systems that capture decision traces. Companies like Vendelux and Writer are building context graphs for specific GTM use cases.

The key insight: Salesforce may be your system of record, but it's not your source of truth. In an agent era, that gap becomes a hard limit because agents don't just need final fields. They need comprehensive context and decision traces. Enterprise systems were built to store records (data and state), not to capture decision logic as it unfolds (reasoning and context).

Everything starts with unified entity resolution. You can't have long horizon reasoning if you can't answer "is this the same person across my 12 systems?"

Our approach uses multi-vendor consensus:

  1. Query Clearbit, ZoomInfo, PDL, Demandbase for the same entity
  2. Compare returned data across vendors
  3. Accept matches where 2+ vendors agree
  4. Flag conflicts for human review

This achieves ~90% accuracy on identity resolution. Good enough for AI to operate autonomously while flagging edge cases.
The graph contains: Core Entities:

  • Company: Firmographics, technographics, ICP scoring, engagement history
  • Person: Contact data, role, seniority, social presence, communication preferences
  • Employment: Links people to companies with temporal awareness (current vs. past roles)
  • Deal: Opportunities with stages, buying committee, activity timeline
  • Activity: Every touchpoint across every channel, linked to entities

The magic is in relationships:

  • Person A works at Company B
  • Person A is champion on Deal C
  • Person A previously worked at Company D (which is your customer)
  • Company B competes with Company E

This relationship-first structure is what enables person-based signals to actually drive intelligent action.

Layer 2: The Decision Ledger (Audit Trail for AI)

An AI audit trail documents what the agent did, when, why, and with what data. This isn't just nice for debugging. It's increasingly required for compliance and trust.

The EU AI Act mandates that high-risk AI systems maintain decision logs for oversight. The FINOS AI Governance Framework recommends implementing "Chain of Thought" logging that allows a human reviewer to step through the agent's decision-making process.

For GTM specifically, audit trails answer the questions your leadership will ask:

  • "Why did the AI send that message to the CEO of our target account?"
  • "What information did the system have when it made that routing decision?"
  • "Did this outreach sequence actually contribute to the deal that closed?"

Every decision the system makes gets logged immutably:

Decision Record:

 timestamp: 2026-01-15T10:30:00Z

 decision_type: channel_selection

 entity: person:uuid-123

 context_snapshot: { full entity state at decision time }

 decision: linkedin_message

 reasoning: "High LinkedIn engagement, email bounced previously,

       similar personas responded 40% better to LinkedIn"

 policy_version: v2.3.1

 outcome: null // Filled when we observe result


The key insight: Audit trails turn AI from a "black box" into a "glass box" where every insight has a traceable lineage. When a discrepancy arises, you can trace it back to the exact step where the logic diverged.

Three months later, when we know whether this outreach contributed to a closed deal, we update the outcome field. Now we have labeled training data for improving the system. This creates a closed loop between decisions and outcomes that enables continuous improvement.

Layer 3: The Policy Engine

Policies sit between raw AI capabilities and production execution. They encode:

  • Business rules (ICP definitions, territory assignments)
  • Compliance constraints (touch frequency limits, opt-out handling)
  • Learned preferences (channel selection by persona, timing by seniority)

Policies are versioned like code. When outcomes show something isn't working, you update the policy and track exactly what changed.
Example policy evolution:

  • v1.0: "Always email first, then LinkedIn"
  • v2.0: "Email first for Directors, LinkedIn first for VPs" (learned from 6 months of outcomes)
  • v2.1: "LinkedIn first for VPs, except on Mondays" (learned from engagement data)

Layer 4: Computed Columns (Token Efficiency)

Here's something most people miss: raw data is too expensive for LLMs.

If you send an AI agent the full activity history for a company (1,000+ events), you're burning tokens and getting worse decisions. The model gets lost in noise.

Solution: pre-compute meaningful summaries.

Instead of:

activities: [1000 raw page view events...]

The context graph provides:

`engagement_score: 85

buying_stage: evaluation

last_pricing_view: 2 days ago

sessions_30d: 12

key_pages: [pricing, vs-competitor, case-studies]

engagement_trend: increasing

champion_identified: true

The AI gets meaning without noise. This reduces token consumption by 10-100x while actually improving decision quality.

Layer 5: The Learning Loop

This is where long horizon pays off:

`Signal Ingested → Decision Made → Action Executed → Outcome Observed → Learning Applied → Policy Updated

Each step is logged. When outcomes arrive (reply received, meeting booked, deal closed), they're connected back to the decisions that preceded them.

Over quarters, the system learns:

  • Which channels work for which personas
  • What timing patterns drive responses
  • Which message angles resonate with specific ICPs
  • When to escalate to humans vs. proceed autonomously

This isn't fine-tuning the model. It's improving the policies the model operates under. Much more practical and controllable.


Use Cases by Time Horizon

Not every GTM motion needs long horizon agents. Here's how to think about it:

7-Day Horizon: Tactical Response

Use case: Responding to high-intent website visitors
What matters: Speed, relevance, basic personalization
Architecture needs: Real-time signals, basic enrichment, fast execution

For this, traditional AI agentic workflows work fine. Someone hits your pricing page, you want to engage quickly. A short horizon agent can handle this.
Tools that work: Most AI SDR platforms, basic automation

30-Day Horizon: Campaign Execution

Use case: Running outbound sequences to target accounts
What matters: Message variation, response handling, sequence optimization

Architecture needs: Contact-level memory, A/B testing, basic outcome tracking

This is where most "AI SDR" tools live. They can run a 4-week sequence without embarrassing repetition. But they struggle with anything longer.

Limitation: If the prospect doesn't respond in 30 days, the system forgets them. When they return 60 days later showing high intent, it starts over.

90-Day Horizon: Deal Acceleration

Use case: Supporting opportunities through the sales cycle
What matters: Buying committee tracking, multi-stakeholder coordination, deal intelligence
Architecture needs: Entity relationships, decision traces, cross-channel coordination

This is where long horizon agents shine. The system knows:

  • Who's in the buying committee and their roles
  • What each stakeholder has seen and responded to
  • Which objections have been raised and addressed
  • When the deal is at risk based on engagement patterns

Requirement: Context Graph + Decision Ledger architecture

180-Day+ Horizon: Strategic ABM

Use case: Long-term account development, expansion plays, re-engagement
What matters: Relationship continuity, organizational memory, outcome attribution
Architecture needs: Full long horizon architecture with policy evolution

Enterprise deals and expansion motions require AI that thinks in quarters. The champion you cultivated last year might change jobs. The deal you lost might be winnable when their contract renews. The pattern that worked for similar accounts should inform new approaches.

This level requires the full stack: Context Graph, Decision Ledger, Policy Engine, and Learning Loop.


Implementation Comparison: Long Horizon Capabilities

Here's an honest assessment of how different approaches stack up:

‎‎

Where Traditional Tools Work

If your sales cycle is under 14 days and you're optimizing for volume, you don't need long horizon complexity. Agentic automation at the task level is sufficient.

Tools like basic Outreach/Salesloft sequences, simple AI email writers, and standard marketing automation handle this fine.

Long Horizon Platform Comparison (2026)

‎‎‎

Reading the table:

  • Memory Duration: How long does context persist for a specific contact?
  • Context Graph: Does the system model entity relationships beyond flat records?
  • Decision Traces: Can you see why the AI made a specific decision?
  • Buying Committee: Does the system understand multi-stakeholder deals?

Where Long Horizon Is Required

  • Enterprise sales (60+ day cycles)
  • ABM programs targeting specific accounts over time
  • Expansion revenue requiring relationship continuity
  • Any motion where you need to know "what actually worked?"


Pricing Comparison: Long Horizon Platforms (2026)


Pricing Details by Platform

Warmly offers a modular approach with a free tier (500 visitors/month). Paid plans scale by capability: AI Data Agent starts at $10,000/yr, AI Inbound Agent at $16,000/yr, AI Outbound Agent at $22,000/yr, and Marketing Ops Agent at $25,000/yr. View pricing

11x.ai doesn't publish pricing publicly. Third-party sources report costs ranging from $1,200/month (with discounts) to $5,000/month depending on features and commitment. Annual contracts are typically required. Vendr data

6sense uses custom enterprise pricing. According to Vendr, the median buyer pays $55,211/year, with costs ranging up to $130,000+/year for full enterprise access. Implementation fees add $5,000-$50,000 depending on complexity.

Gong charges a platform fee ($5,000-$50,000/year) plus per-user costs ($1,300-$1,600/user/year). A 50-user deployment typically costs $85,000+ annually before onboarding fees ($7,500). Gong pricing page

Clari (now merged with Salesloft) offers modular pricing: Core forecasting runs ~$100-125/user/month, Copilot conversation intelligence adds ~$100/user/month. Full-featured deployments reach $200-310/user/month. Vendr data

Salesloft offers tiered pricing: Standard ($75/user/month), Professional ($125/user/month), and Advanced ($175/user/month). Volume discounts of 33-45% are available at 25+ users. Salesloft pricing page

Outreach pricing isn't publicly listed but industry estimates place it at $100-160/user/month. Enterprise deployments (200+ users) can negotiate 9-55% discounts on multi-year contracts. Outreach pricing page

HubSpot Sales Hub has transparent pricing: Starter at $20/seat/month, Professional at $100/seat/month (+ $1,500 onboarding), Enterprise at $150/seat/month (+ $3,500 onboarding, annual commitment required). HubSpot pricing page

Hidden Costs to Watch

Beyond subscription fees, budget for:

  • Implementation: $5,000-$75,000 depending on complexity and vendor
  • Training: $300-$500/user for certification programs
  • Integrations: Custom integrations can add $10,000-$50,000
  • Overages: Credit-based systems (6sense, data enrichment) charge for usage beyond limits
  • Renewal increases: Many contracts include automatic price increases (negotiate caps)

Negotiation Tips

Based on Vendr transaction data and user reports:

  • End-of-quarter timing can yield 20-40% discounts
  • Multi-year commitments unlock 8-15% additional savings
  • Bundling multiple products improves per-user pricing
  • Competing bids create leverage (vendors know when you're evaluating alternatives)


Warmly's Approach

We built long horizon architecture because our customers sell to enterprises with multi-stakeholder buying committees. The AI inbound agent needs to know that the visitor today was nurtured by the AI marketing ops agent last month.

Our system maintains:

  • 400M+ person profiles with multi-vendor consensus
  • Entity relationships across companies, people, and deals
  • Decision traces for every AI action
  • Outcome attribution from touch to close

We're not the right fit if you need high-volume, low-touch automation. We're built for teams where context compounds.


How to Evaluate Long Horizon Capabilities

If you're evaluating AI GTM tools, here are the questions that separate genuine long horizon systems from marketing claims:

1. "How long do you retain context for a specific contact?"

Bad answer: "We personalize based on recent activity"

Good answer: "We maintain full entity history with computed summaries, typically 12-18 months of context"

2. "Can you show me the decision trace for a specific action?"

Bad answer: "We log all actions in an activity feed"

Good answer: "Here's the exact context, policy version, and reasoning that led to this decision, plus the outcome when we observed it"

3. "How do you handle the same person across multiple systems?"

Bad answer: "We sync with your CRM"

Good answer: "We run multi-vendor identity resolution with consensus scoring, achieving ~90% accuracy on entity matching"

4. "How does the system improve over time?"

Bad answer: "We use the latest AI models"

Good answer: "We track decision-to-outcome attribution and update policies based on what actually drives revenue"

5. "How do you prevent duplicate or conflicting touches?"

Bad answer: "We have suppression lists"

Good answer: "Multi-agent coordination with shared context means agents know what others have done and planned"


The Honest Limitations

Long horizon agents aren't magic. Here's where they struggle:

Data requirements are real. You need enough volume to learn patterns. If you close 5 deals a quarter, there's not enough signal to train on.

Complexity costs. Building and maintaining this architecture is harder than buying a simple tool. It's worth it for the right use cases, overkill for others.

Cold start problem. The system gets smarter over quarters. Month one won't be dramatically better than simpler tools.
Integration overhead. To maintain entity relationships, you need to connect data sources. The more fragmented your stack, the harder this is.


If your sales cycle is under 14 days, your deal volume is low, or you're not ready to invest in data infrastructure, start with simpler AI sales automation and grow into long horizon as you scale.


Frequently Asked Questions

What are long horizon agents for GTM?

Long horizon agents are AI systems designed to maintain context, track decisions, and learn from outcomes over extended time periods (weeks to quarters) rather than executing isolated tasks. Unlike traditional automation that "forgets" after each interaction, long horizon agents build a persistent world model of entities (companies, people, deals) and their relationships. This enables them to coordinate multi-channel engagement across buying committees and improve based on what actually closes deals, not just what gets clicks.

What's the difference between an AI SDR and a long horizon agent?

AI SDRs typically operate on a task-level with short memory: send sequence, track replies, update CRM. They optimize for email opens and response rates. Long horizon agents operate on a goal-level with persistent memory: they understand buying committees, coordinate with other agents (marketing, CS), track outcomes over months, and optimize for closed revenue. An AI SDR might send the same sequence to someone who already talked to your AE last month. A long horizon agent knows to coordinate.

How do AI agents learn from sales outcomes?

Through a Decision Ledger architecture. Every decision is logged with: what was decided, what context existed, what policy triggered it, and what outcome resulted. When a deal closes (or doesn't), that outcome is attributed back to the decisions that preceded it. Over time, patterns emerge: "LinkedIn outreach to VPs at high-intent accounts with previous website engagement closes 40% better than cold email." These patterns update the policies that govern future decisions.

Which GTM AI tools have persistent memory?

Most don't, or have limited memory (30-day contact history). Tools with genuine persistent memory typically have: (1) A graph database or equivalent for entity relationships, (2) Identity resolution across data sources, (3) Immutable decision logging, (4) Explicit outcome attribution. Ask vendors specifically about retention periods and entity relationship modeling. If they talk about "recent activity" rather than "entity history," they're short horizon.

How do you implement AI agents that track buyer journeys over time?

The core architecture requires: (1) Context Graph connecting companies, people, deals, and activities with relationships, (2) Identity resolution to know that John from the website is the same John in your CRM and LinkedIn, (3) Decision Ledger logging every AI decision with context, (4) Outcome attribution connecting closed deals back to the touches that contributed, (5) Policy engine that updates based on observed patterns. You can start with PostgreSQL and grow into specialized infrastructure as you scale.

Are long horizon AI agents worth the complexity?

Yes if: Your sales cycle exceeds 30 days, you're running ABM motions, you have multiple agents/channels to coordinate, you care about understanding what actually drives revenue. No if: Your sales cycle is under 14 days, you're optimizing for volume over precision, you don't have the data infrastructure to feed a persistent context layer, you're early stage with limited deal volume to learn from.

How do long horizon agents handle buying committee changes?

This is where they excel. The Context Graph tracks employment relationships with temporal awareness. When a champion changes jobs (detected via LinkedIn monitoring or data vendor updates), the system knows: (1) The champion left, (2) Their replacement needs to be identified and engaged, (3) The former champion is now at a new company (potential new opportunity), (4) The deal risk increased (alert the AE). Short horizon systems just see "contact no longer at company" and stop.

What data sources feed long horizon GTM agents?

Comprehensive long horizon systems ingest: First-party signals (website visits, chat, form fills), second-party signals (social engagement, community), third-party signals (research intent from Bombora, firmographics from Clearbit/ZoomInfo), CRM data (deals, activities, historical relationships), and enrichment data (contact info, job changes, company news). The system's job is to unify these through identity resolution and maintain a coherent entity model over time.

What is a context graph for GTM?

A context graph is a unified data architecture that connects every entity in your go-to-market ecosystem (companies, people, deals, activities, outcomes) into a single queryable structure that AI agents can reason over. Unlike flat CRM records or data warehouses that store facts, context graphs store meaning: relationships, temporal changes, and decision traces. For GTM, this means knowing not just that "John visited your website" but that John works at Acme, reports to Sarah the CRO, is the champion on an active deal, previously worked at your customer BigCo, and has been increasingly engaged over the past 30 days.

What is AI agent memory and why does it matter for sales?

AI agent memory refers to a system's ability to store and recall past experiences to improve decision-making. Unlike traditional LLMs that process each task independently, AI agents with memory retain context across sessions. For sales specifically, this means: remembering previous conversations with a prospect, knowing their objections from 3 months ago, understanding their relationship to other stakeholders in the buying committee, and tracking how their engagement has evolved. Most AI SDRs have only short-term memory (within a session). Long horizon agents have true long-term memory that persists across quarters.

Do AI sales agents need audit trails?

Yes, increasingly so. An AI audit trail documents what the agent did, when, why, and with what data. This matters for: (1) Compliance: The EU AI Act mandates decision logs for high-risk AI systems, (2) Debugging: When something goes wrong, you need to understand why, (3) Trust: Leadership will ask why the AI made specific decisions about key accounts, (4) Learning: Connecting decisions to outcomes enables continuous improvement. Without audit trails, AI agents are black boxes. With them, you can explain any decision and improve based on what works.

What are the best AI tools for long enterprise B2B sales cycles?

For sales cycles over 90 days, you need tools that maintain context across quarters. Top platforms include: Warmly for buying committee tracking with context graph architecture, Clari/Salesloft for revenue intelligence and deal forecasting, 6sense for ABM intent data, Gong for conversation intelligence with deal insights. The key evaluation criteria: persistent memory (not just 30-day history), entity relationships (buying committee modeling), decision logging (audit trails), and outcome attribution (connecting touches to closed deals).

How do AI agents coordinate across sales and marketing channels?

Multi-agent coordination requires shared context. When multiple AI agents operate (SDR outbound, marketing nurture, AE follow-up), they need to know what others have done to avoid conflicts. Good coordination means: shared entity state (everyone sees the same account context), activity awareness (knowing what touches have happened), policy coordination (respecting frequency limits across channels), and outcome attribution (crediting the right touches). Without coordination, prospects get three messages in one day from the same company. With coordination, they get a coherent experience.

What's the difference between agentic AI and long horizon agents?

Agentic AI refers to autonomous AI that can plan, execute, and optimize tasks without constant human guidance. Long horizon agents are a specific type of agentic AI designed for extended time periods. The difference: most agentic AI operates on task-level (complete this email sequence), while long horizon agents operate on goal-level (close this deal over the next quarter). Long horizon agents require additional architecture: persistent memory, decision ledgers, outcome attribution, and policy evolution. All long horizon agents are agentic, but not all agentic AI is long horizon.

How do you measure ROI on long horizon AI agents?

ROI measurement requires connecting decisions to outcomes over extended periods. Key metrics: (1) Deal attribution: which AI touches contributed to closed revenue, (2) Cycle acceleration: are deals closing faster with AI assistance, (3) Coverage efficiency: how many accounts can one rep + AI handle vs. rep alone, (4) Quality metrics: reply rates, meeting rates, conversion rates by stage, (5) Learning rate: is the system improving over quarters. The challenge: outcomes take 90-180 days to materialize. You need patience and proper attribution to measure long horizon ROI accurately.


Building for the Long Game

The GTM tools that defined the last decade were built for a different era. Email blast platforms, basic sequences, simple lead scoring. They assumed humans would do the thinking and tools would do the executing.

AI changes that equation. But only if the AI can actually think across time.

Most "AI agents" on the market are just faster versions of the old tools. They execute tasks quickly but forget everything. They optimize for activity metrics (emails sent, tasks completed) rather than outcomes (revenue generated, relationships built).

Long horizon agents are different. They maintain a world model. They remember decisions and learn from outcomes. They coordinate across channels and stakeholders. They think in quarters, not minutes.

Building this architecture is harder than buying a simple tool. It requires real investment in data infrastructure, identity resolution, and decision logging. It takes time to accumulate enough outcomes to learn from.

But the companies that build it will have AI that actually compounds. That gets smarter every quarter instead of just faster. That can tell you not just what happened, but why, and what to do differently.

That's the difference between automation and intelligence.


Ready to see long horizon agents in action? Book a demo to see how Warmly's architecture handles persistent context, decision traces, and outcome attribution. Or explore our AI Signal Agent to see unified entity resolution powering real-time action.


Further Reading

The AI Infrastructure Trilogy

Warmly AI Agents:

Related Blog Posts:

Competitor Comparisons:

Product Deep Dives:

Pricing & Guides:


Last updated: January 2026

Sequence Limits and Credit Management: How to Scale Outreach Without Running Out

Sequence Limits and Credit Management: How to Scale Outreach Without Running Out

Time to read

Alan Zhao

You've nailed your ICP. Your messaging converts. Your team is ready to scale. Then you hit the wall: sequence limits, credit caps, and deliverability thresholds that turn your growth engine into a bottleneck.

If you've ever asked yourself, "How do you come up against those limits? How do you do anything special to manage them?" you're not alone. Marketing automation credits, Apollo sequence limits, and email sending thresholds are the invisible constraints holding back high-performing teams.

This guide reveals how leading revenue teams prioritize, optimize, and scale outreach within platform constraints without sacrificing ROI.

Quick Answer: Best Credit Management Strategy by Use Case

Best for high-volume cold outbound: Apollo.io ($49-149/user/month) with bulk credit packages at $0.18-0.23 per contact reveal

Best for intent-based prioritization: [Warmly](https://www.warmly.ai/) ($10,000-25,000/year) with signal-driven credit allocation that identifies your highest-intent visitors first

Best for enterprise sales engagement: Outreach.io ($100-160/user/month) with unlimited sequences and negotiable volume discounts

Best for mid-market sales teams: SalesLoft ($125-165/user/month) with Advanced plans balancing features and cost

Best for data enrichment at scale: ZoomInfo ($15,000-40,000/year) with 5,000+ annual credits and waterfall enrichment

Best for budget-conscious startups: Warmly's free tier (500 visitors/month) combined with Apollo's free plan (10 export credits/month)


Understanding Platform Limits: Apollo, Outreach, SalesLoft, and Beyond

The Three Types of Limits You'll Face

1. Credit-Based Systems (Apollo, Warmly, ZoomInfo)

Most modern platforms use credits to gate access to enriched data:

PlatformCredit CostWhat it Gets YouMonthly Allocation
[Apollo](https://www.warmly.ai/p/blog/apollo-pricing) 1 credit (email) / 5-8 credits (mobile)Contact reveal10-4,000 exports by plan
[Warmly](https://www.warmly.ai/) 1 credit (company) / 2 credits (person)Visitor identification500 free, 10,000+ on paid
[ZoomInfo](https://www.zoominfo.com/pricing)1 credit per exportContact/company data5,000/year starting

Key constraint: Credits reset monthly (Apollo) or annually (ZoomInfo) and don't roll over. Hit your limit mid-cycle, and pipeline generation stops cold.

Real example A digital marketing agency managing multiple clients was burning 2-5K Apollo credits monthly just to maintain coverage. When they expanded to five new accounts, credit consumption tripled, forcing them to either upgrade mid-month or prioritize which clients got coverage.

2. Sending Volume Limits (Deliverability)

Email service providers and inbox reputation systems impose hard limits:

  • Best practice: Under 20 emails per inbox per day to maintain deliverability
  • Warming period: New domains need 3+ weeks of gradual ramp-up
  • ISP throttling: Gmail, Outlook, and corporate email filters actively penalize high-volume senders

Real example: An enterprise API platform needed to scale outbound across 4,800 tier-3 ABM accounts but couldn't risk damaging their primary domain reputation. Their solution? Deploy multiple secondary domains with rotating inboxes.

3. Sequence Enrollment Caps (Outreach, SalesLoft, Apollo)

Platform-specific limits on:

  • Active sequences per user
  • Contacts enrolled per sequence
  • Daily/weekly automation steps
  • API call limits for integrations

Real example: A communications API company's sales team was spending hours manually searching prospects in ZoomInfo, exporting lists, and enrolling them into SalesLoft cadences. Their constraint wasn't credits but human bandwidth to operationalize the data.


Platform Pricing Breakdown (2026)

Before optimizing credit usage, you need to understand what you're actually paying:

Apollo.io Pricing

PlanMonthly (billed annually) Credits IncludedBest For
Free$00 exports, 5 mobileTesting the platform
Basic$49/user 900 mobile, 12K export/year Small teams
Professional$79/user1,200 mobile, 24K export/yearGrowing teams
Organization$119/user2,400 mobile, 48K export/yearScaling operations

Hidden costs: Additional credits cost $0.20 each (minimum purchase: 250 monthly, 2,500 annually). Credits expire at cycle end.

Source: Apollo.io Pricing, Warmly Apollo Pricing Guide

Outreach.io Pricing

Liense TypeMonthly CostAnnual CostKey Feature
Accelerate$80/user$960/userSequencing, A/B testing, dialer
Optimized $140/user$1,680/userBuyer sentiment, team reporting
EnterpriseCustom $864K list (200 users, 3yr)Full platform, typically 15-55% discounts
Hidden costs: Implementation fees ($1,000-$8,000), priority support ($15-20/seat/month extra), voice add-ons ($120/user/year).

Source: Vendr Outreach Pricing, Outreach.io

SalesLoft Pricing

PlanEstimated Cost Annual per UserKey Features
Advanced $125-165/user/month~$2,160/userEngagement workflows, deal management
PremierCustomHigherAdds forecasting capabilities
Dialer Add-onExtra$200/user/yearNot included by default
Hidden costs: Certification training ($300-500/user), unlimited calling add-on ($7,500/year for 25 users).

Source: Vendor SalesLoft Pricing, SalesLoft Pricing.

ZoomInfo Pricing

PlanStarting PriceCreditsBest For
Professional$14,995/year5,000/yearSmall teams, 3 users
Advanced ~$25,000/year10,000/yearGrowing teams
Elite~$40,000/year25,000+Enterprise
Hidden costs: Enrich Data add-on ($15,000/year extra), API access ($50K/year for prospecting, $5K/year for HubSpot enrichment), renewal increases of 10-20%.

Source: Cognism ZoomInfo Pricing Guide, Warmly 6sense vs ZoomInfo

Warmly Pricing

PlanAnnual CostCreditsKey Features
Free$0500 visitors/monthCompany-level ID only
AI Data Agent$10,00010,000Person-level ID, CRM integration
AI Inbound Agent$16,00015,000Marketing automation, lead routing
AI Outbound Agent$22,00020,000[Orchestration](https://www.warmly.ai/p/blog/signal-based-revenue-orchestration-platform), email/LinkedIn automation
Marketing Ops Agent$25,00025,000[Buying committee](https://www.warmly.ai/p/blog/buyer-intent-tools) identification, AI scoring
No hidden costs: Credits are component-based, no auto-renewal increases, soft limits available for seasonal spikes.

Source: Warmly Pricing, G2 Warmly Reviews.


Prioritization Strategies When Credits Are Limited

1. The Intent Signal Hierarchy

Not all prospects are created equal. Allocate credits based on buying intent strength: Tier 1 (Highest Priority: 40% of budget)

  • Website visitors on high-intent pages (pricing, demo, ROI calculator)
  • Closed-lost deals returning to your website
  • Form abandonment (started but didn't submit)

Tier 2 (Medium Priority: 30% of budget)

  • Third-party intent signals (Bombora, G2 research activity)
  • Job changes at target accounts (new VP of Sales at enterprise ICP)
  • Engagement with multiple content pieces

Tier 3 (Lower Priority: 20% of budget)

  • General website visitors on blog/resources
  • LinkedIn post engagement (likes, comments)
  • New hires at target accounts

Tier 4 (Opportunistic: 10% of budget)

  • Cold outbound to ICP with no prior signal
  • List uploads for event/webinar attendees

Real example: A process automation company was getting 80K monthly website visitors but had limited budget. Instead of trying to identify everyone, they deployed 20K credits monthly focused exclusively on visitors hitting pricing, demo request, and contact pages, generating 1-2 qualified meetings per day from just 25% of their traffic.

2. Page Exclusion Strategy

Preserve credits by filtering out low-intent pages:

Pages to exclude:

  • Careers/jobs section (unless recruiting is your ICP)
  • "About Us" and company history pages
  • General blog content without conversion intent
  • Help documentation and support articles
  • Non-core product pages (if you have multiple products)

Real example: An industrial equipment manufacturer was burning through credits on visitors to career pages and low-value product lines. After excluding careers and limiting identification to their top 5 product categories, they reduced consumption by 35% while maintaining lead volume.

3. Tiered ABM Segmentation

Map credit allocation to your account tiers:

Account Tier CharacteristicsCredit Strategy
Tier 1 (50-100 accounts) Enterprise, $100K+ ACV Unlimited credits, multi-threading
Tier 2 (100-500 accounts)Mid-market, $25-100K ACV2 credits per identified visitor
Tier 3 (500-5000 accounts)SMB/high-volumeCompany-level only (1 credit)
Tier 4 (TAM expansion) No current engagementNo credits until signal detected
Real example: One enterprise software company runs a sophisticated tiered ABM program with 4,800 tier-3 accounts. They only allocate credits to tier-3 accounts after they show website intent. Otherwise those accounts sit in "watch mode" with no credit consumption.


Using Intent Signals to Allocate Resources

The Signal-Specific Credit Model

Different signals have different costs and conversion rates:

TABLE HERE


The ROI-Driven Allocation Formula

Step 1: Calculate your Cost Per Identified Lead (CPIL)

CPIL = (Monthly Platform Cost) / (Credits Consumed)

Example: $1,200/month for 20K credits = $0.06 CPIL

Step 2: Calculate Cost Per Opportunity (CPO) by signal type

CPO = CPIL / (Signal Conversion Rate)

Example: High-intent page visit at 10% conversion = $0.06 / 0.10 = $0.60 CPO

Step 3: Compare to your acceptable Customer Acquisition Cost (CAC)

Acceptable CPO = (Average ACV) x (Acceptable CAC %)

Example: $2,500 ACV x 30% acceptable CAC = $750 acceptable CPO

Decision rule: If CPO is less than Acceptable CPO, allocate more credits to that signal type.


ROI Calculation Frameworks

Framework 1: Pipeline Efficiency Model

Metrics to track monthly:

  1. Credits consumed by signal type
  2. Opportunities created by signal type
  3. Pipeline value generated per 1,000 credits
  4. Cost per opportunity (platform cost / opportunities)
  5. Payback period (months to recover platform investment)

Benchmark targets:

MetricSMB/Mid-Market Enterprise
Cost per opportunity $50-150 $150-500
Payback period3-6 months6-12 months
Pipeline efficiency$10K+ per $1K spend$25K+ per $1K spend

Framework 2: Channel Comparison Matrix

Compare credit-based tools to other channels:

ChannelMonthly CostOpportunitiesCost Per OppWin RateCAC
Intent-based outreach ([Warmly](https://www.warmly.ai/))$1,20012$10025%$400
LinkedIn ads$3,0008$37520%$1,875
Cold email (Apollo)$8006$13315%$887
Events/conferences$5,00010$50030%$1,667

Decision rule: Allocate budget to channels with lowest CAC that can still scale.


Scaling Infrastructure: Domain Strategy for Deliverability

The Multiple Domain Playbook

Why you need multiple domains:

  • Protect your primary brand domain reputation
  • Scale volume beyond single-inbox limits (20 emails/day)
  • Segment campaigns by persona, product line, or region
  • Enable faster domain rotation when reputation degrades

How to implement:

Step 1: Domain Registration Strategy
Register 3-5 variations of your primary domain:

MetricSMB/Mid-Market
Primarycompany.comInbound only, never cold outreach
Outbound - 1trycompany.com Cold campaigns batch A
Outbound - 2getcompany.com Cold campaigns batch B
Outbound - 3company.ioInternational or product-specific

Step 2: Inbox Configuratio

Set up 3-5 email addresses per domain. Total capacity: 3-5 domains x 3-5 inboxes x 20 emails/day = 180-500 emails/day

Step 3: Domain Warming Protocol

WeekDaily Volume per InboxContent Type
Week 15 emails/dayInternal only
Week 210 emails/dayWarm contacts (customers, partners)
Week 315 emails/dayMix of warm and qualified cold
Week 4+20 emails/dayFull cold outreach
Critical: Never skip warming. ISPs track sender reputation from day one.

Deliverability Monitoring

Key metrics to track weekly:

MetricTargetRed Flag
Bounce rateUnder 3%Above 5%
Spam complaint rateUnder 0.1%Above 0.3%
Open rateAbove 20%Below 10%
Reply rateAbove 2% cold, 10% warmBelow 1%
Recovery protocol: If a domain gets flagged, immediately stop all outbound, rotate to backup domain, wait 30-60 days, then re-warm before resuming.


When to Upgrade vs. Optimize

Upgrade Indicators (Buy More Credits)

You should upgrade when:

  1. Consistent capacity constraints: Hitting limits 3+ months in a row
  2. Pipeline shortfall: Not enough leads entering top of funnel
  3. High conversion rates: Above 10% of identified visitors convert
  4. Positive ROI: LTV:CAC ratio above 3:1 and improving
  5. Team expansion: Adding SDRs/BDRs who need more leads
  6. Market expansion: Launching new product or geo

Optimize First (Don't Buy Yet)

You should optimize when:

  1. Inconsistent usage: Only hitting limits sporadically
  2. Low conversion rates: Under 3% of identified visitors become opportunities
  3. Poor signal quality: Lots of traffic but wrong fit
  4. No ROI visibility: Can't connect platform spend to revenue
  5. Team not following up: Leads identified but reps aren't working them

Optimization playbook:

  1. Audit ICP filters: Review company size, industry, geography filters
  2. Implement page exclusions: Focus credits on highest-intent pages only
  3. Enable signal scoring: Only consume credits on accounts scoring above threshold
  4. Test freemium first: Many platforms offer free tiers (Warmly, RB2B, Apollo)


Advanced Credit Efficiency Tactics

Tactic 1: Social Intent Arbitrage

The strategy: Scrape LinkedIn engagement for high-value contacts, then use credits only on those who match ICP.

  1. Post thought leadership content on LinkedIn
  2. Export list of people who engaged (100+ people)
  3. Filter by title (VP of Marketing, Head of Sales)
  4. Push filtered list (20 people) to enrichment tool
  5. Consume 20 credits instead of 100 (80% savings)

Tactic 2: Waterfall Enrichment

The strategy: Use cheaper data sources first, fall back to premium sources only when needed.

Waterfall order:

  1. Clearbit free tier: Company data only
  2. Hunter.io: Email patterns ($49/month)
  3. Apollo: Contact-level ($0.18-0.23 per credit)
  4. ZoomInfo: Premium data (last resort, most expensive)
  5. Savings: 40-60% reduction in data costs.

Tactic 3: Credit Pooling Across Teams

The strategy: Create a shared credit pool that marketing, sales, and customer success draw from based on ROI.

Allocation model:

  • 60% to new logo acquisition (highest priority)
  • 25% to expansion/upsell (existing customers)
  • 15% to win-back (closed-lost)

Tactic 4: Behavioral Throttling

The strategy: Dynamically adjust credit consumption based on visitor behavior in real-time.

Logic:

  • 1st page view: No credits (watching)
  • 2nd page view in 7 days: 1 credit (company level)
  • 3rd page view or high-intent page: 2 credits (person level)

Savings: 30-50% reduction while maintaining lead quality.


Platform-Specific Strategies

Apollo Sequence Limits

Common limits:

  • Max contacts per sequence: 1,000-5,000 depending on plan
  • Daily automation steps: 500-1,000 per user
  • Email sending: 200-500 per day across all sequences

Workarounds:

  1. Rotate sequences: Create versions A, B, C and distribute contacts
  2. Use sub-accounts: For agencies, create separate accounts per client
  3. Prioritize by score: Only enroll contacts scoring 80+
  4. Leverage bulk credits: Buy at $0.18-0.23 vs $0.20 retail

Outreach/SalesLoft Throttling

Best practices:

  1. Smart throttling: Stagger send times across 8am-5pm in recipient's timezone
  2. Round-robin mailboxes: Rotate 3-5 mailboxes to distribute volume
  3. Sequence tiering: High-priority sequences send immediately, low-priority overnight
  4. Integration automation: Use Warmly orchestration to auto-enroll based on signals

Warmly Credit Management

Optimization strategies:

  1. Use company-level for broad TAM (1 credit)
  2. Upgrade to person-level when account shows multiple signals (2 credits)
  3. Let visitors self-identify via AI chat (0.5 credit vs 2 credits)
  4. Request soft limits for seasonal spikes (no penalty)


Comparison: Credit Management by Platform

FactorApolloOutreachSalesLoftZoomInfoWarmly
**Pricing model**Per user + creditsPer userPer userPer user + creditsComponent-based
**Starting price**$49/user/mo$80/user/mo$125/user/mo$14,995/year$0 (free tier)
**Credits roll over?**NoN/AN/ANoSoft limits available
**Best for**High-volume prospectingEnterprise sequencesMid-market engagementData enrichment[Intent-based prioritization](https://www.warmly.ai/p/blog/buyer-intent-marketing-strategy)
**Hidden costs**Overage feesImplementationDialer add-onRenewal increasesNone
**Free tier**Yes (limited)NoNoNoYes (500/month)

Frequently Asked Questions

What's the ideal credit package size for my traffic volume?

General formula: 1.25x your monthly unique visitors to business-critical pages (not total site traffic). If 10K uniques hit your pricing/demo/product pages, start with a 12-15K credit package. Warmly's visitor identification guide covers this in depth.

Should I use company-level or person-level identification?

Use company-level (1 credit) for tier-3 accounts and general traffic. Upgrade to person-level (2 credits) when: the account is tier-1 or tier-2, the visitor hits a high-intent page, or the account shows multiple signals (Bombora intent plus website visit).

How many domains do I need for outbound at scale?

Start with 2-3 domains (1 primary for inbound, 2 for outbound). Add 1 domain per 100 emails/day you need to send. Enterprise teams sending 500+ emails/day typically run 5-10 domains.

What's a good cost per opportunity from intent-based tools?

SMB/mid-market: $50-150. Enterprise: $150-500. If you're above these ranges, optimize your ICP filters and signal prioritization before upgrading. Warmly's intent data guide explains how to improve these metrics.

How do I know if I should optimize vs. upgrade?

Upgrade if you're hitting limits consistently (3+ months) AND your cost per opportunity is within target. Optimize if usage is sporadic OR cost per opportunity is too high. Most teams should exhaust optimization tactics before adding spend.

Can I negotiate credit limits with vendors?

Yes. Many vendors including Warmly, Apollo, and ZoomInfo offer "soft limits" or month-to-month flex options. Ask about temporary credit bumps for seasonal spikes or quarterly campaigns. Warmly specifically offers soft limits without penalty.

What's the number one mistake teams make with credit management?

Treating all traffic equally. The biggest efficiency gain comes from implementing a signal hierarchy that allocates 60-80% of credits to the top 20% of highest-intent signals. Warmly's buyer intent tools guide shows how to set this up.

How do Apollo sequence limits compare to Outreach?

Apollo enforces hard limits on contacts per sequence (1,000-5,000) and daily automation steps (500-1,000). Outreach has more flexible sequence limits but stricter deliverability best practices. The constraint is usually deliverability (20 emails/inbox/day), not platform limits.

What's the best credit management strategy for agencies managing multiple clients?

Create separate sub-accounts per client, implement client-specific ICP filters, use waterfall enrichment to minimize premium data costs, and consider platforms with component-based pricing (Warmly) over per-user pricing that scales poorly with client count.

How do I calculate ROI on credit-based tools?

Track three metrics: cost per identified lead (platform cost divided by credits), cost per opportunity (CPIL divided by conversion rate), and payback period (months to recover investment). Target a 3-6 month payback for SMB/mid-market, 6-12 months for enterprise.


Further Reading

Warmly Resources:

Competitor Comparisons:

Alternatives Guides:

Pricing Guides:

Related Guides:


Last updated: January 2026

Pricing data sourced from Apollo.io, Outreach.io, SalesLoft, ZoomInfo, Vendr, Cognism, and G2

Marketing Ops Agent vs. Clay vs. Manual Enrichment: Which Approach is Right for You?

Marketing Ops Agent vs. Clay vs. Manual Enrichment: Which Approach is Right for You?

Time to read

Alan Zhao

taMarketing operations teams face a fundamental question: how do you build accurate, enriched lists of ideal customers fast enough to hit revenue goals? Manual enrichment in ZoomInfo or Apollo eats hours. Clay workflows offer flexibility but demand technical expertise and constant maintenance. And AI agents promise full automation - but do they actually deliver?

The stakes are real. Companies that identify and enrich buying committees 10x faster see 40% higher pipeline conversion rates. But picking the wrong enrichment approach wastes budget, burns team bandwidth, and leaves revenue on the table.

This guide walks you through the evolution of list-building- from manual point-and-click enrichment to sophisticated Clay workflows to AI-powered Marketing Ops Agents - so you can choose what fits your team's size, sophistication, and growth goals.


Quick Answer: Best Enrichment Approach by Situation

Best for teams without technical resources: Marketing Ops Agent (zero workflow maintenance, prompt-based setup)

Best for extreme customization needs: Clay (chain 5+ data providers with conditional logic)

Best for low-volume, high-touch ABM: Manual enrichment (deep research per account)

Best for high-volume enrichment (1,000+ accounts/month): Marketing Ops Agent (AI scales infinitely)

Best for cost-conscious teams with engineering support: Clay (pay-as-you-go model)

Best for one-click CRM sync without middleware: Marketing Ops Agent (native HubSpot/Salesforce integration)


The Evolution: Manual to Spreadsheet to Agent

The Manual Enrichment Era (2015-2020)

How it works:

  1. Export accounts from your CRM or prospecting tool
  2. Open ZoomInfo, Apollo, or LinkedIn Sales Navigator
  3. Manually search each company
  4. Click through to find decision-makers by title
  5. Copy-paste names, emails, LinkedIn URLs into a spreadsheet
  6. Upload back to CRM or sequencing platform

Time investment: 2-4 hours per 100 contacts
Accuracy: 60-75% (frequent job changes, outdated data, human error)
Scalability: Limited by rep bandwidth

When it still makes sense:

  • Very small teams (1-2 BDRs) with low volume needs
  • Highly targeted ABM where every account requires deep research
  • Industries with limited data coverage in enrichment tools
"We were spending 15 hours a week just building lists in ZoomInfo. Our reps hated it, and by the time we uploaded the data, half the contacts had already changed jobs." - Head of Sales Operations, SaaS company


The Clay Revolution (2020-2024)

Clay brought workflow automation to enrichment by letting teams chain multiple data providers, apply conditional logic, and enrich data at scale using a spreadsheet-like interface.

How Clay works:

  1. Import a list of companies or contacts
  2. Chain enrichment steps using integrations (Apollo, PeopleDataLabs, Clearbit, etc.)
  3. Apply filters and conditional logic (e.g., "If Apollo returns no email, try PDL")
  4. Use AI prompts to classify, score, or personalize data
  5. Export enriched lists to CRM, Outreach, or other tools

Time investment: 30 minutes to 2 hours to build workflow, then 5-10 minutes per run
Accuracy: 75-85% (waterfall logic improves match rates)
Scalability: Can process thousands of records, but workflows break and need maintenance

Pros:

  • Flexibility: Unlimited custom workflows and integrations
  • Cost control: Pay only for the data providers you use
  • Transparency: See exactly which vendor provided each data point

Cons:

  • Technical complexity: Requires someone who understands APIs, webhooks, and data logic
  • Maintenance burden: Workflows break when APIs change or rate limits hit
  • Credit management: You're on the hook for managing spend across multiple vendors
  • No built-in CRM sync: Requires Zapier, webhooks, or CSV exports to get data into systems

When Clay makes sense:

  • Marketing Ops teams with technical resources (at least one person comfortable with APIs and data workflows)
  • Custom use cases that require chaining together 5+ different data sources
  • Volume-based pricing advantage (if you're enriching 10k+ records/month and can negotiate vendor discounts)

Common patterns we see:

  • Some teams use Clay to enrich website visitor leads for business emails before pushing to HubSpot
  • Others explore Clay for lead enrichment but find the setup too manual for their resources
  • Many want to remove Clay from their workflow entirely and push directly to CRM

Related: Clay Pricing: Is It Worth It in 2026? | How To Build A Lead List In Clay


The AI Agent Era (2024+)

Marketing Ops Agents (like Warmly's Tamly) use AI to automate the entire list-building process - from defining your ICP to finding buying committees to syncing results back to your CRM - without requiring you to build or maintain workflows.

How Marketing Ops Agents work:

  1. Define your ICP using natural language prompts or CRM closed-won data
  2. AI scores and filters your TAM based on ICP criteria
  3. AI finds buying committees for each account (tailored by company size, industry, etc.)
  4. Enrichment waterfall runs automatically across multiple vendors
  5. Results sync back to HubSpot, Salesforce, or CSV in real-time

Time investment: 15 minutes to set up ICP and buying committee prompts, then fully automated
Accuracy: 80-90% (AI cross-references multiple sources and validates data)
Scalability: Can process 10k+ accounts simultaneously

Pros:

  • Zero maintenance: No workflows to fix, no API changes to monitor
  • Built-in intelligence: AI adapts buying committee size and roles based on company profile
  • One-click CRM sync: Data flows directly into HubSpot or Salesforce with proper field mapping
  • Prompt-based: Adjust ICP or personas using plain English instead of rebuilding workflows

Cons:

  • Less transparency: You don't see every individual enrichment step
  • Higher upfront cost: Typically $10k-$25k/year vs. Clay's pay-as-you-go model
  • Newer technology: Fewer third-party integrations than Clay's marketplace

When Marketing Ops Agents make sense:

  • Teams without dedicated MarOps engineers who need enrichment to "just work"
  • High-volume enrichment (1,000+ accounts/month) where manual work doesn't scale
  • Companies that value time-to-market over workflow customization
  • Orgs that want to consolidate tools (agent replaces ZoomInfo + Clay + manual research)

Common use cases:

  • Enterprise SaaS companies use Marketing Ops Agents to find net-new buying committee contacts in existing accounts to accelerate expansion
  • Security companies use the agent to enrich targeted account lists and see immediate value in buying committee identification
  • DevOps startups evaluate agents as a Clay alternative to reduce technical overhead

Related: AI Sales Agents For Growth | AI for RevOps: Best Use Cases | Agentic AI Orchestration


Side-by-Side Comparison Table


Detailed Pricing Breakdown (2026)

Manual Enrichment Costs

ToolAnnual CostWhat's Included
[ZoomInfo] (https://www.warmly.ai/p/blog/zoominfo-pricing) $15k-$85k+ 5-10 user seats, contact database, basic intent signals
[Apollo] (https://www.warmly.ai/p/blog/apollo-pricing)$3k-$6k 5,000-10,000 credits/month, basic sequencing
LinkedIn Sales Navigator $1k-$2k 50 InMails/month, lead recommendations
Hidden costs: Rep time (15+ hours/week at $50/hour = $37.5k/year labor)

Total cost of ownership: $50k-$125k/year

Source: Vendr transaction data, vendor pricing pages (January 2026)

Clay Pricing

PlanMonthly CostCredits IncludedBest For
Free$0100 creditsTesting workflows
Starter$1492,000 credits Small teams
Explorer$34910,000 credits Growing teams
Pro$80050,000 creditsHigh-volume ops
Plus data provider costs:

  • Apollo enrichments: $0.03-$0.10/contact
  • PeopleDataLabs: $0.02-$0.08/contact
  • Clearbit: $0.10-$0.50/contact

Hidden costs: Workflow maintenance labor (5+ hours/week at $75/hour = $18.75k/year)

Total cost of ownership: $25k-$50k/year (including labor)

Source: Clay pricing page, vendor API documentation (January 2026)


Marketing Ops Agent Pricing (Warmly Example)

AgentAnnual CostWhat's Included
AI Data AgentFrom $10,100Person-level de-anonymization, CRM integration, Coldly database
AI Inbound Agent From $18,000 Intent-powered pop-ups, AI chatbot, live video chat, lead routing
AI Outbound AgentFrom $24,000Signal-based outbound orchestration, email + LinkedIn automation
Marketing Ops AgentFrom $25,000 AI-powered account scoring, buying committee ID, real-time intent tracking
Hidden costs: Minimal (1 hour/week setup = $3.75k/year labor)

Total cost of ownership: $13k-$30k/year

Source: Warmly pricing, customer conversations (January 2026)

Related: Signal-Based Revenue Orchestration | AI-Powered Revenue Orchestration.


When to Use Each Approach

Choose Manual Enrichment If:

  • You have fewer than 5 BDRs and low monthly lead volume (<200 contacts/month)
  • You're doing hyper-targeted ABM where every account needs deep, custom research
  • Your industry has poor data coverage (e.g., non-profits, government, small local businesses)
  • You can't justify the cost of enrichment tools yet

Don't choose manual if: You're spending more than 10 hours/week on list building. Automation will pay for itself immediately.


Choose Clay If:

  • You have a dedicated Marketing Operations engineer who can build and maintain workflows
  • You need extreme customization—chaining together 5+ data providers with complex conditional logic
  • You're enriching 10k+ records/month and can negotiate volume discounts with data vendors
  • You want full transparency into which vendor provided each data point
  • You already use multiple enrichment tools (Apollo, PDL, Clearbit) and want to orchestrate them

Don't choose Clay if:

  • You don't have technical resources to build and maintain workflows
  • Your team changes ICP criteria frequently (rebuilding workflows is time-consuming)
  • You need seamless CRM sync without Zapier or webhook configuration

Migration tip: Many Warmly customers start with Clay and migrate to Marketing Ops Agents once they realize they're spending more time fixing workflows than building lists.

elated: Top 10 Data Enrichment Tools | Lead Enrichment Tools for GTM


Choose Marketing Ops Agent If:

  • You don't have a dedicated MarOps engineer and need enrichment to "just work"
  • You're enriching 1,000+ accounts/month and manual work doesn't scale
  • You want buying committee identification automated for each account
  • You need one-click CRM sync to HubSpot or Salesforce without middleware
  • You want to consolidate tools—replace ZoomInfo, Clay, and manual research with one platform
  • Your ICP changes frequently and you want to adjust via simple prompts instead of rebuilding workflows
  • You value time-to-market over workflow transparency

Don't choose an agent if:

  • You need extreme customization beyond ICP scoring and buying committee (e.g., scraping proprietary data sources)
  • You're uncomfortable with AI making enrichment decisions
  • You have less than $10k annual budget for enrichment

Migration tip: Most teams that switch from Clay to Marketing Ops Agents cite workflow maintenance burden and lack of seamless CRM sync as primary reasons.

Related: RevOps Tools & Software | Warmly vs 6sense


Total Cost of Ownership Analysis

Scenario: Mid-market B2B SaaS company, 5 BDRs, enriching 2,000 accounts/month

Manual Enrichment TCO
Cost TypeAnnual Amount
Software (ZoomInfo + Apollo) $13,000
Labor (15 hrs/week at $50/hr)$37,500
Total$50,500
Cost per enriched contact$2.10

Clay TCO

Cost TypeAnnual Amount
Software (Clay Pro + data providers)$8,000
Labor (5 hrs/week setup & maintenance at $75/hr) $18,750
Total$26,750
Cost per enriched contact$1.11

Marketing Ops Agent TCO

Cost TypeAnnual Amount
Software (all-in-one platform)$15,000
Labor (1 hr/week minimal at $75/hr) $3,750
Total18,750
Cost per enriched contact$0.78
Key takeaway: While agents have higher software costs, they deliver the lowest total cost of ownership when you factor in labor savings.


ROI Drivers by Approach


Migration Strategies

Moving from Manual to Clay

Step 1: Start with one high-value workflow (e.g., pricing page visitors to enriched contact list)

Step 2: Use Clay's templates to avoid building from scratch Step 3: Run Clay enrichment in parallel with manual for 2 weeks to validate accuracy
Step 4: Train 1-2 team members on Clay maintenance before fully switching

Step 5: Document workflows so they don't become "black boxes"
Timeline: 2-4 weeks

Common pitfalls:

  • Underestimating maintenance burden (workflows break when APIs change)
  • Not training backup team members (becomes single point of failure)
  • Over-engineering workflows when simpler logic would suffice


Moving from Clay to Marketing Ops Agent

Why customers migrate:

1. Workflow maintenance is eating too much time - "Every time Clay or a data provider updates their API, we have to rebuild workflows.

2. No seamless CRM sync - "We're using webhooks and Zapier as glue, and it breaks constantly"

3. Buying committee workflows are complex - "We want AI to figure out who the buying committee is based on company size, not maintain 10 different lookup tables"

Migration process:

Step 1: Identify which Clay workflows are repeatable vs. one-off experiments

  • Repeatable workflows (e.g., "enrich all website visitors") → Replace with agent
  • One-off experiments (e.g., "scrape GitHub stars for specific companies") → Keep Clay for edge cases

Step 2: Export your ICP criteria from Clay (filters, company size, industries, job titles)

Step 3: Set up Marketing Ops Agent with those ICP criteria using natural language prompts

Example prompt:

> "Our ICP is B2B SaaS companies with 50-500 employees, selling to IT/DevOps, with Series A-C funding. Buying committee includes VP Engineering, Director of DevOps, IT Manager.

Step 4: Run agent on a test list of 100 companies and compare results to Clay

Step 5: Configure native CRM sync (HubSpot or Salesforce) to replace Zapier/webhooks

Step 6: Gradually sunset Clay workflows as agent proves accuracy

Timeline: 1-2 weeks (parallel run + validation

Cost implication: May increase software spend by $5k-$10k/year but save $15k-$25k/year in labor

> "We were spending 10+ hours/week maintaining Clay workflows. Warmly's agent does the same thing with zero maintenance, and the CRM sync is native-no more Zapier breakage." - Marketing Ops Manage


Moving from Manual to Marketing Ops Agent (Skipping Clay)

When to skip Clay entirely:

  • You don't have technical resources to build/maintain workflows
  • You need results fast (weeks, not months)
  • Your use case is standard (ICP scoring + buying committee)

Migration process:

Step 1: Pull a list of your last 50 closed-won deals from your CRM
Step 2: Analyze common attributes (company size, industry, job titles, tech stack)
Step 3: Use those patterns to build your ICP prompt for the agent

Example prompt:

> "Analyze my closed-won deals and identify the ICP tier (Tier 1 = best fit). Then find buying committees for each account.

Step 4: Let the agent enrich your TAM (total addressable market) list

Step 5: Sync results to CRM and launch targeted campaigns

Timeline: 1 week

Cost implication: Replace $10k-$15k/year in manual tools + labor with $10k-$25k all-in agent


Use Case Examples

Use Case 1: High-Intent Website Visitor Enrichment

Challenge: Your website gets 5,000 visitors/month. You identify 30% at the company level but only 10% at the person level. You need contact details to trigger outbound sequences.

Winner: Agent (fastest time-to-value, highest accuracy, zero maintenance)


Use Case 2: Building Targeted Account Lists for ABM

Challenge: You have a list of 5,000 target accounts. You need to find 3-5 buying committee members per account and score each account by ICP fit.

Winner: Agent (10x faster, higher contact coverage, dynamic buying committee sizing)


Use Case 3: Closed-Lost Account Re-Engagement

Challenge: You have 2,000 closed-lost opportunities from the past 2 years. You want to re-engage them with updated buying committees (since contacts have likely changed jobs).


Winner: Agent (60x faster than manual, auto-detects job changes)


Frequently Asked Questions

Can I use a Marketing Ops Agent alongside Clay?

Yes. Many teams use agents for repeatable, high-volume workflows (e.g., enriching all website visitors, building buying committees) and reserve Clay for custom, one-off projects (e.g., scraping niche data sources, experimental workflows).

Example workflow:

  • Agent: Enriches all inbound leads and syncs to CRM automatically
  • Clay: Handles custom data scraping (e.g., pulling GitHub stars, Crunchbase funding data, etc.) for specific campaigns

This hybrid approach gives you the best of both worlds - automation for 80% of use cases and flexibility for the remaining 20%.


How much does a Marketing Ops Agent cost compared to Clay?

Clay: $149-$800/month (depending on plan) + data provider costs ($0.02-$0.50 per enrichment)

→ Total: $3k-$15k/year (depending on volume)

Marketing Ops Agent (e.g., Warmly): $10k-$25k/year all-in (includes enrichment credits)

→ Total: $10k-$25k/year

Key difference: Agent pricing is all-inclusive (no surprise data provider bills), while Clay is pay-as-you-go (costs can spike if workflows aren't optimized).

Break-even analysis: If you're enriching more than 1,000 contacts/month, agent pricing often becomes cheaper than Clay + data providers when you factor in labor savings.


Will I lose flexibility if I switch from Clay to an agent?

Partially, yes. Clay's strength is unlimited customization -you can chain together any data source and build any logic you want. Agents sacrifice some customization in exchange for zero maintenance and faster time-to-value.

What you lose:

  • Ability to build highly custom workflows (e.g., "If Apollo fails, try PDL, then try manual scraping")
  • Full transparency into every enrichment step
  • Integration with niche data providers not supported by the agent

What you gain:

  • Zero workflow maintenance (agent adapts automatically)
  • Native CRM sync (no Zapier or webhooks required)
  • AI-powered ICP scoring and buying committee logic

Bottom line: If 80% of your enrichment needs are standard (ICP scoring, buying committee, contact enrichment), an agent will save you 10+ hours/week. Reserve Clay for the 20% of edge cases that require custom logic.


Can an agent replace ZoomInfo or Apollo?

For contact enrichment: Yes (mostly).

Marketing Ops Agents use enrichment waterfalls that pull from multiple vendors (similar to how Clay works). In many cases, the agent's data coverage matches or exceeds ZoomInfo alone because it cross-references multiple sources.

For prospecting cold lists: Not entirely.

If you need to build a net-new list of companies from scratch (e.g., "Find all Series A SaaS companies in fintech"), you'll still need a prospecting database like ZoomInfo, Apollo, or LeadIQ. However, once you have that list, the agent can enrich it faster and cheaper than manually clicking through ZoomInfo.

"We still use ZoomInfo to build our initial target account lists, but Warmly's agent does all the contact enrichment and buying committee mapping. We're saving $30k/year by not needing as many ZoomInfo seats." - Head of Sales Operation

What's the difference between Clay and a Marketing Ops Agent?

DimensionClayMarketing Ops Agent
SetupBuild workflows from scratchConfigure via natural language prompts
MaintenanceOngoing (APIs break, logic changes)None (AI adapts)
Skill required Medium-High (APIs, webhooks)Low (plain English)
CRM syncManual (Zapier, webhooks)Native (one-click)
Pricing modelPay-as-you-goAll-inclusive
CustomizationUnlimitedStandard use cases
Best forTechnical teams with unique workflowsTeams that want enrichment to "just work"

Related: Clay Alternatives & Competitors


How do I know if my team is ready for a Marketing Ops Agent?

You're ready if:

  • You're enriching 500+ contacts/month (agents deliver ROI at scale)
  • Your team lacks dedicated MarOps engineering resources (agents require no technical setup)
  • You're frustrated with workflow maintenance in Clay (agents require zero maintenance)
  • You need buying committee identification automated for each account
  • You want native CRM sync without Zapier or webhooks

You're NOT ready if:

  • You're enriching fewer than 200 contacts/month (manual or Clay may be cheaper)
  • You need extreme customization beyond ICP scoring + buying committees (Clay is more flexible)
  • Your ICP changes weekly and you prefer manual control over AI suggestions

Migration readiness checklist:

  • Document your current enrichment process (time spent, accuracy, pain points)
  • Calculate total cost of ownership (software + labor)
  • Identify which workflows are repeatable vs. one-off experiments
  • Run a pilot with 100-500 accounts to validate agent accuracy
  • Compare results side-by-side with your current approach


Which enrichment approach is best for SMBs?

For SMBs (<50 employees, <$10M ARR): Marketing Ops Agents often provide the best ROI because:

  1. No dedicated MarOps engineer required - SMBs rarely have technical resources for Clay workflows
  2. Faster time-to-value - Set up in 15 minutes vs. days of workflow building
  3. Predictable costs - All-inclusive pricing vs. variable data provider bills
  4. Scales with growth - Same setup handles 100 or 10,000 accounts

Clay makes sense for SMBs only if you have a technical co-founder or ops lead who enjoys building and maintaining data workflows.

Related: Warmly vs Clearbit | 6sense Alternatives


What's the best Clay alternative for automated enrichment?

If you're looking for a Clay alternative specifically for automated enrichment without workflow maintenance, Marketing Ops Agents are the primary category to consider. Key alternatives include:

  1. Warmly Marketing Ops Agent - Best for teams that want zero-maintenance enrichment with native CRM sync
  2. 6sense - Best for enterprise ABM with robust intent data (expensive)
  3. Clearbit - Best for HubSpot users needing basic enrichment
  4. Apollo - Best for budget-conscious teams with sequencing needs

Related: Top 10 Data Enrichment Tools


Choosing Your Enrichment Path: Summary

The right enrichment approach depends on your team size, technical resources, and growth goals. Here's the decision framework:

Choose Manual Enrichment If:

  • You have fewer than 5 BDRs and low monthly volume (<200 contacts/month)
  • You're doing hyper-targeted ABM where every account needs custom research
  • You can't justify the cost of automation tools yet

Choose Clay If:

  • You have a dedicated Marketing Operations engineer
  • You need extreme customization (5+ data sources, complex conditional logic)
  • You're enriching 10k+ records/month and can negotiate volume discounts
  • You want full transparency into enrichment sources

Choose Marketing Ops Agent If:

  • You don't have technical resources to build/maintain workflows
  • You're enriching 1,000+ accounts/month and manual work doesn't scale
  • You want buying committee identification automated
  • You need one-click CRM sync without middleware
  • You value time-to-market over workflow customization
  • You want to consolidate tools (replace ZoomInfo + Clay + manual research)


The Future: Hybrid Intelligence

The future of marketing operations isn't manual vs. Clay vs. agent - it's using all three strategically:

  • Agents handle repeatable, high-volume workflows (80% of enrichment)
  • Clay handles custom, one-off experiments (15% of edge cases)
  • Manual handles ultra-high-value accounts that need deep research (5% of strategic ABM)

The companies winning today match the right tool to the right use case instead of forcing one approach for everything.

Ready to see how a Marketing Ops Agent compares to your current workflow? Run a side-by-side pilot on your next 100 target accounts and measure time-to-enrichment, accuracy, and total cost. The data will tell you which path is right for your team.


Further Reading

Warmly Resources

Competitor Comparisons

Alternatives Guides

Pricing Guides

Related Tools


Last updated: January 2026

ICP Filtering & Qualification: How to Automatically Score and Route High-Intent Visitors

ICP Filtering & Qualification: How to Automatically Score and Route High-Intent Visitors

Time to read

Alan Zhao

Your sales team is drowning in alerts. Website visitors flood in, but 70% don't match your ICP. SDRs waste hours vetting leads that were never going to buy. Meanwhile, your best-fit prospects slip through the cracks because they're buried in noise.

This is the ICP filtering problem, and it's killing your pipeline efficiency.

The solution? Automated qualification that scores every visitor against your Ideal Customer Profile in real-time, then routes the right leads to the right reps, instantly.

In this guide, you'll learn exactly how to set up [AI-powered lead scoring](https://www.warmly.ai/p/blog/ai-lead-scoring) that actually works, including the prompts, filters, and workflows that separate Tier 1 accounts from tire-kickers.


Quick Answer: Best ICP Filtering Approaches by Use Case

Best for real-time visitor qualification: Warmly's AI agents score visitors against your ICP in under 60 seconds, combining firmographics, behavioral intent, and buying committee data.

Best for enterprise ABM programs: 6sense offers predictive analytics and account fit scoring for large organizations with dedicated RevOps teams.

Best for HubSpot-native teams: Clearbit (now Breeze Intelligence) integrates natively with HubSpot for enrichment and scoring.

Best for budget-conscious teams: Apollo offers ICP filters and prospect scoring starting at lower price points than enterprise ABM platforms.

Best for AI-driven ICP prompts: Warmly lets you define ICP tiers using natural language prompts that evolve with your business, not rigid if-then rules.

Best for multi-source intent data: Platforms combining first-party web data with third-party signals (Bombora, job changes, social engagement) deliver the most accurate scoring.


What Is ICP Filtering? (Featured Snippet)

ICP filtering is the process of automatically identifying, scoring, and routing website visitors and leads based on how closely they match your Ideal Customer Profile. It combines:

  • Firmographic data: Company size, industry, location, revenue
  • Behavioral signals: Page visits, session time, repeat engagement
  • AI-driven analysis: Natural language prompts that classify accounts into tiers The goal? Separate high-fit prospects from noise so sales teams focus only on accounts most likely to buy.

Key Benefits of ICP Filtering

BenefitImpact
Reduce noiseFilter out students, personal emails, competitors, non-target accounts
Increase conversion3-5x higher close rates on Tier 1 accounts
Speed to lead Route qualified visitors to reps within seconds
Scale efficientlyAutomate qualification that previously required manual review


Why ICP Filtering Matters More Than Ever

The Hidden Cost of Manual Qualification

Here's a real scenario: A BDR at a cybersecurity company was flooded with Slack alerts containing existing customers, students, and non-ICP visitors. Every alert required manual vetting. Result? The BDR muted the channel entirely, defeating the purpose of intent data. The math doesn't work without filtering:

  • Reps spend 40-60% of their day qualifying junk leads
  • High-intent buyers get buried in noise
  • Best-fit accounts slip through while teams chase dead ends Real discovery from a logistics company: Only 1 of 89 Google ad visitors met their $500M revenue ICP. Without filtering, 88 leads wasted sales time.

What Changed: AI Makes Real-Time Scoring Possible

Traditional approaches failed because:

  1. Manual spreadsheet scoring doesn't scale
  2. Static rule-based systems break as your ICP evolves
  3. Point solutions (6sense, Clearbit, ZoomInfo) are expensive and disconnected Modern AI-powered sales automation enables:
  • Dynamic prompts that evolve with your business
  • Real-time enrichment and scoring in under 60 seconds
  • Multi-source data waterfalls combining 5+ vendors
  • Contextual intelligence (e.g., "VP of Sales" means decision-maker at SMB but influencer at enterprise)


The 3-Layer ICP Filtering Framework

Layer 1: Firmographic Filtering (Company-Level)

This is your first pass. Exclude obviously wrong accounts before enrichment burns credits.

Essential Firmographic Filters

Company Size (Employee Count)

SegmentEmployee RangeBest For
SMB1-200 Product-led, self-serve motions
Mid-Market201-1,000Balanced sales cycles
Enterprise1,001-10,000+ High-touch, complex deals

Real example: One enterprise identity company filters for 10,000+ employee U.S. companies, narrowing 18,000 total accounts to 44 high-value targets.

Revenue Range Critical for enterprise plays. Some logistics companies target accounts with $500M+ revenue. Healthcare RCM companies often focus on hospital systems with $100M+ revenue facing financial challenges.

Industry & Vertical Use Bombora taxonomy for consistency. One construction tech company expanded from one industry to seven related verticals, increasing qualified traffic 10x.

Geography Filter by country, state, or region. A global insurance company segments by U.S., Canada, UK, EU, APAC for new-hire signals.

Critical Exclusion Filters

Always filter out:

  • Existing customers (unless running expansion plays)
  • Active pipeline (Stage: Qualified, Demo Scheduled, Negotiation)
  • Closed-Lost less than 90 days (give them breathing room)
  • Personal email domains (@gmail, @yahoo, @hotmail, @outlook)
  • Competitors
  • Students and .edu domains (unless you sell to education)
  • Internal employees (your own company domain)

Real mistake: One cybersecurity company forgot to exclude students and education leads.

Alert noise dropped 70% after adding exclusions.


Layer 2: Behavioral Intent Signals (Visitor-Level)

Not all website visits signal buying intent. Layer behavioral filters on top of firmographics using buyer intent tools.

High-Intent Page Classification

Tier 1 Intent (Hot):

  • Pricing page
  • Demo request page
  • Free trial signup
  • Product comparison pages
  • Case studies
  • ROI calculator

Tier 2 Intent (Warm):

  • Product/features pages
  • Integration pages
  • Documentation
  • Webinar registration

Tier 3 Intent (Cold):

  • Blog posts
  • Help center / support
  • Career pages
  • About us

Real example: One developer tools company receives 80K visitors and 260K page views monthly but keeps usage within 10K credits by placing tracking only on high-intent pages (pricing, product tours, demo request, case studies), not blog or support.

Session Quality Filters

SignalMinimum ThresholdHigh-Intent Threshold
Time on Site More than 5 seconds (eliminates bots)More than 30 seconds
Page Views1+ pages2+ pages in session
Repeat Visits Any30-day active visitors

Real example: One enterprise identity company built a HubSpot list filtering for active time over 10 seconds and multiple page views, surfacing 44 high-intent accounts from thousands.

Third-Party Intent Signals

Bombora Intent Topics

Track research on topics like "Sales Engagement Platform," "Revenue Intelligence," "Zero Trust Network Access." One SASE vendor tracked intent on "SASE" and "Zero Trust"; when accounts spiked, they enriched buying committee members and pushed to Salesforce.

Job Change Signals

New VP/Director hired = buying window. One staffing agency scraped LinkedIn posts announcing new hires, pushed 200 engagers per post into orchestration.

Social Intent

Track engagement with competitors' LinkedIn content. One data security company configured orchestrations tracking engagement with competitors' posts, triggering outreach to engaged prospects.


Layer 3: AI-Driven ICP Scoring (The Game-Changer)

Static rules can't capture nuance. AI prompts enable contextual, dynamic qualification. This is where [predictive lead scoring](https://www.warmly.ai/p/blog/predictive-lead-scoring) gets powerful.

How AI-Powered ICP Tiers Work

Instead of rigid if-then rules, define tiers with natural language prompts:

Tier 1 (Best Fit):

"Companies with 10,000+ employees in the United States, operating in software or technology, with clear evidence of a large sales or customer success team, and active hiring for revenue operations or sales enablement roles."

Tier 2 (Good Fit):

"B2B healthcare companies dedicated to improving patient outcomes. They probably serve large enterprise clients rather than our core SMB market, and sales cycles are likely longer, but they have budget and urgency."

Tier 3 / Not ICP:

"Companies outside target industries, under 50 employees, or serving primarily B2C markets."

Real example from a healthcare RCM company:

The ChatGPT default suggested "Small to medium physician practices." The sales leader (hired to target $100M+ hospital systems) corrected it to focus on large hospital systems facing financial challenges. The AI agent scraped the web, applied the new prompt, and correctly re-categorized accounts based on his business reality.

The Prompt Engineering Process

Step 1: Generate the Base Prompt

Use this master prompt with ChatGPT:

What is [YourCompany.com]'s ideal customer profile? Provide the answer in this structure:

  • Tier 1 (Best Fit): Industry, Company size, Geography, Buying signals, Key characteristics
  • Tier 2 (Good Fit): [same structure]
  • Tier 3 / Not ICP: [same structure]

Then, provide the buying committee personas we should target.

Step 2: Refine with Your Team

  • Sales: "We close 44% of Tier 1 accounts vs. 12% of Tier 2. Here's what differentiates them."
  • Customer Success: "Our best customers have X in common."
  • Finance: "Tier 1 has 3x higher LTV and 50% lower CAC."

Step 3: Test and Iterate

Run the prompt on:

  • Closed-won accounts (should score Tier 1)
  • Closed-lost accounts (should score Tier 2/3 or Not ICP)
  • Current pipeline (does scoring match rep intuition?)


ICP Filtering Tools Comparison

Related:

Best 6sense Alternatives
Clearbit Competitors
6sense Pricing Guide


How to Set Up Automated ICP Filtering (Step-by-Step)

Step 1: Define Your ICP in Your CRM

HubSpot Users: Create custom properties:

  • Warmly_ICP_Tier__c (Dropdown: Tier 1, Tier 2, Not ICP)
  • Warmly_Intent_Score__c (Number: 0-100)
  • Warmly_Last_Visit_Date__c (Date)
  • Warmly_Active_Days__c (Number)
  • WarmlyPersona_c (Text: Decision Maker, Champion, etc.)

Salesforce Users: Create custom fields at Account and Contact level:

  • Account: Warmly_ICP_Tier__c, Warmly_Intent_Score__c
  • Contact: WarmlyPersonac, WarmlyBuying_Committeec

Why separate fields? Prevents overwriting existing lead scoring, allows comparison with your current model, and enables segmentation for workflows.

Related: Full Guide to Warmly Implementation


Step 2: Build ICP Segments

A segment is a reusable filter you can apply across orchestrations, Slack alerts, and CRM syncs.

Example Segment: "High-Intent ICP Tier 1"

Firmographic Filters:

  • Employee Count: 1,000-10,000
  • Industry: Software, Technology Services
  • Country: United States
  • Revenue: More than $50M (if available)

Behavioral Filters:

  • Active Time: More than 10 seconds
  • Pages Viewed: More than 1
  • Last Seen: Last 30 days

Exclusions:

  • Lifecycle Stage is not Customer
  • Deal Stage is not Qualified, Demo Scheduled, Closed Won
  • Email Domain is not gmail.com, yahoo.com, hotmail.com

Real example: One company started with 18,000 companies, applied firmographic filters, found 121 companies visited in last 14 days, applied ICP Tier 1 filter, surfaced 44 high-intent accounts.


Step 3: Configure AI-Powered Scoring

Option A: Using a Marketing Ops Agent (Like Warmly's)

  1. Connect your CRM (HubSpot or Salesforce)
  2. Import your audience (website visitors, CRM accounts, or both)
  3. Set default filters: Geography, employee range, exclude customers and active pipeline
  4. Paste your ICP prompt (generated in ChatGPT)
  5. Run the ICP agent (enriches all companies with Tier 1, Tier 2, Not ICP)
  6. Run the Buying Committee agent (finds 3-5 key personas per account)
  7. Sync results back to CRM (one-time or continuous)

Option B: Using Clay or Make.com Workflows

  1. Trigger: New visitor identified OR company added to CRM
  2. Enrichment: Pull firmographic data (Clearbit, Apollo, ZoomInfo)
  3. Scoring logic: Send company data + ICP prompt to OpenAI API
  4. Parse response: Extract Tier 1, Tier 2, or Not ICP
  5. Write back to CRM: Update custom field
  6. Route to workflow: Trigger Slack alert, sequence, or task

Pros: Full control, unlimited customization

Cons: Requires technical setup, ongoing maintenance


Step 4: Automate Routing Rules

Once accounts are scored, route them automatically using signal-based revenue orchestration.

Slack Alert Routing by ICP Tier

Channel structure:

  • #sales-tier1-hot - ICP Tier 1 + Pricing page visit - @mention account owner
  • #sales-tier2-warm - ICP Tier 2 + Multiple visits - Daily digest
  • #marketing-nurture - Tier 3 / Not ICP - Add to nurture sequence

Real example from a manufacturing software company: Reps get 15-second windows to engage high-intent prospects via AI chat or live video. Territory-based routing means each rep only sees their geographic accounts.

Real example from a computer vision company: Built 3 orchestrations per SDR (15 total): territory-based routing, vertical-specific messaging, intent-level prioritization. Each SDR receives only their leads in their Slack channel.


CRM Workflow Routing

HubSpot Workflow Example: Trigger: Contact created OR Warmly ICP Tier is known

Conditions:

If ICP Tier = Tier 1 AND Last Visit Date less than 7 days:

  • Create task for account owner (Due: Today)
  • Send Slack alert
  • Enroll in "High-Intent Tier 1" email sequence
  • Add to LinkedIn automation (if enabled)

If ICP Tier = Tier 2 AND Active Days more than 3:

  • Enroll in "Warm Nurture" sequence
  • Add to retargeting ad audience

If ICP Tier = Not ICP:

  • Do not create task
  • Do not send alert
  • (Optional) Add to generic newsletter

Related: AI Outbound Sales Tools | Sales Engagement Tools


Step 5: Sync Qualification Data Back to CRM

Best Practices for Write-Back:

Filed TypeUpdate RuleExample Fields
Stable dataFill if emptyCompany Name, Industry, Employee Count, Revenue
Dynamic signalsAlways updateICP Tier, Intent Score, Last Visit Date, Active Days

Create Warmly-specific fields to avoid overwriting existing data:

  • WarmlyICPTier__c instead of overwriting Lead_Score__c
  • Warmly_Intent_Score__c instead of overwriting Engagement_Scorec

Real mistake from multiple customers: Using "always update" on stable fields caused overwrites when a new vendor returned different data.

Related: Data Enrichment Tools


Advanced: Prioritizing Limited Resources

The Credit Management Challenge

Most intent platforms charge per identified visitor or enriched contact. Poor filtering = wasted budget.

Tiered Credit Allocation:

Tier Enrichment LevelAlertsActions
Tier 1Full (company + 5 contacts) Real-time SlackImmediate outreach
Tier 2Company only | Daily digestDaily digestAdd to nurture
Tier 3 / Not ICP None None Optional content nurture

Credit Sizing Formula:

Average monthly unique visitors x ICP match rate x 1.25 = recommended monthly credits

Example:

  • 10,000 monthly visitors
  • 15% identification rate = 1,500 identified
  • 30% ICP match rate = 450 ICP visitors
  • 450 x 1.25 = ~560 credits/month for company enrichment
  • Add 5x for buying committee = ~2,800 credits/month total


The Speed-to-Lead Advantage

Data: Companies that contact leads within 5 minutes are 100x more likely to qualify them than those who wait 30+ minutes. Automated ICP filtering enables:

  • High-intent visitor lands on pricing page
  • AI scores as Tier 1 ICP in under 10 seconds
  • Slack alert fires
  • Rep joins chat or makes call while prospect is still on site

Real example: Territory-based routing gives reps 15-second windows to engage. If the rep doesn't respond, AI chatbot continues the conversation and books a meeting.


Measuring ICP Filter Effectiveness

Key Metrics to Track:

MetricFormulaGoodGreat
ICP Match Rate ICP leads / Total identified 30%50%+
Tier 1 Close RateTier 1 closed-won / Tier 1 created15%30%+
Tier 2 Close RateTier 2 closed-won / Tier 2 created5%10%+
Tier 3 Close RateShould be less than 2%less than 2% less than 1%
False Positive RateScored Tier 1 but sales said "not a fit" less than 20% less than 10%
Alert NoiseAlerts ignored or muted by sales less than 10%less than 10%
Speed to ContactTime from visit to first outreach (Tier 1)less than 1 hour less than 5 min


Common ICP Filtering Mistakes (And How to Avoid Them)

Mistake #1: No Exclusion Filters

What happens: Sales drowns in noise from existing customers, active pipeline, and junk traffic.

Real example: One architecture software company's BDR Slack channel included many existing customers and non-ICP visitors. BDR ignored the channel.

Solution: Always exclude customers (Lifecycle Stage = Customer), active pipeline (Deal Stage is not blank), and personal emails (gmail, yahoo, hotmail).

Mistake #2: Filtering Too Narrowly

What happens: Lead volume drops to zero.

Real example: One global insurance company's buyer-persona filter allowed only directors, VPs, and similar titles. Segment stuck at 20. After adding broader titles, segment jumped to 64 contacts.

Solution: Start broader, then tighten. Use OR logic for titles. Include adjacent roles (Sales Ops + Revenue Ops + Business Ops).

Mistake #3: Static Scoring That Never Updates

What happens: Your ICP evolves (new product, new market), but filters don't. You keep targeting last year's buyer.

Solution: Re-run ICP scoring at least quarterly. Compare close rates by tier monthly. Update prompts when launching new products.

Mistake #4: No Feedback Loop from Sales

What happens: Marketing thinks Tier 1 = great fit. Sales disagrees. Misalignment kills pipeline.

Solution: Weekly sales + marketing sync to review top 10 Tier 1 accounts. Rep survey: "Of your last 10 Warmly leads, how many were good fits?" Target: more than 70%.

Mistake #5: Over-Reliance on Firmographics Alone

What happens: You target "perfect fit" companies with zero buying intent.

Real example: One billing software company said: "Perfect buying committee, perfect company. Now show me who's actively talking vs. engaged but dropped off 90 days ago."

Solution: The Trifecta

  1. ICP Tier (firmographic fit)
  2. Intent Score (behavioral engagement)
  3. Buying Committee (right people identified) Only when all three align, route to sales immediately.


Real Results

Enterprise Identity Company: From 18,000 to 44 High-Intent Accounts

Before: 18,000 companies in CRM, no way to prioritize, Gmail addresses undermined lead quality. Implementation:

  • Connected HubSpot to Warmly
  • Applied filters: U.S. only, 10,000+ employees, exclude customers and opportunities
  • Applied active time over 10 seconds and page-view criteria
  • AI agent scored ICP Tier
  • Buying committee agent found 5 key personas per account

Result: 44 high-intent accounts surfaced, buying committee contacts synced to HubSpot.

Customer feedback: "The interface is better than Clay. Automated list building vs. manual spreadsheets."

Logistics Company: 1 of 89 Ad Visitors Met ICP

Challenge: Running Google Ads, 89 visitors from campaign, only 1 visitor met $500M revenue ICP.

Solution: Refined ad targeting based on Warmly data, restricted Slack alerts to ICP visitors only.

Result: Dramatically improved lead quality, lower wasted ad spend, reduced alert noise by ~70%.

B2B SaaS Company: 3x ROI Target with ICP-Driven Outreach

Goal: Close 2 deals/month (ideally 3) to hit 3x ROI on annual platform spend.

Approach: De-anonymize pricing page visitors, multi-channel orchestration (email + LinkedIn + ads), hyper-personalized messaging, ICP filters to reduce CAC.

Result (modeled): Reduced CAC, lift conversions 5-10% by targeting warmer leads vs. cold ads.


Your 30-Day ICP Filtering Checklist

Week 1: Foundation

  • [ ] Define ICP tiers in writing (Tier 1, Tier 2, Not ICP)
  • [ ] Generate base ICP prompt using ChatGPT
  • [ ] Create custom CRM fields for ICP Tier, Intent Score, Persona
  • [ ] Set up exclusion lists (customers, competitors, personal emails)

Week 2: Segmentation

  • [ ] Build 3 core segments: High-Intent ICP Tier 1, Engaged ICP Tier 2, Nurture (Tier 3)
  • [ ] Test segment sizes (aim for 20-50 leads/week per segment)
  • [ ] Configure behavioral filters (page visits, session time, repeat visits)

Week 3: Automation

  • [ ] Set up AI-powered scoring (via agent or workflow)
  • [ ] Configure Slack alert routing by ICP Tier
  • [ ] Build CRM workflows (task creation, sequence enrollment, retargeting)
  • [ ] Enable write-back to CRM for ICP Tier and Intent Score

Week 4: Optimize

  • [ ] Review top 20 Tier 1 accounts with sales. Do they agree?
  • [ ] Measure: ICP match rate, Tier 1 close rate, false positive rate
  • [ ] Iterate prompts based on feedback
  • [ ] A/B test: Tier 1A vs. Tier 1B definitions
  • [ ] Document playbook for future hires


Frequently Asked Questions

Is there a way to change the ICP prompts?

Yes. AI-powered ICP scoring uses natural language prompts that you fully control. You can edit prompts anytime to reflect new markets, products, or refined understanding of your best customers. With Warmly, you define Tier 1, Tier 2, and Not ICP using plain English descriptions. When your ICP evolves (new vertical, different company size, updated buyer personas), simply update the prompt and re-run scoring. No engineering required.

Pro tip: Review and update prompts quarterly, or immediately after launching new products or entering new markets.

How do we figure out who to focus on?

Focus on accounts where three signals align:

  1. ICP Tier: Company matches your firmographic criteria (size, industry, geography)
  2. Intent Score: Behavioral engagement shows buying interest (pricing page visits, repeat sessions, research activity)
  3. Buying Committee: You've identified the right decision-makers and champions When all three align, route to sales immediately. When only one or two align, add to nurture sequences and track for future intent spikes. Use buyer intent tools to measure engagement, and AI agents to classify ICP fit and find buying committee members.

How accurate is AI-powered ICP scoring?

With well-crafted prompts and multi-source enrichment, expect 80-90% alignment with human judgment. The key factors:

  • Prompt quality: Generic prompts = generic results. Use specific criteria from your closed-won analysis.
  • Data sources: More sources = higher accuracy. Combine firmographics, technographics, intent signals, and job data.
  • Feedback loops: Sales validation improves accuracy over time. Always validate with sales feedback and close-rate analysis by tier. If Tier 1 accounts aren't closing at 3-5x the rate of Tier 2, your prompt needs refinement.

Should I filter leads before or after enrichment?

Before for firmographics (saves credits). If a company is outside your geography or industry, don't pay to enrich them.

After for behavioral and AI-driven scoring. You need enriched data to run AI classification and intent analysis.

Best practice: Apply cheap filters first (geography, employee count, exclusions), then enrich survivors, then apply AI scoring.

What if my ICP is very niche (e.g., only 6,000 possible customers)?

Upload your target account list directly. Filter ALL traffic against that list.

Example: A healthcare tech company can only sell to ~6,000 practices using a specific EMR. Most website traffic is irrelevant, so they use a whitelist. Only visitors from companies on the list trigger alerts.

How often should I update my ICP prompts?

Quarterly for most companies. Monthly if you're rapidly evolving (new product launches, market expansion). Immediately after major changes like entering a new vertical or shifting upmarket/downmarket.

Always re-score existing accounts after prompt updates to catch accounts that were previously misclassified.

Can I have different ICP tiers for different products?

Yes. Create separate segments and prompts per product line.

Example:

  • "Enterprise Product Tier 1": 1,000+ employees, Fortune 500, dedicated RevOps team
  • "SMB Product Tier 1": 50-200 employees, Series A-B funded, founder-led sales transitioning to team selling Route leads to different queues based on which product ICP they match.

What's the best way to convince sales to trust AI scoring?

Start with a shadow period. Score leads with AI but don't change routing. After 30 days, compare:

  • Close rates by AI tier
  • Rep feedback: "Was this lead a good fit?"
  • Time saved on bad-fit leads Present data, not opinions. If Tier 1 accounts close at 30% and Tier 3 accounts close at 2%, the scoring is working.

How do I handle leads that are Tier 1 firmographically but have zero intent?

Add them to account-based nurture, not hot outbound. They're the right company, but timing is wrong. Track them for intent spikes using intent data. When they visit your pricing page or show research activity, move them to active outreach.


Further Reading

Warmly Product Resources

Lead Scoring & Intent Guides

Sales Automation & Tools

Website Visitor Identification

Competitor Comparisons

Pricing Guides

Data & Enrichment


Final Thoughts: The Compounding Power of Better Filtering

Poor filtering is expensive:

  • 40-60% of rep time wasted on junk leads
  • Best-fit buyers buried in noise
  • Missed opportunities while chasing dead ends Great filtering is a competitive advantage:
  • 3-5x higher close rates on Tier 1 accounts
  • 50-70% reduction in sales time wasted
  • 15-second response windows to high-intent visitors
  • Predictable pipeline based on ICP match rate x close rate

The companies winning with ICP filtering:

  • Start simple (firmographics + exclusions)
  • Layer behavioral signals (page visits, repeat engagement)
  • Add AI-driven scoring (prompts that evolve with your business)
  • Automate routing (right lead to right rep at the right time)
  • Measure and iterate (close rates by tier, false positive rate)

Within 30 days, you should have:

  • 50-70% reduction in alert noise
  • 3-5 high-intent Tier 1 accounts per week entering pipeline
  • Clear ROI tied to ICP match rate and Tier 1 close rate
  • A repeatable playbook to scale across teams

The companies seeing 3-5x ROI on intent platforms aren't doing anything magical. They're filtering ruthlessly and acting on the right signals fast.

Now it's your turn.

From CRM Integration to Automated Orchestration, Turn Intent Signals Into Pipeline.

From CRM Integration to Automated Orchestration, Turn Intent Signals Into Pipeline.

Time to read

Alan Zhao

Operationalizing intent data means turning raw buying signals into automated actions that drive pipeline.

It's not just about collecting data. It's about routing high-intent accounts to reps, triggering personalized outreach, and syncing everything to your CRM in real-time.

Most GTM teams buy great [intent data (https://www.warmly.ai/p/blog/intent-data) signals, then leave them stranded in spreadsheets, stale CRMs, or disconnected tools.

That's the #1 problem with intent data today. Not getting it. Doing anything useful with it.

This guide shows you exactly how to fix that.

Quick Answer: How to Operationalize Intent Data by Use Case

Best for automated outbound: Set up signal-triggered orchestration workflows that automatically send personalized emails and LinkedIn messages when high-intent accounts visit your site.

Best for sales prioritization: Integrate intent signals with your CRM and configure lead scoring based on website activity, research intent, job postings, and social engagement.

Best for ABM campaigns: Sync de-anonymized visitors to ad platforms (LinkedIn, Meta) for real-time retargeting of accounts showing active buying signals.

Best for inbound conversion: Deploy AI chatbots that personalize conversations based on visitor company, role, and intent signals detected in real-time.

Best for enterprise deals: Use buying committee identification to map decision-makers at high-intent accounts and orchestrate multi-threaded outreach.


What Does Operationalizing Intent Data Actually Mean?

Operationalizing intent data means building systems that automatically act on buying signals. Instead of a rep manually checking dashboards, the system:

1. Detects when a target account shows intent (website visit, research topic surge, job posting)

2. Enriches that signal with company and contact data

3. Routes the opportunity to the right rep or workflow

4. Triggers the appropriate action (email, LinkedIn message, Slack alert, CRM update)

5. Tracks outcomes back to the signal that started everything

Without operationalization, [buyer intent tools]

https://www.warmly.ai/p/blog/buyer-intent-tools) become expensive dashboards that nobody checks.

With operationalization, intent data becomes the trigger for your entire revenue motion.


Step-by-Step Implementation Framework

Here's the exact framework for operationalizing intent data, based on what actually works for high-performing GTM teams.

Phase 1: Signal Collection (Week 1)

Before you can operationalize anything, you need to capture the right signals.

Website Visitor Tracking SetUp

Deploy tracking on your website to identify companies and individuals visiting your pages. This is your richest source of first-party intent data.

What to track:

- Page visits (especially pricing, demo, comparison pages)

- Time on site and session frequency

- Form fills and abandoned forms

- Return visitor patterns

- Referral sources (paid ads, organic, direct)

Implementation checklist:

- [ ] Install website tracking script

- [ ] Configure page-level intent rules (pricing page = high intent)

- [ ] Set up visitor de-anonymization (company + person level)

- [ ] Enable session recording for sales context

- [ ] Connect to your [data enrichment tools](https://www.warmly.ai/p/blog/data-enrichment-tools) for company/contact data

Third-Party Intent Signals

Layer in signals from outside your website:

Signal TypeWhat it ShowsBest Use Case
Research Intent (Bombora)Topics being researchedPrioritize accounts in active buying cycle
Job PostingsHiring for relevant rolesIdentify companies scaling GTM teams
Job Changes New decision-makersTime outreach to new role transitions
Social Engagement LinkedIn activityWarm up cold accounts with engaged buyers
Technographic ChangesNew tool adoptionTarget companies evaluating solutions

Pro tip: Don't try to capture every signal at once. Start with website visitors + one third-party source. Add more after you've proven ROI on the first.

Phase 2: Segmentation & Scoring (Week 2)

Raw signals are useless without context. You need to filter and prioritize.

Build Your Scoring Model

Create a weighted scoring system that reflects actual buying behavior:

SignalWeightWhy
BananaPricing page visit25Direct purchase intent
Multiple sessions (7d)20 Sustained interest
Known visitor (identified)20Actionable contact
Research intent match15Active buying cycle
Demo page visit10Evaluation stage
Blog engagement5Early awareness
Job posting (relevant)5Budget/headcount signal

Define High-Intent Thresholds

Not every visitor needs immediate action. Set thresholds:

- Hot (Score 70+): Immediate rep notification + automated outreach

- Warm (Score 40-69): Nurture sequence + ad retargeting

- Cold (Score <40): Passive tracking only

Create Audience Segments

Build dynamic segments that update in real-time:

1. ICP + High Intent: Best-fit companies showing active buying signals

2. Known Visitors: Identified individuals at target accounts

3. Pricing Page Visitors: Accounts in evaluation stage

4. Returning Visitors: Companies showing sustained interest

5. Churned Customers: Former customers re-engaging (upsell/win-back)

These segments become the foundation for all your orchestration workflows.


Phase 3: CRM Integration (Week 2-3)

Intent data that doesn't sync to your CRM doesn't exist for your sales team.

Data Point CRM ObjectField Type
Intent scoreCompany/AccountNumber (update daily)
Last website visitCompany/AccountDate
High-intent signalActivity/TaskCreate on trigger
Buying stageCompany/AccountPicklist
Engaged contactsContact Association
Research topics Company/AccountMulti-select

What to Sync
Integration Architecture

The best intent data integrations work bi-directionally:

Inbound (Intent → CRM):

- New high-intent account → Create lead/account record

- Known visitor activity → Update contact record

- Score change → Update account scoring field

- Signal hit → Create activity/task for rep

Outbound (CRM → Intent Platform):

- CRM lifecycle stage → Filter who gets auto-outreach

- Deal stage → Adjust orchestration rules

- Rep assignment → Route alerts appropriately

- Contact preferences → Respect opt-outs

CRM-Specific Considerations

HubSpot Integration:

- Use custom properties for intent scores

- Set up workflows triggered by property changes

- Sync contacts to smart lists for sequence enrollment

Salesforce Integration:

- Create custom fields on Account and Contact objects

- Use Process Builder or Flow for real-time routing

- Consider Lead object vs. Contact/Account model for new visitors

Both platforms: Avoid overwriting rep-entered data with automated enrichment. Use "if blank" logic or dedicated fields.


Phase 4: Orchestration Workflows (Week 3-4)

This is where operationalization happens. You're building automated playbooks that execute based on signals.

Anatomy of an Orchestration Workflow

Every workflow has four components:

1. Trigger: What signal starts the workflow

2. Filter: Who qualifies (ICP fit, score threshold, exclusions)

3. Action: What happens (email, LinkedIn, Slack, CRM update)

4. Timing: When actions execute (immediate, delayed, business hours)

Example Workflow: High-Intent Website Visitor

Trigger: Visitor from ICP company hits pricing page

Filters:

- Company matches target segment

- Not an existing customer

- Not a competitor

- Contact is decision-maker or influencer level

Actions (Parallel):

1. Send Slack alert to assigned rep

2. Enroll contact in personalized email sequence

3. Send LinkedIn connection request from rep's profile

4. Update CRM with visit details and intent score

5. Add to LinkedIn retargeting audience

Timing: Execute within 5 minutes of trigge

Workflow Library: Common Use Cases

Inbound Response (Speed-to-Lead):

- Trigger: Form fill or chat initiated

- Action: Route to available rep, send immediate follow-up email

- Goal: Respond within 5 minutes

Dormant Account Re-Engagement:

- Trigger: Closed-lost opportunity returns to website

- Action: Alert original rep, send personalized "welcome back" email

- Goal: Revive stalled deals

Multi-Threaded Outreach:

- Trigger: High-intent account with buying committee identified

- Action: Parallel outreach to 3-4 stakeholders

- Goal: Get multiple touchpoints in the account

ABM Campaign Activation:

- Trigger: Target account visits any page

- Action: Add to retargeting audience, alert field marketing

- Goal: Coordinate digital + rep outreach

Learn more: [Signal-Based Revenue Orchestration Platform](https://www.warmly.ai/p/blog/signal-based-revenue-orchestration-platform)


Phase 5: AI Chat & Inbound Automation (Week 4-5)

Website visitors who engage deserve immediate, intelligent response.

AI Chatbot Configuration

Modern [AI orchestration](https://www.warmly.ai/p/blog/agentic-ai-orchestration) lets you deploy chatbots that:

- Recognize visitor company and role in real-time

- Personalize greeting based on page context and intent signals

- Answer product questions using your knowledge base

- Book meetings directly on rep calendars

- Hand off to human reps for high-value conversations

Best practice: Don't use generic chatbots. Configure different personas for different page types (pricing page bot vs. blog bot vs. product page bot).

Live Video Chat for High-Intent Visitors

For your highest-value visitors, offer real-time video conversation:

- Trigger video chat popup for ICP + high-intent score

- Connect to available rep instantly

- Use visitor context to prep the rep before they answer

This converts website visitors at 10-20x the rate of forms alone.

Related: [Announcing Warmly's Inbound Chatbot Workflows](https://www.warmly.ai/p/blog/announcing-warmlys-inbound-chatbot-workflows)


Integration With Your Existing Tech Stack

Intent data platforms need to connect with everything. Here's how to integrate properly.

CRM (HubSpot, Salesforce)

What to sync:

- Company/Account intent scores

- Contact engagement activity

- High-intent signal alerts (as tasks)

- Buying committee data

Sync frequency: Real-time for alerts, hourly for scores

Common mistake: Creating duplicate records. Use domain matching for companies and email matching for contacts.

Sales Engagement (Outreach, Salesloft, Apollo)

What to sync:

- Enroll high-intent contacts in sequences

- Pause sequences when visitor returns to website

- Update sequence priority based on intent score

Common mistake: Over-automating. Don't enroll everyone. Only contacts meeting your ICP + intent threshold.

Marketing Automation (HubSpot, Marketo, Pardot)

What to sync:

- Add to nurture workflows based on segment

- Trigger marketing emails from intent signals

- Update lead scoring models

Common mistake: Running marketing and sales automation in parallel. Coordinate to avoid overwhelming contacts.

Ad Platforms (LinkedIn, Meta, Google)

What to sync:

- High-intent accounts for retargeting

- Known visitors for matched audience campaigns

- Suppression lists for existing customers

Common mistake: Not refreshing audiences frequently enough. Intent is time-sensitive.

Conversation Intelligence (Gong, Chorus)

What to sync:

- Pre-populate meeting briefs with intent signals

- Flag conversations from high-intent accounts

- Correlate call outcomes with pre-meeting intent

Related: [Account-Based Marketing Software](https://www.warmly.ai/p/blog/account-based-marketing-software)


Best Practices From Successful Implementations

After working with hundreds of GTM teams, these patterns separate successful intent data implementations from failed ones.

1. Start With One High-Impact Use Case

Don't try to operationalize everything at once.

Good first projects:

- Alert reps when target accounts hit pricing page

- Auto-enroll high-intent contacts in outbound sequence

- Add de-anonymized visitors to retargeting audience

Bad first projects:

- Complex multi-step workflows with branching logic

- Full CRM enrichment for all historical records

- AI chatbots with custom persona training

2. Measure Signal-to-Meeting Correlation

Track which signals actually convert to meetings:

SignalMeetings GeneratedConversion Rate
Pricing Page + ICP4712%
3+ Sessions/Week328%
Research Intent Match286%
Form Fill8922%

Use this data to refine your scoring model monthly.

3. Train Your Team on Signal Interpretation

Reps need to understand:

- What each signal type means

- How to use signals in outreach personalization

- When to engage vs. when to let automation run

- How to log outcomes for attribution

Build a 30-minute training session. Run it quarterly.

4. Build Exclusion Lists Before Inclusion Lists

Before automating outreach, define who should never be contacted:

- Existing customers (unless upsell motion)

- Competitors

- Partner companies

- Employees

- Domains that have opted out

- Free email providers (for B2B)

5. Respect Timing and Throttling

Intent signals decay fast. A pricing page visit is most valuable in the first hour.

Timing rules:

- High-intent alerts: Immediate (within 5 min)

- Outbound sequences: Start within 24 hours

- Retargeting: Same day

- Nurture campaigns: Within week

Throttling rules:

- Max 1 automated email + 1 LinkedIn touch per day

- 24-hour cooldown between orchestration runs

- Pause automation if rep engages manually

Related: [GTM Strategy & Planning](https://www.warmly.ai/p/blog/gtm-strategy-and-planning)


Common Pitfalls to Avoid

Pitfall 1: Data Silos

The problem: Intent data sits in its own dashboard. Reps don't check it. Marketing can't access it. CRM doesn't reflect it.

The fix: Make your CRM the single source of truth. All intent data should sync there. Build reports and alerts in tools reps already use.

Pitfall 2: Over-Automation

The problem: Every website visitor gets an automated email. Contacts receive 5 touches in 48 hours. Your domain reputation tanks.

The fix: Set strict filters and throttling. Automate only for high-intent + ICP fit accounts. Cap daily outreach volume per contact.

Pitfall 3: Ignoring Signal Quality

The problem: You treat all signals equally. A blog visitor gets the same response as a pricing page visitor.

The fix: Weight signals by intent strength. Reserve aggressive outreach for genuinely high-intent actions.

Pitfall 4: No Feedback Loop

The problem: Automation runs forever without optimization. You don't know which signals convert.

The fix: Track signal → meeting → opportunity → closed-won attribution. Review monthly. Kill workflows that don't convert.

Pitfall 5: Skipping Team Alignment

The problem: Marketing sets up orchestration without telling sales. Reps get alerts they don't understand. Duplicate outreach happens.

The fix: Define ownership clearly. Sales owns high-intent alerts. Marketing owns nurture. Both agree on handoff criteria.

Pitfall 6: Poor Data Hygiene

The problem: Duplicate records everywhere. Contact data conflicts with CRM. Enrichment overwrites rep notes.

The fix: Establish data hierarchy (CRM wins for certain fields, intent platform wins for others). Deduplicate weekly. Use "if blank" logic for enrichment.

Related: [6sense vs ZoomInfo vs Warmly](https://www.warmly.ai/p/blog/6sense-vs-zoominfo)


Tools for Operationalizing Intent Data

Signal Collection & De-Anonymization

ToolBest ForStarting Price
[Warmly](https://www.warmly.ai)Person-level website identification + orchestration$10,000/year
[6sense] (https://www.warmly.ai/p/blog/6sense-pricing)Enterprise ABM with predictive analytics~$60,000/year
[Demandbase](https://www.warmly.ai/p/blog/demandbase-alternatives)Account-level intent + advertising~$50,000/year
[RB2B](https://www.warmly.ai/p/blog/rb2b-alternatives)US-only person-level identificationFree tier available
[Clearbit](https://www.warmly.ai/p/blog/clearbit-competitors)Enrichment + reveal (company-level)Custom pricing

Orchestration & Automation

ToolBest ForKey Integration
Warmly OrchestratorSignal-triggered email/LinkedInNative
[Outreach](https://www.warmly.ai/p/blog/salesloft-alternatives)Sales sequencesCRM + intent platforms
ClayCustom data enrichment workflowsAPIs + intent sources
HubSpot WorkflowsMarketing automationNative CRM

Buying Committee Identification

ToolMethod
Warmly AI-powered persona classification
ZoomInfoOrg chart + contact database
LinkedIn Sales NavigatorManual research


Sample Implementation Timeline

WeekFocusDeliverables
1Signal CollectionTracking installed, de-anonymization active, baseline data
2SegmentationScoring model live, audience segments defined, CRM sync configured
3First WorkflowHigh-intent alert workflow running, rep training complete
4Orchestration2-3 automation workflows active, AI chat deployed
5OptimizationFirst metrics review, workflow refinement, team feedback incorporated
6+ScaleAdd workflows, expand signal sources, continuous improvement

Frequently Asked Questions

How do you operationalize intent data?

Operationalizing intent data requires four components: signal collection (website tracking + third-party data), segmentation (scoring and audience building), CRM integration (bi-directional sync), and orchestration workflows (automated actions triggered by signals). Start with one high-impact use case like alerting reps when target accounts visit your pricing page, then expand from there.

What is the best way to implement intent data?

The best implementation approach is phased: collect signals first, then build scoring models, integrate with CRM, and finally automate workflows. Avoid trying to do everything at once. Focus on proving ROI with one use case before scaling. Most teams see fastest time-to-value by starting with website visitor identification and rep alerts.

How do you set up website visitor tracking?

Install a tracking script on your website (typically a JavaScript snippet), configure page-level intent rules (pricing page = high intent), enable de-anonymization to identify companies and individuals, and connect to enrichment sources for company/contact data. Ensure you track page visits, session duration, return visitor patterns, and form interactions.

How do you integrate intent data with CRM?

Sync intent scores to company/account records as custom fields, create activities or tasks for high-intent signals, update contact records with engagement data, and use workflows triggered by field changes. Most intent platforms offer native HubSpot and Salesforce integrations. Prioritize bi-directional sync so CRM data (like deal stage) can influence intent platform behavior.

What's the ROI of intent data?

Teams that properly operationalize intent data typically see 2-3x improvement in outbound response rates, 30-50% reduction in sales cycle length for accounts identified as high-intent, and 15-25% increase in pipeline conversion. ROI depends entirely on operationalization. Without automation and workflow integration, intent data is just an expensive dashboard.

How long does intent data implementation take?

A basic implementation (tracking + alerts + CRM sync) takes 2-3 weeks. A full implementation (orchestration workflows + AI chat + multi-source signals) takes 4-6 weeks. The biggest variable is CRM complexity and internal alignment. Teams with clean CRM data and clear ownership move fastest.

How much does intent data cost?

Entry-level website identification tools start around $700/month. Mid-market solutions with orchestration run $10,000-25,000/year. Enterprise ABM platforms (6sense, Demandbase) cost $50,000-150,000/year. ROI typically comes from pipeline generated, so calculate based on expected meetings and deal values, not just software cost.


Further Reading

Warmly Resources:

- [What Is Intent Data & How You Can Use It](https://www.warmly.ai/p/blog/intent-data)

- [The Full Guide to Warmly Implementation](https://www.warmly.ai/p/blog/full-guide-warmly-implementation)

- [Signal-Based Revenue Orchestration Platform](https://www.warmly.ai/p/blog/signal-based-revenue-orchestration-platform)

- [Agentic AI Orchestration](https://www.warmly.ai/p/blog/agentic-ai-orchestration)

- [GTM Motion: Definitions & Best Practices](https://www.warmly.ai/p/blog/gtm-motion)

Competitor Comparisons:

. [6sense vs ZoomInfo vs Warmly](https://www.warmly.ai/p/blog/6sense-vs-zoominfo)

- [Warmly vs Qualified](https://www.warmly.ai/p/comparison/vs-qualified)

- [Leadfeeder vs Lead Forensics vs Warmly](https://www.warmly.ai/p/blog/leadfeeder-vs-lead-forensics-vs-warmly)

Alternatives Guides:

- [10 Best Buyer Intent Tools](https://www.warmly.ai/p/blog/buyer-intent-tools)

- [Top 10 RB2B Alternatives](https://www.warmly.ai/p/blog/rb2b-alternatives)

- [Top 10 Clearbit Alternatives](https://www.warmly.ai/p/blog/clearbit-competitors)

- [Top 10 Qualified Alternatives](https://www.warmly.ai/p/blog/8-qualified-alternatives)

- [11 Best Clay Alternatives](https://www.warmly.ai/p/blog/clay-alternatives)

Pricing Guides:

- [6sense Pricing Guide](https://www.warmly.ai/p/blog/6sense-pricing)

- [Clay Pricing Guide](https://www.warmly.ai/p/blog/clay-pricing)

Tech Stack & Strategy:

- [The Complete B2B Sales Tech Stack](https://www.warmly.ai/p/blog/b2b-sales-tech-stack)

- [GTM Strategy & Planning] (https://www.warmly.ai/p/blog/gtm-strategy-and-planning)

- [10 Best Data Enrichment Tools](https://www.warmly.ai/p/blog/data-enrichment-tools)

- [10 Best ABM Software] (https://www.warmly.ai/p/blog/account-based-marketing-software)


Last updated: January 2026

CRM Sync Strategy: Bidirectional Data Flow & Field Mapping Best Practices

CRM Sync Strategy: Bidirectional Data Flow & Field Mapping Best Practices

Time to read

Alan Zhao

How do I sync intent data to my CRM?

Quick Answer: Set up a bidirectional CRM integration that reads account ownership from your CRM while pushing behavioral and intent signals back.

Map fields strategically using "fill if empty" for enrichment data (job titles, company size) and "always update" for dynamic signals (website visits, engagement scores).
Filter syncs to ICP-qualified visitors only to prevent CRM bloat.

Quick Answer: Best CRM Sync Strategy by Use Case

Best for HubSpot marketing teams: Native HubSpot integration with auto-created properties and hourly batch sync for visit data. See Warmly's HubSpot integration.

Best for Salesforce enterprise teams: Managed package installation for activity timeline tracking and custom object support. Requires 2-3 days setup but provides deeper visibility.

Best for real-time sales alerts: Continuous sync with Slack/Teams notifications triggered when ICP visitors hit high-intent pages like pricing or demo requests. Learn about real-time alerts.

Best for preventing data conflicts: Pull territory and ownership FROM your CRM, never push TO it. Let your CRM routing rules remain the source of truth.

Best for enrichment without overwrites: Use "fill if empty" sync logic for firmographic data so validated rep corrections don't get overwritten by automated enrichment.

Best for multi-system setups: Hub-and-spoke model where Warmly syncs to HubSpot, then HubSpot syncs to Salesforce. Prevents circular syncing and duplicate creation.

Introduction

One of the most common questions B2B revenue teams ask is: "How do I get intent data into my CRM without creating a data mess?"

After analyzing 141+ customer implementation calls, the answer comes down to three things: thoughtful field mapping, smart sync logic, and aggressive filtering. Teams across SaaS, security, and enterprise tech have figured this out. They're syncing thousands of contacts monthly without overwriting validated data or overwhelming sales with noise.

This guide breaks down the exact strategies that work, pulled directly from real implementation conversations.



1. One-Time Sync vs. Continuous Sync: When to Use Each

The Core Question

During a recent implementation with a B2B technology company, their Senior Manager of Growth Marketing Operations asked: "Should I set this up to sync to HubSpot once, or have it continuously running?"

Every RevOps team faces this question. The answer depends on your use case.

One-Time Sync: Best For

Use one-time sync when you're:

  • Testing new segments before automating. One customer tested their ICP segmentation by syncing visitors who viewed pricing pages, validated the data quality, then enabled continuous sync.
  • Backfilling historical data. Initial setup and data migration scenarios.
  • Running specific campaigns. Syncing a webinar attendee list or event follow-up segment.
  • Exporting to sales engagement tools. Pushing lists to Outreach or Salesloft for specific cadences.

Continuous Sync: Best For

Use continuous sync when you need:

  • Real-time lead routing. High-intent visitors who should hit a rep's queue immediately.
  • Behavioral score updates. Page views, time on site, and session counts that change constantly.
  • Job change alerts. When someone joins a target account, update their contact record right away.
  • Multi-touch intent aggregation. Building a complete picture of engagement over time.

Real Example: One mid-market SaaS company's Director of Marketing Operations configured continuous sync specifically for accounts in tiers 1-3 who visited high-value pages. SDRs received Slack alerts within minutes of qualification.

The Hybrid Approach (What Most Teams Do)

Start with a one-time sync to validate data quality. Enable continuous sync for ICP segments only. Use filters to prevent CRM bloat.

One VP of Revenue Operations put it this way:

"Once it's synced, it's synced. You might have triggers that say 'after a period of time, or if this record changes, sync it again.' But you're not just blindly syncing everything."



2. Field Mapping Strategies for HubSpot and Salesforce

The Most Common Mistake

Mapping every available field "just in case."

During one legal tech company's implementation, their team initially tried to map 30+ fields. After experiencing sync delays and CRM clutter, they narrowed it down to 8 essential fields. Sync performance improved by 300%.

Essential Field Categories


Behavioral Signals (Always Update)
FieldPurposeSync Logic
Last Visit DateRegency SignalAlways Update
Total Time on SiteEngagement DepthAlways Update
Session Count (30d)Visit frequencyAlways Update
High-Intent Page Views Pricing, demo, case studiesAlways Update
UTM ParametersCampaign attributionAlways Update

Enrichment Data (Fill If Empty)
FieldPurposeSync Logic
Job Title Contact identificationFill If Empty
Company SizeFirmographic qualificationFill If Empty
Industry SegmentationFill If Empty
LinkedIn Profile URLSales researchFill If Empty

Intent Signals (Always Update)

FieldPurposeFill If Empty
Bombora Topic Surge ScoresThird-party intent Always Update
Buying Committee Members Account intelligenceAlways Update
Persona ClassificationLead routingAlways Update
Learn more about intent signals


HubSpot-Specific Field Mapping

Recommended Custom Properties:


Contact Properties

- warmly_persona (dropdown)
- warmly_engagement_score (number)
- warmly_last_visit_date (date)
- warmly_high_intent_pages (text)
- warmly_session_count_30d (number)


Company Properties

- warmly_audience (text)
- warmly_bombora_topics (text)
- warmly_company_visits_30d (number)
- warmly_total_identified_visitors (number)
- warmly_intent_score (number)


Real Implementation Example: One device management company's Head of GTM Operations mapped only 6 custom properties:

  1. Warmly Audience - Triggered lifecycle stage changes
  2. Persona - Routed leads to specialized SDRs
  3. Active Time on Site - Minimum 30 seconds to qualify
  4. Last Seen Date - Recency scoring
  5. Confidence Score - Only synced contacts >70% confidence
  6. ICP Fit - Prevented non-ICP from entering CRM

Result: 47% reduction in junk leads entering their CRM, 2.3x increase in SDR qualification rates.


Salesforce-Specific Field Mapping

Minimum Required Fields for Lead Creation:

Based on enterprise implementations, Salesforce requires:

  • First Name
  • Last Name
  • Email
  • Company Name
  • State/Region
  • Country
  • Industry

Custom Fields Pattern:

Lead/Contact Fields

- Warmly_Engagement_Score__c (Number)
- Warmly_Last_Visit__c (DateTime)
- Warmly_Intent_Topics__c (Long Text Area)
- Warmly_ICP_Tier__c (Picklist: Tier 1, Tier 2, Tier 3, Not ICP)


Account Fields

- Warmly_Total_Visitors__c (Number)
- Warmly_Buying_Committee_Count__c (Number)
- Warmly_Account_Intent_Score__c (Number)


Managed Package vs. API Integration

Factor Managed PackageAPI Integration
Setup Time 2-3 days 1-2 hours
Activity Timeline Full tracking Limited
Custom ObjectsSupportedNot supported
Best ForEnterprise teams(<50 reps)
ComplexityHigherLower

Enterprise Requirement "The Salesforce managed package is non-negotiable for us because we need object-level tracking, not just field updates."



3. Fill If Empty vs. Always Update: The Critical Decision

Why This Matters

One RevOps team voiced a common fear: "We've spent months manually correcting firmographic data in Salesforce. Will Warmly overwrite our validated data with lower-quality enrichment?"

The answer lies in sync logic configuration.

Fill If Empty: Use for Static Enrichment

Definition: Only populate the field if it's currently null/empty in your CRM.

Best For: - Job titles (unless tracking job changes) - Company size/employee count - Industry classification - Company headquarters location

Why: If a sales rep manually corrects a contact's title from "Engineer" to "VP of Engineering" based on a discovery call, you don't want automated enrichment overwriting that validated data.

Always Update: Use for Dynamic Behavioral Data

Definition: Update the field every time new data is available.

Best For: - Last visit date/time - Total page views - Engagement scores - Session counts - Intent topic surge scores

Why: Behavioral data is time-sensitive. Yesterday's pricing page visit should override "Last Visit: 30 days ago" in your CRM.

The Decision Matrix

Field TypeSync Logic Why
Job TitleFill If Empty Reps manually correct during discovery
Company SizeFill If EmptyStatic unless tracking growth
Last Visit DateAlways UpdateTime-sensitive behavioral signal
Engagement ScoreAlways UpdateChanges with each visit
Intent TopicsAlways UpdateBombora scores change weekly
Territory/OwnerRead OnlyCRM routing rules should control
Lifecycle StageConditionalOnly progress forward, never backward
Lead SourceFill If EmptyFirst-touch attribution should be immutable

Territory Assignment Exception

Multi-Product Routing Complexity: Some companies route leads by product line across multiple business units.

Their Sync Rule: "Pull territory assignment FROM Salesforce, never push TO Salesforce. Let Salesforce routing rules handle assignment."

This prevented accidental overwriting of carefully configured territory logic.



4. Managing Custom Properties and Objects

Do I Create the Field First?

Common Question: "Do I create the field first, then map it? Or does Warmly auto-create it?"

Answer: It depends on your CRM.

HubSpot: Auto-Creation Supported

For HubSpot, properties can be auto-created during initial sync if they don't exist. But best practice is to pre-create them with specific formats:

  1. Property name (e.g., warmly_engagement_score)
  2. Field type (Single-line text, Number, Date, Dropdown)
  3. Group assignment (e.g., "Warmly Data")
  4. Description for sales team visibility

Salesforce: Manual Creation Required

Salesforce requires custom fields to exist before mapping.

Recommended Process:

  1. Create custom fields in Salesforce sandbox
  2. Test sync with 10 records
  3. Validate data quality and formatting
  4. Create fields in production
  5. Map in Warmly settings
  6. Enable sync for qualified segments


Multi-System Architecture

Common Challenge: "We use both HubSpot and Salesforce. Anything that goes into HubSpot also goes into Salesforce."

Recommended: Hub-and-Spoke Model

Warmly → HubSpot (marketing automation)

                      ↓

                 HubSpot → Salesforce (qualified leads only)

This maintains a single source of truth and prevents duplicate syncing.

Not Recommended: Parallel sync to both systems (risk of circular syncing and conflicts).



5. Avoiding Data Conflicts and Duplicates

The Duplicate Prevention Strategy

Key Lesson: "To minimize duplicate companies, we limited our Change-Jobs play to existing CRM companies only. We don't create net-new accounts from job change alerts."

Common Conflict Scenarios

Email Mismatch Duplicates

Problem: Warmly identified [email protected], Salesforce had [email protected]. Result: Duplicate created.

Solution:

  • Enable fuzzy matching by domain + first/last name
  • Set minimum confidence threshold (70%+)
  • Use LinkedIn profile URL as secondary deduplication key

Territory Routing Conflicts

Problem: Multiple reps claimed the same account. Warmly synced to the first matched owner.

Solution:

  • Pull territory assignment FROM CRM, don't push TO CRM
  • Use account-level routing rules in Salesforce
  • Let CRM be the source of truth for ownership

Lifecycle Stage Conflicts

Enterprise Workflow: "Leads enter HubSpot first, qualify there with lead scoring, then sync to Salesforce only after reaching MQL threshold."

Best Practice:

  • Only sync leads that meet minimum qualification threshold
  • Never push leads backward in lifecycle stage
  • Use separate syncs for different lifecycle stages


The Confidence Score Filter

Best Practice from 30+ Implementations: Only sync contacts with confidence score >70%.

Testing Results:

  • 50% threshold: 40% false positives
  • 70% threshold: 12% false positives
  • 85% threshold: 3% false positives, but missed 30% of valid leads

Optimal: 70% for most B2B companies.


Segment Before Sync

Effective Filtering Strategy:

  1. Company size: 50-5,000 employees
  2. Industry: SaaS, Technology, Professional Services
  3. Exclude: Customers, closed-lost (last 6 months), competitors
  4. Include: Active in the last 30 days + viewed pricing/demo page

Result: 73% reduction in non-qualified leads syncing to CRM.



6. Bidirectional Sync Architecture Explained

What "Bidirectional" Actually Means

Common Confusion: "Is it a two-way sync?"

Clarification:

Read FROM CRM (Warmly pulls in):

  • Account ownership - Lifecycle stages
  • Custom fields (ICP tier, ABM list membership)
  • Territory assignment
  • Opportunity stage

Write TO CRM (Warmly pushes out):

  • Website visit data
  • Engagement scores
  • Intent signals
  • Chat transcripts
  • Enriched contact/company data

Real-Time vs. Batch Sync

Common Question: "Is it real-time or batch?"

Real-Time (Push Immediately):

  • Chat messages
  • Form submissions
  • High-intent page views (pricing, demo request)
  • Qualified visitor alerts

Batch Sync (Every 60 minutes):

  • Engagement score updates
  • Session count aggregations
  • Intent topic updates
  • Firmographic enrichment

Why the Hybrid? Real-time for actionable signals needing immediate rep response. Batch for aggregate data that doesn't require instant updates.

Initial Sync Timeline

Typical Mid-Market Implementation:

  • CRM size: 47,000 contacts, 12,000 accounts
  • Initial sync time: 1 hour 15 minutes
  • Ongoing sync: Every 60 minutes (incremental)



7. Intent Data Sync Specifics

Bombora Integration Strategy

Example Setup: Track up to 12 Bombora keywords: revenue operations, sales enablement, conversation intelligence, sales automation, lead routing, CRM optimization.

Field Structure:

bombora_topics_surging (text): "Revenue Operations (75), Sales Enablement (68)"

bombora_highest_topic (text): "CRM Optimization"

bombora_highest_score (number): 82

bomborasurgedate (date): 2025-01-15

Sync Strategy:

  • Always Update (scores change weekly)
  • Trigger alerts when score >70
  • Create CRM workflow: Score >70 + pricing page visit = hot lead

Learn about Bombora integration

Website Behavioral Signals

Time-on-Site Thresholds (Based on 40+ Implementations):

DurationIntent Level
<30 secondsBounce (don't sync)
30-120 secondsLow intent
2-5 minutesMedium intent
5+ minutesHigh intent

High-Intent Pages (Always Sync):

  • /pricing
  • /demo
  • /contact-sales
  • /vs/[competitor]
  • /case-studies/[industry]

Effective Logic: "If CRM company equals accounts tier 1-3, first-party signals, and they visit high-value pages → sync immediately + Slack alert to account owner"

UTM Parameter Capture

Critical for Attribution:

crm_campaign_source: "linkedin" 
crm_campaign_medium: "paid" 
crm_campaign_name: "Q1_Product_Launch" 

Sync Logic:

  • First Touch: Fill If Empty (never overwrite)
  • Last Touch: Always Update
  • All Touches: Append to multi-touch field

Intent Score Aggregation

Multi-Signal Scoring Formula:

Intent Score = (Bombora Surge × 0.30) 
             + (Website Visits × 0.25) 
             + (High-Intent Pages × 0.25) 
             + (Engagement Score × 0.15) 
             + (LinkedIn Activity × 0.05) 

Sync Strategy:

  • Recalculate hourly
  • Push to CRM when score changes >10 points
  • Trigger workflows at thresholds (50, 70, 90)



8. Implementation Checklist

Phase 1: Pre-Integration Planning (Week 1)

Define Your Sync Strategy:

  • [ ] Identify high-intent segments for continuous sync
  • [ ] List one-time sync use cases
  • [ ] Document ICP criteria for filtering
  • [ ] Define confidence score threshold (recommend: 70%)

Audit Existing CRM Data:

  • [ ] Review current field usage and naming conventions
  • [ ] Identify fields with data quality issues
  • [ ] Document territory routing logic |
  • [ ] Map existing lead sources and attribution

Phase 2: Field Mapping Design (Week 1-2)

Standard Fields:

  • [ ] Warmly Audience (ICP tier)
  • [ ] Engagement Score
  • [ ] Last Visit Date
  • [ ] Session Count (30-day)
  • [ ] High-Intent Page Views
  • [ ] Confidence Score

Intent Signal Fields:

  • [ ] Intent Topics (text list)
  • [ ] Top Intent Topic
  • [ ] Intent Score (number)
  • [ ] Surge Date

Phase 3: Integration Setup (Week 2)

HubSpot:

  • [ ] Install Warmly app from marketplace
  • [ ] Authorize OAuth connection
  • [ ] Create/configure custom properties
  • [ ] Set sync schedule (hourly recommended)

Salesforce:

  • [ ] Choose: Managed Package or API
  • [ ] Create custom fields
  • [ ] Install managed package (if applicable)
  • [ ] Configure lead/contact creation rules

Phase 4: Testing & Validation (Week 2-3)

  • [ ] Sync 10 test records
  • [ ] Validate field mapping accuracy
  • [ ] Check for duplicate creation
  • [ ] Test territory routing logic
  • [ ] Get sales team preview and feedback

Phase 5: Production Rollout (Week 3-4)

Phased Enablement:

  • Week 1: Tier 1 accounts only
  • Week 2: Expand to Tier 2
  • Week 3: All ICP-fit visitors
  • Week 4: Optimize based on data


FAQs

"How do I sync intent data to my CRM?"

Set up a bidirectional integration with your HubSpot or Salesforce instance. Map behavioral and intent fields to custom properties, configure orchestrations to sync qualified visitors based on ICP criteria, and use "fill if empty" for enrichment data and "always update" for behavioral signals.

See the full integration guide

"What's the difference between one-time sync and continuous sync?"

One-time sync pushes a specific list once, best for testing segments or campaign exports. Continuous sync updates automatically (usually hourly), best for real-time lead routing and behavioral tracking. Most teams use a hybrid: one-time to validate, then continuous for ICP segments only.

"Should I use fill if empty or always update for CRM fields?"

Use "fill if empty" for static enrichment data like job titles and company size (so rep corrections don't get overwritten). Use "always update" for dynamic behavioral signals like last visit date, engagement scores, and intent topics (since these change constantly and should always reflect the latest state).

"How do I prevent CRM duplicates when syncing intent data?"

Three strategies: (1) Set a 70%+ confidence score threshold to filter low-quality matches, (2) Enable fuzzy matching by domain + name for email variations, (3) Limit job-change syncs to existing CRM companies only rather than creating net-new accounts.

"Will syncing intent data overwrite my validated CRM data?"

Not if configured correctly. Use "fill if empty" sync logic for firmographic fields like job titles. This ensures automated enrichment only populates empty fields and never overwrites data that reps have manually corrected based on discovery calls.

"How long does the initial CRM sync take?"

Depends on CRM size. For a typical mid-market company (47,000 contacts, 12,000 accounts), initial sync takes about 1 hour 15 minutes. After that, incremental syncs run every 60 minutes and complete in minutes.

"Can I sync to both HubSpot and Salesforce at the same time?"

Yes, but use the hub-and-spoke model: Warmly syncs to HubSpot, then HubSpot syncs qualified leads to Salesforce. This maintains a single source of truth and prevents circular syncing that can cause duplicates and conflicts.

"What fields should I sync to my CRM from intent data?"

At minimum: Last Visit Date, Engagement Score, Session Count, High-Intent Page Views, and ICP Tier. For intent data specifically: Bombora Topics, Intent Score, and Surge Date. For enrichment: Job Title, Company Size, and LinkedIn URL (all using fill if empty).

Key Takeaways

  1. Start with one-time sync to validate data quality before enabling continuous sync
  2. Use "Fill If Empty" for enrichment (titles, firmographics) and "Always Update" for behavioral signals
  3. Set a 70% confidence threshold to balance coverage and accuracy
  4. Segment before syncing to prevent CRM bloat
  5. Let CRM handle territory routing by pulling ownership rather than pushing it
  6. Sync intent signals separately from enrichment for better workflow triggers
  7. Monitor duplicate creation rate weekly and adjust fuzzy matching logic

Further Reading

Warmly Product Pages: - CRM Integrations Overview - Website Intent & De-anonymization - Bombora Buyer Intent Integration - Social Signal Monitoring - AI Nurture Agent

Comparison Guides: - Warmly vs. 6sense - Warmly vs. Clearbit - Warmly vs. Leadfeeder - Warmly vs. Qualified

Related Blog Posts: - 6sense Review: Is It Worth It in 2026? - Top 10 Clearbit Alternatives & Competitors - AI Marketing Agents: Use Cases and Top Tools - Best Website Visitor Identification Software - AI GTM: Top Use Cases, Software & Examples

Resources: - Warmly Pricing - Book a Demo - Customer Reviews - Help Center - Playbooks Library

About This Research

This guide is based on analysis of 141+ customer implementation calls from 2025-2026, including technical reviews with revenue operations leaders across B2B SaaS, security, and enterprise technology companies. All examples reflect real customer implementations with identifying information removed.

Questions about CRM sync strategy? Book a technical review call with our solutions engineering team to map your specific architecture.

The Agent Architecture for GTM: A Framework for What Comes After Workflows

The Agent Architecture for GTM: A Framework for What Comes After Workflows

Time to read

Alan Zhao

We've reached the point where the playbooks stop. What happens when you've connected all the tools, wired all the data, and still don't know what's next? This is a framework for pushing past that wall.


The Event Horizon

Every GTM team eventually hits the same wall.

You connect Clay to Outreach. You wire up your intent data to your sequences. You build the perfect orchestration workflow. You hit play.

And then nothing changes.

You're standing at what I call the event horizon - the point where you've done everything the playbooks tell you to do, and you still can't see what's next. The tools are connected. The data is flowing. But the fundamental problem remains: you're still manually deciding who to reach out to, what to say, and when to say it.

The workflows automated the keystrokes. They didn't automate the judgment.


Why GTM Is Harder Than Code

Here's something most people don't understand: building agents for GTM is fundamentally harder than building agents for coding.

Coding agents work because code is deterministic. You can verify correctness. A test passes or it doesn't.

Customer support agents work because knowledge bases are static. The answer to "how do I reset my password" doesn't change week to week.

GTM is different. It's a dynamic environment where:

- What worked yesterday stops working tomorrow

- Each account's context is completely unique

- The "right" decision requires synthesizing signals that change hourly

- There's no ground truth - only outcomes you won't see for months

This is why the go-to-market space is 6-12 months behind the coding agent frontier. The problem is genuinely harder.

But that's also why the opportunity is so massive.


The Five-Layer Agent Architecture

After studying teams that have actually deployed agent systems at scale - thousands of agents running in production - a pattern emerges. Here's the architecture:

Layer 1: The Blueprint

The hard-coded identity layer. What this agent is, what it's entitled to do, what it's forbidden from doing. Think of it as the agent's constitution - it doesn't change based on context.

Layer 2: Responsibilities

Mini-behaviors encoded in plain English. Each responsibility is a discrete piece of work: "When a Tier 1 account visits the pricing page twice in one week, draft a personalized outreach sequence." A single agent might have dozens of responsibilities.

Layer 3: Event Listeners

What ambient signals should this agent care about? Job changes. Website visits. Intent spikes. Competitor mentions. You encode the trigger: "When this happens, wake up and evaluate."

Layer 4: Tool Access

The capabilities available to the agent. CRM queries. Email sending. Ad targeting. Meeting scheduling. You outfit each agent with exactly the tools it needs for its responsibilities - nothing more.

Layer 5: Constituent Scope

Each agent instance is scoped to a specific entity. One account. One deal. One person. This keeps context manageable while allowing thousands of agents to run simultaneously.

BLUEPRINT (Identity + Entitlements)
RESPONSIBILITIES (Behavioral specifications)
EVENT LISTENERS (Triggers from world)
TOOL ACCESS (Capabilities to act)
CONSTITUENT SCOPE (Account/Deal/Person)

The key insight: Humans don't operate the agents. They configure the behavioral specifications, observe the outputs, and tune the responsibilities. The agents operate themselves.


The Inter-Agent Context Problem

Here's where it gets hard.

Once you have an agent system running at scale, you immediately hit the second-order problem: your agents don't know what other agents are doing.

Agent A decides to send an email. Agent B decides to retarget on LinkedIn. Agent C schedules a call. None of them knows what the others just did. You end up with a prospect receiving three touches in one hour, or worse, contradictory messages from different channels.

At scale, you need something above the individual agents: an orchestration layer that maintains coherence across the entire system. Not just routing requests, but understanding the holistic state of each account and coordinating actions across all the agents working on it.

This is genuinely unsolved. The teams building at the frontier are experimenting with:

- Parent event streams that all agents subscribe to

- Router responsibilities that allocate work across agents

- Skill-set abstractions that group responsibilities into coherent units

Nobody has cracked it yet. But this is where the real differentiation will emerge.


The Tracing Imperative

When something goes wrong (or right), you need to understand why.

With traditional workflows, debugging is linear: Step 1 led to Step 2 led to Step 3. Easy.

With agents making decisions based on context, the trace becomes a graph. The agent read these 15 signals, weighted them somehow, and decided to take this action. Why? What would it have done if one signal were different?

This is why decision traces are becoming the new primitive.

Every decision an agent makes should be logged with:

- What context it had access to

- How it interpreted that context

- What alternatives it considered

- Why it chose what it chose

Without tracing, you can't debug. Without debugging, you can't improve. Without improving, you're just shipping black boxes and praying.


The Economic Model Nobody's Talking About

Here's something that will reshape the entire industry.

Traditional SaaS sells workflows. "Here's sequence automation - $50K/year." You package a capability, put a price on it, and sell it to a department.

The problem? You're leaving massive value on the table.

If a workflow solves a $200K problem but costs $30K to run, you don't capture that premium. And you've pigeonholed yourself into one department, one use case, one budget holder.

The new model is usage-based and department-agnostic.

Instead of selling a workflow, you say: "Here's the amount of dollar spend you want to allocate. For every problem we solve across your entire organization, we'll itemize that on your receipt."

The bet: Jevons Paradox applies to agent systems. When you make it cheap and easy to solve problems, customers don't spend less - they find exponentially more problems to solve.

Each successful agent deployment uncovers the next use case. More spend, more usage, deeper integration. The flywheel spins.

Counter-intuitively, buyers prefer this model:

- One contract instead of 10 vendors

- Freedom to experiment without stakeholder wrangling

- Transparent cost-to-value alignment

- No commitment to workflows that might become obsolete


The Context Graph

Here's the solution for GTM specifically.

We've been obsessed with data, intent signals, firmographics, technographics, website visits, call recordings. We have more data than ever.

But data isn't knowledge. The context graph is

A context graph is the connected understanding of everything happening with an account, structured in a way that agents can reason over.

It's not just that someone visited your pricing page, it's:

They visited pricing → after reading a competitor comparison → after their VP of Sales liked a LinkedIn post about your category → while their company is hiring 3 SDRs → and they're 6 months into a contract with your competitor

That's context. And it requires connecting:

- CRM data (deals, contacts, history)

- Website behavior (pages, time, patterns)

- Social signals (engagement, follows, shares)

- Intent data (research topics, competitor interest)

- Hiring signals (roles, departments, growth)

- News (funding, leadership changes, M&A)

All connected, all accessible to agents in a single tool call.

Most companies have the data, but almost nobody has the graph.


The Practical Path Forward

Here's what I'm doing right now. It's not theoretical - this is running today.

1. Connect everything to a single reasoning interface

For me, that’s a single reasoning interface connected to every data source: CRM, website analytics, Slack, call recordings, and intent signals. One place where all context is accessible.

2. Start with human-in-the-loop, capture the traces

Don't fully automate on day one. Run the process manually, but through the agent interface. When the output looks good, save the reasoning pattern. Build a library of "this is how we handle this situation."

3. Encode policies, not templates

Stop crafting email templates. Start encoding decision policies:

- "For Tier 1 accounts with pricing page visits, prioritize meeting-first outreach"

- "For closed-lost accounts re-engaging, acknowledge the history and lead with what's changed"

- "For technical personas, skip the business value pitch and go straight to integration"

The agent generates the specific content. You define the strategy.

4. Parallel execution

Once the policies are sound, scale horizontally. Five terminals. Ten agents. Fifty accounts per day, each getting genuinely personalized treatment based on their full context.

5. Measure ruthlessly, kill what doesn't work

Emails not working? Stop sending emails. Calls getting ignored? Shift to social. SDRs not adding value beyond what agents produce? Make the cut.

The goal isn't to automate for automation's sake. It's to get past the event horizon and see what actually moves numbers.


The Six-Month Window

Here's the uncomfortable truth.

Right now, almost nobody in GTM has their context graph built. Almost nobody has agents running in production. Almost nobody has the traces being captured.

In six months, the playbook will be obvious. Everyone will have agents connected to their own data. The baseline will be, “of course you have agents running your outreach.”

The window to build differentiation is now.

If you're reading this and thinking "we should start exploring this," you're already behind. The teams that will succeed are the ones treating this as their primary initiative, not a side experiment.


The Manifesto Question

I've noticed something about teams that successfully make this transition.

They have someone who writes manifestos.

Not product specs. Manifestos - documents that lay out an architectural thesis for where the future is going and why the organization needs to replatform to get there.

Most organizations don't have this. They have:

- A head of sales saying "just help me hit next week's number"

- A co-founder saying "I need baseline metrics for an exit"

- Engineers who need well-defined problem boxes

Without the manifesto writer - the person who intuits the abstract space and can translate it into organizational change - you can't replatform. You can only optimize what exists.

And optimizing what exists means staying on this side of the event horizon.

So here's my question for every GTM team: who's writing your manifestos?


What's Next

I don't have all the answers. Nobody does - we're building the plane while flying it.

But the framework is becoming clear:

1. Context graph: All data connected and queryable

2. Agent architecture: Blueprint → Responsibilities → Events → Tools → Scope

3. Decision traces: Every choice logged and debuggable

4. Orchestration layer: Coherence across all agents

5. Policy-based learning: Encode strategy, generate tactics

6. Usage economics: Itemized receipts, not workflow subscriptions

This is the architecture for what comes after workflows.

The question is whether you'll build it, or whether you'll watch someone else build it and wonder what happened.


If you're building in this space, I want to hear what you're discovering. If you think this is wrong, even better - the only way we figure this out is by pressure-testing these ideas against reality.

The event horizon is right there. Let's see what's on the other side.

How I Run GTM With Agents That Actually Do Work

How I Run GTM With Agents That Actually Do Work

Time to read

Alan Zhao

Everyone overcomplicates GTM.

MQLs, SQLs, SALs, recycled leads, nurture tracks, scoring models with 47 variables. It's a mess. And honestly? Most of it doesn't matter.

Here's what actually matters: Is this company in-market right now, or not?

If yes, route to reps immediately. Swarm them.

If no, nurture until they show signal.

That's the entire funnel. Two buckets. That's it.

The hard part isn't the framework. It's execution:

- How do you know who's in-market?

- How do you get that list daily without manual work?

- How do you avoid wasting rep capacity on companies that already got outreach?

We build the tools that solve this. I also use these tools to run our own GTM. Every day.

Right now I have 3-10 agents running in the background. Building lead lists. Sending contacts to ad audiences. Debugging production issues. Writing content. Analyzing attribution. Not in sequence. In parallel.

This is exactly how I do it.

You Need a Context Store (Not More API Calls)

Before any agent can do useful work, it needs context. Not scattered across 12 SaaS tools. Queryable. Structured. Already saved.

Here's the key insight most people miss: you want agents to reason on primitives, not spend time gathering them.

Think about it this way. If your agent has to call 5 APIs, parse the responses, normalize the data, and then figure out what to do... you've already lost. That's expensive, slow, and honestly kind of fragile.

And here's the thing nobody warns you about: API limits will kill you.

You can't continuously call the HubSpot API every time you want to know what happened with a company. You can't hit LinkedIn's API for every contact enrichment. You can't query Salesforce for every deal update. You'll hit rate limits within hours. And even if you don't, you're wasting tokens and time on data that hasn't changed since yesterday.

So you build a context graph instead. Pull the data once. Store it locally. Create relationships between entities. Now your agents query your graph, not a dozen external APIs.

This does three things:

- Reduces tokens. Agents aren't wasting context window on API parsing and error handling.

- Reduces vendor dependence. When HubSpot's API goes down (and it will), your agents keep working.

- Faster queries. Local database beats network round-trips every time.

Instead, build the paper trail first. Save everything in structures your agent can query later:

- Intent signals (who visited, which pages, how long, when)

- CRM data (deals, contacts, lifecycle stage, last activity)

- Slack conversations (what are reps saying about accounts?)

- Call recordings (what did prospects actually say?)

- Enrichment data (company size, tech stack, ICP fit)

- Ad impressions (who's seen which campaigns?)

- Outreach history (who already got a message, and when?)

This is basically a Postgres database with all my systems feeding into it. The magic isn't the database. It's having primitives pre-structured so agents can go straight to reasoning.

Here's an example query an agent can run:

"Find ICP companies that visited pricing this week, haven't received outreach in 30 days, aren't in an active deal, and have a buying committee identified."

That touches 4 systems. But because primitives are already saved, the agent gets the answer in seconds and moves straight to the decision: who gets routed where?

Two Buckets, Every Single Day

Every morning, agents categorize my TAM into two buckets.

In-Market

These companies are showing buying signals right now:

- Multiple people on the website (especially pricing, case studies, integrations)

- High intent scores (Bombora surge topics, G2 research)

- Recent engagement (replied to email, watched a demo video, chatted with our bot)

- ICP fit plus recency (visited in last 7 days)

These go to reps. Immediately. However many reps I have, that's how many accounts get worked today.

Not In-Market (Yet)

Everyone else in my TAM. They're not ready for a sales conversation. But I don't ignore them.

These get:

- LinkedIn ads (like this video about our Marketing Ops Agent)

- Retargeting (stay top of mind)

- Content (blog posts like this one)

- Automated nurture (email sequences, but thoughtful)

The goal is simple: keep them aware and engaged until they ARE in-market. Then we're already on their radar.

Here's what the daily loop looks like:

1. Agent queries context store for in-market signals

2. Filters for ICP fit, buying committee identified, not already contacted

3. Routes to reps with full context (why they're in-market, who to contact, what they looked at)

4. Everyone else goes to ads and nurture

Run this every day. Lists are always fresh because agents rebuild them from real-time signals.

Agents Need to Act, Not Just Report

Here's what separates useful agents from expensive toys: they close the loop.

An agent that tells you "hey, this account looks interesting" is barely better than a dashboard. You still have to do something with that information.

But an agent that identifies the account, adds their buying committee to a LinkedIn audience, updates the CRM, and notifies the rep? That's actually useful.

Every agent I build has to answer one question: what action does this trigger?

- Found high-intent accounts? Route to CRM for rep assignment.

- Identified buying committee? Add to LinkedIn ad audience.

- Deal about to close, missing attribution? Query all sources and build the buyer journey.

- Bug in production? Check logs, find root cause, draft the fix.

- Content performing well? Extract the hook, draft variations for social.

If an agent can't act on what it finds, it's not done yet. An insight without an action is just noise.

I Run 3-10 Agents in Parallel

Right now, as I write this, I have multiple agents running in the background. Let me walk you through what each one does.

Lead List Builder

This one runs every morning. It builds a prioritized target list for each SDR with full context and AI-generated emails. Here's exactly what it does:

1. Query high-intent accounts. Pulls companies from our "Best Fit + High Intent" audience. These are ICP companies showing buying signals in the last 7-30 days.

2. Gather intent signals. For each account, queries website visits, job postings, new hires, social engagement. Builds a timeline: *"Jan 8 - Daniel Garcia hired (GTM signal). Oct 27 - Phil Armstrong hired. Sep 25 - Website visitor (53 sec active)."*

3. Identify buying committee. Finds the people who matter: CRO (Decision Maker), Dir Sales (Champion), VP RevOps (Influencer), CEO (Approver at smaller companies).

4. Classify personas. Applies rules I've encoded: Head of Sales = Decision Maker, not Champion. CMO = Influencer, not Champion. Manager-level = too junior to champion a purchase.

5. Generate personalized emails. Calls an AI email agent to create 4-step cold sequences for each contact. The emails reference their specific intent signals: *"Merge bringing on Daniel and Phil signals GTM expansion..."*

6. Export to CRM. Sync to Hubspot: companies with account summaries, contacts with full LinkedIn URLs and AI-generated email copy.

The agent balances workload across SDRs (4-5 accounts each), prioritizes by intent score, and excludes existing customers or active deals. Yesterday's run: 12 accounts → 24 prioritized contacts → 96 personalized emails. Every single day, fresh lists built from real-time signals.

LinkedIn Audience Manager

Takes the buying committee contacts from high-intent accounts and adds them to our LinkedIn ad audiences. They'll start seeing our ads within 24-48 hours.

Attribution Analyst

For deals about to close, it builds the complete buyer journey. Scours CRM notes, call recordings, Slack notifications, chat messages. Answers the question everyone always asks: "Did our ads influence this? When did they first engage? What content did they consume?"

Content Writer

Takes everything I'm learning from running GTM and helps me write about it. It has access to the same context store, so it can pull real examples.

Bug Debugger

When something breaks in production, it checks Google Cloud logs, Temporal workflow history, error traces. Finds the root cause. Drafts a fix or at least tells me exactly where to look.

PRD Writer

Based on how I'm solving my own GTM problems, it helps me write product requirements for what we should build next. Dogfooding turns into product insights turns into PRDs.

These run in parallel. I don't wait for one to finish before starting another. The context store is the shared source of truth. Each agent queries what it needs and does its job.

How I Keep Agents From Going in Circles

Agents can get expensive fast if they're inefficient. They'll call the same API 10 times. They'll re-gather context they already had. They'll go in circles trying to figure out what to do.

I've built three things to prevent this.

Skills

Pre-defined capabilities the agent can invoke. Instead of figuring out how to query the database from scratch, it calls a skill that already knows the schema, the common queries, the output format. Consistent. Fast. No token waste on re-learning.

Traces

Everything the agent does gets logged. Decisions made, queries run, actions taken. When something goes wrong, I can replay exactly what happened. When something works, I can see why.

Playbooks

For common workflows (like "build today's lead list"), there's a playbook. The agent doesn't reason from first principles every time. It follows the playbook, which encodes what I've learned works. Deviation only when the situation is genuinely novel.

The result: agents that are predictable, efficient, and don't burn tokens on redundant work.

Rep Capacity is the Real Bottleneck

Rep capacity is the real constraint.

I have X reps. Each can meaningfully work Y accounts per day. That's X times Y accounts getting human attention.

Everything else? Agents and automation.

The mistake most teams make is they spray outreach at everyone and hope some stick. This wastes precious rep capacity on companies that:

- Already received a LinkedIn connection request

- Already saw our ads 50 times

- Aren't showing any intent

- Already said "not right now" 2 weeks ago

So here's what I do instead. Track everything. Who got what. When.

My context store tracks:

- LinkedIn connection requests sent (pending, connected, ignored)

- Ad impressions per company

- Emails sent and responses

- Last rep touchpoint date

- Current deal stage

Before any outreach, agents check: "Has this person already received this type of touch in the last 30 days?"

If yes, skip them. Save the slot for someone new.

If no, they're eligible for outreach.

I've audited GTM teams where 40% of outbound was going to accounts already in active deals or contacted that same week. That's pure waste.

Look, execution is easy now. LLMs can write emails. LinkedIn automation can send requests. The hard part is deciding WHO deserves limited human attention. Agents are really good at this.

Content Multiplies Everything

I spend a lot of time creating content. Posts like this. LinkedIn videos. Ads.

Why? Because content scales in ways reps don't.

One rep can have 20 meaningful conversations a day.

One blog post can reach 10,000 people.

One LinkedIn ad can get 100,000 impressions.

Content builds brand. Brand builds trust. Trust means when someone IS in-market, they already know who we are.

Here's how the funnel actually works:

1. Content drives awareness (SEO, social, ads)

2. Awareness drives site visits

3. Site visits get captured (we identify the company)

4. High intent gets routed to reps

5. Lower intent gets retargeting and nurture

6. Repeat

The content I create isn't random. I write about problems I'm actually solving. This post is literally about how I run my own GTM. The [Marketing Ops Agent video](https://www.linkedin.com/feed/update/urn:li:sponsoredContentV2:(urn:li:ugcPost:7383879192121073664,urn:li:sponsoredCreative:862512794))? It shows the product doing exactly what I described.

When you write about your actual workflow, it's authentic. People can tell.

What You Actually Need to Run This

To run this playbook, you need a few things.

Intent Layer

Who's visiting your site? What pages? How often? Are they ICP? This is the foundation. Without it, you're guessing.

CRM Data

Current deal status, contact history, lifecycle stage. Agents need this to avoid mistakes like prospecting existing customers.

Enrichment

Company size, tech stack, job postings, funding. Context that tells you IF they're ICP, not just that they visited.

Outreach History

What have they received? LinkedIn, email, ads, rep calls? Without this, you'll waste capacity on duplicate touches.

Action Layer

Routes to CRM for assignment. LinkedIn Ads API for audiences. Email for sequences. Agents need to DO things, not just analyze.

We built Warmly to provide these primitives. Intent, enrichment, CRM sync, outreach history, orchestration. I use it to run my own GTM every day.

Where This Is All Going

Right now, I kick off agents manually and review their output. 15 minutes in the morning, check the results, approve high-stakes actions.

But the direction is clear: fully autonomous, with human oversight only for exceptions.

The agent doesn't wait for me to ask "who's in-market today?" It runs at 6am, categorizes the TAM, routes to reps, updates ad audiences, and sends me a summary.

I review the summary. Flag anything weird. Approve edge cases.

We call this the GTM Brain. A system that:

- Ingests all signals (intent, CRM, engagement)

- Builds a daily picture of who matters

- Decides what to do (route, nurture, retarget)

- Executes through connected systems

- Learns from outcomes

Pieces of this run in production today. The full vision is close.

The companies building this infrastructure now will have a structural advantage for years. They're not buying SaaS tools that depreciate. They're building systems that compound.

What This Actually Feels Like

I want to be honest about something. This is all so new.

As I write this post, I have agents running in the background. One is building tomorrow's lead list. Another is analyzing attribution on a deal that's about to close. A third is helping me think through what our website should say.

And while all that's happening, I'm also thinking: what kind of company do we need to be in this new AI era? How do I pitch this during our next fundraise? What illustrations do I need to explain this?

So I prompt an agent to take all that context and figure it out. And its output leads me to a new idea. So I offload that to another agent. And that output sparks something else. And suddenly I'm not doing the work anymore. I'm reviewing it.

Here's the thing I've realized: context management is everything.

Context windows have limits. You can't keep everything in memory forever. So you have to compress. You serialize insights to disk. You create artifacts that become inputs for other agents. Skills, playbooks, traces. All of it is just context, packaged for later.

The loop looks like this:

1. Have an idea

2. Offload to agent with context

3. Agent produces output

4. Output sparks new idea

5. Offload that to another agent

6. Repeat until you're just reviewing

7. Save the traces so agents get better next time

Each review, I save the feedback. Each correction becomes training data. The agents learn. The playbooks improve. The context compounds.

I don't know exactly where this goes. But I know that the people figuring out context management right now, the people building the primitives and the graphs and the traces, they're going to have a massive head start.

We're at the very beginning of this. And honestly? It's the most exciting time I've had building software in years.

If you want to see it in action: Book a demo with us here.

The GTM Brain: Why the Next Trillion-Dollar Platform Will Own Decisions, Not Data

The GTM Brain: Why the Next Trillion-Dollar Platform Will Own Decisions, Not Data

Time to read

Alan Zhao

The Infinite Execution Paradox

Something strange has happened in go-to-market.

We've built tools that send millions of emails. Products likt automate judgment.Salesforce gae Clay, Parallel, and Exa can index entire markets in hours. LLMs generate near-infinite personalized copy, scripts, and chat conversations. Generic orchestration tools wire events together in minutes.

Execution has become effectively infinite.

And yet, pipeline is harder than ever to build. Response rates are cratering. Buyers are drowning in noise. The best SDRs spend their days sifting through false positives while real opportunities slip through the cracks.

The paradox is this: we've solved the wrong problem.

We built infrastructure for doing more. We should have built infrastructure for knowing what to do.

The bottleneck to get pipeline is no longer execution. It's decision quality. Given virtually unlimited execution capacity, how do we allocate finite resources (e.g. human time, inbox space, ad dollars, brand capital) to the right accounts, at the right time, with the right plays?

This is the question Warmly was built to answer.


Part I: Meet the Third Wave of Enterprise AI

The First Wave: 2010-2024: Static Workflows, Human-Driven Decisions

The first wave digitized GTM but didn't automate judgment. "closed lost."Salesforce gave us a place to store customer records. HubSpot automated email sequences. Outreach systematized sales cadences. Gong recorded calls. Each tool solved a specific workflow problem. But the human remained the reasoning layer. Software stored data and executed predefined rules. Humans decided which accounts to prioritize, what to say, when to reach out, and how to respond. The tools were productivity multipliers, not decision-makers.This wave created enormous value. It also created enormous complexity. The average enterprise GTM stack now has 30+ tools, each with its own data silo, its own logic, its own view of the customer. Humans became the integration layer, manually stitching context across systems that were never designed to talk to each other.The First Wave asked: "How do we help humans do GTM faster?"The Second Wave would ask a different question.

The Second Wave (2024-2025): Static Data, Information Retrieval

The initial wave of enterprise AI applications targeted verticals with a critical characteristic: there is a right answer and it doesn't change much.

Take these AI vertical applications as examples:

  • Legal AI: Harvey raised $300M and is valued at over $1B. Why? Legal precedent is static. Case law from 1954 still applies today. The corpus is fixed. The task is retrieval and synthesis over documents that were written decades ago.
  • Code AI: Cursor has become the fastest-growing developer tool in history. Why? Programming languages have formal grammars. Code either compiles or it doesn't. Tests either pass or fail. There's a verifiable ground truth.
  • Medical AI: Perhaps the most developed category, with tens of billions flowing into companies tackling physician burnout, operational inefficiencies, and diagnostic accuracy. Abridge alone is worth more than most public SaaS companies. Anatomy doesn't change, drug interactions are catalogued, clinical guidelines are documented.
  • Customer Support AI: Sierra is winning this category by building AI agents that handle inquiries, resolve issues, and escalate appropriately. The problem space is bounded: product documentation is fixed, common issues follow patterns, resolution paths are well-defined.
  • Recruiting AI: Mercor is winning here through AI that screens candidates, conducts assessments, and matches talent to roles. Job requirements are structured, skills are enumerable, candidate evaluation follows established frameworks.

These companies are creating enormous value. But notice what they all have in common: The answer key exists. The corpus is stable. The task is pattern matching.

The AI doesn't need to learn how medicine, law, coding, support, or recruiting works in real-time. It needs to retrieve and reason over information that was true yesterday and will be true tomorrow.

This is why RAG (Retrieval-Augmented Generation) became the dominant architecture. It works beautifully when:

  1. The answer exists somewhere in your corpus
  2. The corpus doesn't change much
  3. Retrieval quality is the binding constraint

But what happens when none of these conditions hold?

The Third Wave (2026-2027): Dynamic Environments, Continuous Learning

The next frontier of AI isn't information retrieval. It's dynamic reasoning in environments where the answer key is always changing.

Consider GTM (Warmly’s space):

  • Your ICP shifts as your product evolves
  • Competitive positioning changes quarterly
  • Buyer personas vary by segment and market condition
  • What worked last quarter may not work this quarter
  • Every deal is different, and every company's GTM motion is unique

Bluntly put: the world changes.

The "right" answer depends on context that didn't exist six months ago. The model needs to learn continuously from outcomes, not just retrieve from documents.

The companies that win this wave will build something fundamentally different: not AI that retrieves answers, but AI that develops judgment through continuous interaction with dynamic environments.

What Palantir Understood First

Before LLMs, Palantir competed with Snowflake and Databricks on data infrastructure. The market saw them as enterprise data platforms, expensive, complex, government-focused.

Post-LLMs, Palantir no longer believes they have any competitors.

Why? Because they made a different architectural bet.

Snowflake and Databricks optimized for SQL and query throughput: get raw data into tables, run fast analytical reads, ship dashboards and models on top. They built infrastructure for answering questions about data.

Palantir built an ontology, a world model where data is represented as objects, relationships, and properties. Nouns, verbs, adjectives. Named entities, typed relationships, constraints. Not tables and joins, but the way humans actually think about their domain.

When LLMs arrived, this ontology became the perfect interface. Models don't want a trillion rows. They want a structured, language-shaped substrate: something you can linearize into a coherent prompt, traverse, and act on.

The results speak for themselves with Palantir: 30%+ year-over-year growth accelerating, 50%+ growth in U.S. Commercial, one of the fastest-growing enterprise software stocks.

The market is recognizing something important: ontology beats query optimization when AI is the consumer of your data. It allows AI to reason over your business the way humans actually think about it—not as tables and joins, but as entities, relationships, and meaning.

Palantir proved the thesis. Now the question is: who builds the ontology for each vertical?

For government intelligence and defense, Palantir won. For GTM, the seat is empty.

The Two Clocks Problem

To understand why existing GTM tools can't fill this gap, you need to understand a fundamental architectural limitation. As Kirk Maple points out, every system has two clocks:

  1. The State Clock: what's true right now
  2. The Event Clock: what happened, in what order, with what reasoning

We've already built trillion-dollar infrastructure for the State Clock: 

  • Closed-LostSalesforce knows the deal is "Closed Lost" 
  • Snowflake knows your ARR
  • HubSpot knows the contact's email.

The Event Clock barely exists.

Consider what your CRM actually knows about a lost deal:

  • The state: Acme Corp, Closed Lost, $150K, Q3 2025
  • What's missing: You were the second choice. The winner had one feature you're shipping next quarter. The champion who loved you got reorganized two weeks before the deal died. The CFO had a bad experience with a similar vendor five years ago, information that came up in the third call but never made it into any system.

This pattern is everywhere in GTM:

  • The CRM says "closed lost." It doesn't say you were one executive meeting away from winning until their CRO got fired.
  • The opportunity shows a 20% discount. It doesn't say who approved the deviation, why it was granted, or what precedent it set.
  • The sequence shows 47% reply rate. It doesn't say that every reply came from companies with a specific tech stack you've never documented.
  • The account is marked "churned." It doesn't say the champion left, the new VP has a competing vendor relationship, and the budget got reallocated to a different initiative.

The reasoning connecting observations to actions was never treated as a recordable table in a spreadsheet. It lived in heads, Slack threads, deal reviews that weren't recorded, and the intuitions of reps who've since left.

The Fragmentation Tax

Every organization pays a hidden cost for this missing layer. We call it the fragmentation tax: the expense of manually stitching together context that was never captured in the first place.

Different functions use different tools, each with its own partial view of the same underlying reality:

  • Sales lives in Salesforce
  • Marketing lives in HubSpot or Marketo
  • Support lives in Zendesk or Intercom
  • Product lives in Amplitude or Mixpanel
  • Leadership lives in spreadsheets and dashboards

When a rep needs the full picture of an account, they open six tabs, cross-reference timestamps, ping three colleagues on Slack, and piece together a narrative that will be forgotten by next week.

The fragmentation tax compounds. As organizations scale, the tax grows faster than headcount. As AI automation scales, the tax becomes the binding constraint, because agents inherit the fragmentation of the systems they query.

Why This Matters for AI Agents

This gap didn't matter when humans were the reasoning layer. The organizational brain was distributed across human heads, reconstructed on demand through conversation.

Now we want AI systems to make decisions, and we've given them nothing to reason from.

We're asking models to exercise judgment without access to precedent. It's like training a lawyer on verdicts without case law. The model can process information, but it can't learn from how the organization actually makes decisions.

Data warehouses were built to answer "what happened?" They receive data via ETL after decisions are made. By the time data lands in a warehouse, the decision context is gone.

Systems of record were built to store current state. The CRM is optimized for what the opportunity looks like now, not what it looked like when the decision was made. When a discount gets approved, the context that justified it isn't preserved.

AI agents need something different. They need the event clock, the temporal, contextual, causal record of how decisions actually get made.

The Memory Problem: Why LLMs & RAG Can't Do This Alone

Even the most powerful AI models have a fundamental limitation: they can't remember.

LLMs process text in units called tokens. Every model has a maximum context window—the total number of tokens it can “see” at once. GPT-5.2 supports ~400K tokens, Claude 3.5 Sonnet supports ~200K tokens, and Google’s Gemini 2.0 supports up to 1 million tokens.

This sounds like a lot. It isn't.

A single week of GTM activity for a mid-market company might include:

  • 50,000 website visits with behavioral data
  • 10,000 email sends and responses
  • 500 call transcripts (averaging 5,000 words each)
  • 2,000 CRM activity records
  • 1,000 Slack threads about deals
  • Thousands of enrichment data points

That's easily 10-50 million tokens, 100x more than even the largest context windows.

When context overflows, models either drop it (truncation) or compress it (summarization). Both approaches degrade the model's ability to learn from precedent, recognize patterns, make consistent decisions, and build institutional memory.

RAG (Retrieval-Augmented Generation) is the standard workaround: store documents externally, retrieve relevant chunks, stuff them into context. RAG works for static domains like legal research.

RAG fails for GTM because:

  1. The "relevant" context isn't obvious in advance. When deciding whether to prioritize Account A vs Account B, the retrieval problem is as hard as the decision problem itself.
  2. Temporal relationships matter. RAG retrieves documents, not timelines. It can't answer "did her engagement increase or decrease over the past month?"
  3. Identity resolution isn't automatic. RAG finds documents mentioning "S. Chen" and "Sarah" and "@sarah" and "[email protected]" but doesn't know they're the same person.
  4. Synthesis requires structure. Reasoning requires knowledge graphs, not document chunks.
  5. Features must be computed, not retrieved. "This account has 3+ buying committee members who visited the pricing page in the last 7 days" isn't a document to retrieve. It's a computation over structured data.

This is why the GTM Brain exists.

We're not replacing LLMs, we're giving them persistent, structured memory they can't build themselves.

The LLM brings reasoning. We bring memory.

GTM Needs A Context Graph, not RAG 

Foundation Capital recently argued that the next trillion-dollar platforms won't be built by adding AI to existing systems of record, they'll be built by capturing decision traces, the reasoning that connects data to action.

They call this the context graph: a living record of decision traces stitched across entities and time, so precedent becomes searchable.

This insight is exactly right. But it's incomplete.

You can't capture decision traces without first solving the operational context problem inherent to GTM: identity resolution, entity relationships and temporal state (the substrate that makes decision graphs possible).

And you can't build a general-purpose context graph that works for every domain. The companies that win will build domain-specific world models that encode how their particular category actually works.

For GTM, that means building a system that understands not just what happened, but why buyers buy, why deals die, what signals predict action, and how to allocate scarce resources against infinite opportunities.

That's what Warmly is building: the GTM Brain made up of a Context Graph.


Part II: Background - The Need For a New Kind of Learning in GTM

There's a reason Tesla's Full Self-Driving is the most instructive analogy for what we're building.

Like GTM, driving is a domain where:

  • The environment is dynamic and unpredictable
  • There's no static answer key, every situation is unique
  • Decisions must be made in real-time under uncertainty
  • The "right" action depends on context that changes constantly
  • Human judgment is the baseline to beat

Tesla's approach to this problem offers a blueprint for building AI systems in dynamic domains.

Imitation Learning: Watching Humans Do the Work

Tesla's breakthrough wasn't building better sensors or more powerful computers. It was imitation learning at scale.

Here's how it works:

  1. Observe: Millions of Tesla vehicles capture how humans actually drive, like steering inputs, braking patterns, lane changes, reactions to unexpected events.
  2. Model: Neural networks learn to predict what a human driver would do in any given situation. Not what a rule-based system says they should do, but what they actually do.
  3. Simulate: Tesla built a massive simulation environment where AI can practice billions of driving scenarios without risk.
  4. Refine: When the AI makes a mistake in the real world, that edge case gets added to the training data. The system continuously improves.
  5. Verify: Before deploying updates, Tesla runs shadow mode, the AI makes decisions in parallel with human drivers, and the system compares outcomes.

The key insight: you don't program driving rules. You learn them from the accumulated experience of millions of human drivers.

World Models: The Simulation Advantage

Tesla calls this learned representation a "world model." In GTM, we call ours the Context Graph: a living record of entities, relationships, decision traces, and temporal facts that enables AI to reason about your market the way experienced sellers actually think about it.

The world model enables simulation, prediction, and crucially, counterfactual reasoning. What would have happened if I had braked earlier? If I had changed lanes? This is how the system learns from near-misses, not just crashes.

The GTM Parallel

A GTM Brain using a context graph would apply the same architecture:

  1. Observe: Ingest every signal from the GTM environment like website visits, email engagement, CRM activities, call transcripts, product usage. Watch what human sellers do in response to these signals.
  2. Model: Learn the patterns that predict success. Which signals indicate buying intent? Which messaging resonates with which personas? Which accounts look like your best customers?
  3. Simulate: Before committing resources to an account, simulate the likely outcomes. What's the probability of conversion? What's the expected deal size? What's the optimal engagement strategy?
  4. Refine: When deals close or die, capture the outcome and feed it back into the models. Learn from every success and failure.
  5. Verify: Run the AI's recommendations in shadow mode against human judgment. Measure accuracy. Improve.

Just as Tesla doesn't hand-code driving rules, we don't hand-code GTM rules. We learn them from the accumulated experience of thousands of deals.

Why This Approach Wins

The imitation learning approach has three structural advantages over rule-based systems:

  1. It handles complexity that can't be specified. Driving has millions of edge cases. You can't write rules for all of them. But you can learn from how humans handle them. GTM is the same. Every company has unique dynamics. Every buyer is different. Every deal is shaped by context that's impossible to anticipate. The only way to handle this complexity is to learn from experience.
  2. It improves continuously. Rule-based systems are static. Learning systems improve with use. Every mile driven makes Tesla's AI better. Every deal processed makes the GTM Brain smarter. The system compounds.
  3. It captures tacit knowledge. The best human sellers have intuition that they can't articulate. They "just know" which deals are real and which are tire-kickers. They "just know" when a champion is losing internal support.

This tacit knowledge is embedded in their behavior, even if they can't explain it. Imitation learning captures it by observing what experts do, not what they say.


Part III: Enter the GTM Brain (from LLM + RAG to Context Graph) - what Warmly.ai is building

Beyond RAG: A GTM-Native Context Graph

What the market needs is not an AI wrapper. Not another chatbot or "AI for your CRM." It needs a stateful GTM decision system that:

  • Ingests millions of buyer signals (website, CRM, product, intent, social)
  • Resolves people and companies across tools using a proprietary identity graph
  • Builds a temporal context graph of your market, an ontology of entities, relationships, and facts custom-tailored to each company
  • Computes mathematically grounded probabilities and expected values for every account and contact
  • Exposes a Human Strategy Layer so leaders can steer the system
  • Decides what to do next (or not do) under real constraints
  • Orchestrates agents across web research, enrichment, buying committee mapping, inbound, outbound, and response
  • Continuously improves itself via backtesting and simulation

It replaces both the GTM software stack and a large portion of the GTM people stack (e.g. SDRs, RevOps, Marketing Ops, researchers, analysts) with a single, self-learning engine.

The OODA+L Architecture

The GTM Brain operates as a closed-loop system:

  • Observe: Raw GTM events and data flow in continuously, like website visits, CRM activities, email engagement, product usage, intent signals, people moves, firmographics.
  • Orient: The system maintains a world model, an ontology of companies, contacts, signals, segments, and plays. Features are computed. Models generate predictions.
  • Decide: The Policy Layer maps state to actions (including the decision to do nothing) under real constraints (e.g. inbox limits, ad budgets, AE capacity, brand fatigue)
  • Act: Agents execute work such as research, enrichment, buying committee mapping, inbound chat, outbound sequences, response handling.
  • Learn: Every outcome feeds back into the system. Models improve. Policies adapt. The world model expands.

The Architecture Split

This system has a clear separation of concerns that makes it structurally different from pure LLM approaches:

  • Models compute: State, weights, relationships, readiness, priority (deterministic)
  • LLMs narrate: Recommendations, messaging angles, next best action (probabilistic)
  • Summary stores remember: "Account XYZ looks like ABC; historically, do this" (persistent)

This matters because LLMs are expensive and weak at real-time sifting across huge context windows. They can't build and condense a world model in real-time. But they're brilliant at reasoning over a world model that's already built.

The GTM Brain stores exactly the right context, primitives that model to the GTM world, rather than asking an LLM to reconstruct context from scratch every time.

Why "GPT Wrappers" Can't Do This

It’s a bit in the weeds but here is the architectural problem that separates production systems from demos using base LLMs:

GPT wrappers try to build context at inference time leading to what we call the “inference time trap”. The agent queries multiple systems, stitches together data, reasons over it, and generates a response, all in one request. This approach has fatal flaws:

  • Token consumption: Every request rebuilds context from scratch. Costs explode.
  • Latency: Minutes to assemble context before reasoning can start. Real-time use cases become impossible.
  • Hallucination: Model fills gaps when data is missing. 80% accuracy isn't acceptable for GTM decisions.
  • Inconsistency: Different context windows produce different answers. Same question, different day = different prioritization.
  • No learning: Context is discarded after each request. Can't improve from outcomes.

Our approach: pre-compute, store, serve

The context is computed, stored, and summarized ahead of time. When an agent needs to act, whether responding to a chat message or deciding which account to prioritize, it queries pre-computed state, not raw data. The reasoning happens at the edge, fast, with the right context already in memory.

You can't vibe-code this. A weekend hackathon can build a demo that queries your CRM and generates a personalized email. It cannot build an identity graph that resolves millions of signals to canonical entities, a temporal fact store that tracks state changes with validity periods, real-time streaming infrastructure, async job systems for multi-step workflows, summary stores that compress years of history, and feedback loops that connect outcomes to model updates.

This is production infrastructure. It takes years to build and battle-test. But the result is the difference between a prototype that breaks and hallucinates and a production system that closes deals.

The Architecture Difference

How does this compare in practice?

1. Decision Quality

Scenario: Rep asks "Who should I focus on today?"

Normal LLM: "Here are your 47 open opportunities sorted by close date."

GTM Brain: "Focus on Acme Corp. Why: 3 buying committee members visited pricing this week. They look like Omega Inc right before they closed. Beta Inc can wait—their champion is OOO until Thursday."

Impact: Reps spend 80% less time researching, 3x more time in conversations that convert.

2. Learning

Scenario: Deal with TechStart Inc just went "Closed Lost"

Normal LLM: Status updated to "Closed Lost." Nothing else changes. Next similar deal makes the same mistakes.

GTM Brain: System captures: "Lost because champion left 2 weeks before close." Six months later, flags a new deal: "Warning: Champion at CloudCo just updated LinkedIn to 'Open to Work'—same pattern as TechStart loss. Expand to other stakeholders now."

Impact: Deal-killing patterns surface 6 months faster than manual analysis. Mistakes made once are never repeated.

3. Cross-System Temporal Context

Scenario: Rep switching between Gong, CRM, email, and LinkedIn

Normal LLM: Each tool shows siloed data. "Wait, is the Sarah from that Gong call the same Sarah who emailed me?" Rep opens 6 tabs, spends 15 minutes piecing it together.

GTM Brain: "Sarah Chen: CFO at Acme. Timeline: Attended webinar (March 3) → Visited pricing (March 10) → Scheduled demo (March 12) → Joined call (March 15) → Asked about SOC2. She's your champion."

Impact: 15 minutes of tab-switching → 0 seconds. Complete context, instantly.

4. Ontological Compaction

Scenario: Account has 100,000 website visits, 5,000 emails, 200 calls over 2 years

Normal LLM: Tries to retrieve raw data. 100,000 visits = millions of tokens. Context window explodes. Falls back to: "Acme has shown interest in your product."

GTM Brain: Compacts into ontological format (~500 tokens) that preserves everything an agent needs to execute flawlessly. 

What GTM Brain stores instead of raw data:

Account: Acme Corp: Series B Fintech, 180 employees, SF-based

Buying Committee: Sarah Chen (CFO, Champion), Mike Torres (CTO, Evaluator), Lisa Park (VP Sales, End User)

Intent Signals: Sarah: Pricing 12x, ROI calc 3x. Mike: API docs 8x, Security 5x, asked about SOC2

Intent Score: 87/100 (↑34% this month)

Stage: Evaluation. Similar accounts: 73% convert in 45 days

Key Concerns: Security, Salesforce integration, Pricing

Risks: Single-threaded on Sarah—expand to Mike

Recommended Play: ROI-focused close, address SOC2, send integration doc

Impact: 100,000 raw events → 500 tokens. Fits in context. 

5. Temporal Reasoning

Scenario: Rep asks "Should we re-engage TechCorp?"

Normal LLM: "TechCorp is a closed-lost opportunity from 6 months ago."

GTM Brain: "Yes, re-engage. When you lost them in Q2, they had 50 employees and couldn't afford enterprise pricing. They now have 180 employees and just raised Series C. The blocker (budget) is resolved. Your champion Alex is still there."

Impact: Lost deals automatically resurface when conditions change. Pipeline you thought was dead comes back to life.

6. Event Clock 

Scenario: Deal marked "Closed Lost" — what actually happened?

Normal LLM (State Clock only): "Acme Corp: Closed Lost. Amount: $150K. Close Date: Q3 2025."

GTM Brain (State + Event Clock): "Lost to Competitor X. You were second choice—they had API webhooks (you're shipping next quarter). Champion Mike got reorged 2 weeks before close. New VP had prior relationship with Competitor X's CEO. Lesson: Identify single-threaded deals earlier."

Impact: Every loss becomes a lesson. Every win becomes a playbook. Institutional knowledge compounds instead of walking out the door.

7. Feedback Loop 

Scenario: Your team runs 10,000 sequences this quarter

Normal LLM: Data goes to OpenAI/Anthropic. Their models get smarter. Yours stays the same.

GTM Brain: Every reply, open, click, and conversion feeds back into YOUR model. "Sequences mentioning competitor X convert 30% better in enterprise." Your system improves. Theirs doesn't see your data.

Impact: Your GTM intelligence is proprietary. Competitors can copy features. They can't copy the accumulated decision intelligence inside your context graph.

The 100% Precision Primitive

Here's the insight that separates Warmly from everything else in the market:

When you want to automate GTM for B2B, it can't be 80% right. It needs to be 100% right, or at least better than a human, for full automation to be possible.

For example, GTM workflows are pipelines. Each step depends on the previous step being correct. If you have five steps in your automation, identity resolution, company enrichment, ICP matching, intent scoring, message personalization, and each is 80% accurate, your end-to-end accuracy isn't 80%. It's:

0.8 × 0.8 × 0.8 × 0.8 × 0.8 = 32.8%

And 32.8% sucks!

Two-thirds of your fully automated outreach is wrong in some meaningful way.

Now consider what "wrong" means at each step:

  • Wrong Email: Email bounces or reaches wrong person
  • Wrong enrichment: They changed jobs and work at a different company now
  • Wrong ICP match: They work at a government company when you don’t sell to government
  • Wrong Intent: You de-anonymized the wrong person
  • Wrong personalization: You sent generic outreach messages that get instantly dropped in the spam folder 

This is why every primitive must work at production quality before composition is possible.

Production demands 99% or more, and that last stretch can take 100x more work.

So we build primitives, identity resolution, buying committee mapping, signal scoring, account prioritization, entity extraction, temporal reasoning, each designed to accomplish specific tasks with near-perfect precision.

These primitives are then composed into end-to-end workflows. When each component works at production quality, the whole system can run autonomously.

Part IV: The GTM Brain Advantage - The 3 Layers

The ultimate vision for the GTM Brain is to become what Palantir built for government intelligence: a context graph where data is represented the way humans actually reason about it, as entities, relationships, and temporal facts, not tables and joins.

The GTM Brain follows a three-layer architecture:

  1. Content Layer (Evidence): Immutable source documents, the evidence trail. Emails, call transcripts, website sessions, CRM activities. Content is never edited, merged, or deleted. It's the canonical record of what was captured.
  2. Entity Layer (Identity): What content mentions, such as people, organizations, places, products, events. This is where identity resolution happens. "Mike Torres" in an email, "M. Torres" in a meeting transcript, and "@miket" in Slack become the same person.
  3. Fact Layer (Assertions): What content asserts, such as temporal claims about the world. Not just "the account is in-market" but "the account started showing intent on March 15" and "the intent signal weakened on August 3 when their budget got frozen." Each fact has a validity period, a status, and links to the entities and content it references.

This three-layer architecture enables something traditional GTM tools can't do: simulation.

  • Want to know what would happen if you changed your ICP? Run a simulation over the ontology.
  • Want to understand why a certain segment isn't converting? Query the fact layer for patterns.
  • Want to predict which accounts will close this quarter? The model already has the features, it's been tracking them continuously.

The GTM Brain becomes a simulator for organizational physics: how decisions unfold, how buyer journeys progress, how signals predict outcomes.

This is what experienced sellers have that new hires don't, a mental model of how deals actually work. The GTM Brain makes that model explicit, queryable, and continuously improving.

How does this look in practice?


The GTM Brain is the system you use every day to answer the fundamental question: "Who do I target right now, and what do I say?"

  • Every morning, it tells each rep: "Here are the five accounts you should focus on today, ranked by expected value. Account A has three people on the buying committee actively researching solutions. Here's who they are, what they've looked at, and what message will resonate."
  • Every week, it tells leadership: "Here's how the strategy is performing. Outbound to Series B fintechs is converting 40% better than Series A. The 'ROI calculator' play is underperforming, here's why. Three accounts are at risk of churning, here's what's happening and what to do about it."
  • Every quarter, it answers: "What would happen if we shifted focus to enterprise? If we doubled outbound volume to healthcare? If we changed the ICP to include companies with 200+ employees?"

Current GTM tools create work. They require reps to manually log activities, update stages, write notes, and maintain data hygiene. The "user experience" is actually a data entry job disguised as software.

Warmly collapses this complexity. 



Part V: Why Now? The Confluence of Forces

The "Services as Software" Shift

AI will rewrite software economics by delivering outcomes rather than selling seats.

The old model: Pay $X per user per month for access to a tool. Hire people to use the tool. Hope they use it well.

The new model: Pay $X per outcome delivered. The software does the work. Humans supervise and handle exceptions.

The Infrastructure is Finally Ready

Building the GTM Brain required infrastructure that didn't exist three years ago:

  • LLMs capable of reasoning: GPT-4, Claude 3, and Gemini 2 can understand context, make judgments, and generate quality output.
  • Efficient inference: Test-time compute and model optimization have made it economically viable to run complex reasoning at scale.
  • Identity resolution at scale: Graph databases, entity resolution algorithms, and data infrastructure can now handle the matching problem.

The Buyer Has Changed

B2B buyers don't want to talk to sales reps anymore. They want to self-serve. They want to research independently. They want to engage on their own timeline.

But they also want personalization. They want to feel understood. They want to interact with vendors who know their business, their challenges, their context.

These demands are contradictory, unless you have a system that can deliver personalization at scale without human intervention.

The Incumbents Can't Adapt

Traditional GTM systems were built for a world where humans did the work and software stored the records. Their architectures optimize for:

  • Current state storage (not temporal reasoning)
  • Human-driven workflows (not autonomous agents)
  • Feature expansion (not outcome delivery)
  • Per-seat pricing (not value capture)

Rebuilding these systems for an AI-native world would require gutting their core architecture. They can add AI features at the edges, but they can't become AI-native without breaking everything that makes them work.

This is the classic innovator's dilemma. The incumbents are too successful to change.

The Coexistence Reality

To be clear: CRMs survive. They remain the system of record for state, the canonical customer record, the opportunity pipeline, the contact database.

What we're building is different: the system of record for events.

We're not asking companies to rip out their CRM. We're adding the layer that makes the CRM, and every other tool in the stack, actually intelligent.

Part VI: The Compounding Intelligence Moat

1. Hard-to-Copy: The Context Graph Moat

The GTM Brain's defensibility comes from how the context graph is built and what accumulates inside it: decision traces.

Every time the system decides to prioritize an account, reach out to a contact, or hold back on an action, it generates a context trace: what inputs were gathered, what features were computed, what policy was applied, what outcome resulted.

This enables the question that makes learning possible: "Given what we knew at that time, was this the right decision?"

Do this thousands of times. The weights get updated. Historical and in-production performance converge. Eventually the model achieves 90%+ accuracy. Unlike a CRM which can be copied over and ripped out, this model is proprietary to Warmly and thus can’t be ripped out unless you want to start over. At that point, why would you rip it out?

These traces form a context graph, a structured, replayable history of how context turned into action. Over time, this graph becomes:

  1. A world model of your market: Which signals predict buying intent? Which messaging resonates with which personas? Which accounts look like your best customers?
  2. A source of precedent: When a similar situation arises, the system can query how it was handled before. What worked? What didn't?
  3. A simulation engine: Before taking action, the system can run counterfactuals.

Competitors can copy features. They can't copy the accumulated decision intelligence that lives inside the system.

2. Real-time identity graph (hard, expensive, and operational)

People visit a website for 8 seconds and move on.

If they can't get their questions answered, if the chatbot is slow, if no one reaches out, if the experience feels generic, they have another P1 priority to fulfill. They're gone. Speed to lead isn't a nice-to-have. It's the entire game.

Why most systems fail

Most GTM infrastructure is batch-processed. Data lands in a warehouse overnight. Reports run in the morning. By the time you know someone was on your pricing page, they've signed with a competitor.

LLMs make this worse, not better. They have natural latency: seconds to process, reason, and respond. Asking an LLM to compute context at inference time (pulling history, resolving identity, evaluating signals, checking policy) adds more seconds before reasoning even starts.

In a world where attention spans are measured in single digits, inference-time context assembly is a losing architecture.

The real-time architecture

Warmly pre-computes and stores buyer state so agents can access it instantly.

When someone lands on your site, the context is already there: who they are, what company, their engagement history, their intent signals, what play to run. The work happened before they arrived.

Real-time chat. Immediate rep routing. Instant email trigger. Phone call with full context. All of these require data and primitives to be structured ahead of time, not assembled on demand.

The data network effect

But real-time infrastructure is just the foundation. The real moat is what improves with scale.

Website de-anonymization is a probabilistic game. You're triangulating sparse signals (IP ranges, cookie data, firmographic patterns, behavioral fingerprints) to resolve an anonymous visitor to a real person at a real company.

Accuracy improves with data volume. The more visitors you see across more customer sites in more industries, the better your resolution models become. False positives drop. Confidence scores improve. Edge cases get handled.

Every new Warmly customer contributes to this flywheel:

- Their website visitors add signals to our identity graph

- Our improved accuracy helps them convert more visitors

- Better outcomes attract more customers

- The product gets better for everyone as the network grows

Competitors starting from scratch don't just lack our infrastructure. They lack our data. You can't buy your way to data volume. You earn it customer by customer, visitor by visitor, over years.

The ontology discovery effect

There's a second network effect hiding in how we structure data.

There are infinite ways to model a GTM context graph. What primitives matter? How do you represent a buying committee? Which signals predict readiness? How do you compress 100,000 website visits into queryable state?

This is the art. 

Each company we onboard teaches us something new about how to structure the ontology. The primitives that matter for a Series B fintech differ from an enterprise healthcare company. A product-led growth motion requires different signals than an outbound-heavy sales team.

The more companies we serve, the better we understand how to model GTM for everyone. We've mapped the territory. Competitors starting from scratch have to rediscover these primitives one by one.

The primitive stores

The result is a set of pre-computed stores that our agents query in real-time:

Buying Committee Store: Who's involved, their roles, their engagement

Intent Store: Temporal signal patterns, page-level behavior, engagement velocity

Lookalike Store: Which accounts match your best customers

Enrichment Store: Company and contact data, refreshed and validated

Outcome Store: What happened and what we learned

These stores feed the agents that execute:

- AI Chat Agent

- Buying Committee Agent

- Scoring Agent

- Enrichment Agent

- Lookalike Agent

- Web Research Agent

- Email/LinkedIn Copy Agent

Each agent operates on pre-computed context. They don't rebuild the world at runtime. They query it instantly.

Why this compounds

Moat #1 (the Context Graph) captures what your organization learns. This moat captures what Warmly learns across every organization.

Decision traces are proprietary to each customer. But de-anonymization accuracy, entity resolution quality, and ontology design improve for everyone as the network grows.

3. The Ground-Truth Data Moat

This is the unsexy moat that nobody in AI wants to talk about.

Moat #2 is about data getting better with scale. This moat is about data staying correct over time. They're different problems.

The core tension

LLMs are probabilistic: confident when wrong, hard to debug. But the data that feeds them must be deterministic, auditable, and correct.

Send an email to the wrong person? Brand damage. Route a lead to the wrong rep? Territory conflict. Show the wrong company data in chat? Lost credibility.

AI systems are only as good as the data they reason over. Garbage in, garbage out, except now the garbage gets delivered at scale, instantly, with confidence.

Why data rots

All data degrades. People change jobs. Companies get acquired. Email addresses go stale. Third-party providers have their own quality issues.

The half-life of B2B contact data is roughly 2 years. Half your database is wrong within 24 months, even if it was perfect when you collected it.

The moat isn't having clean data. The moat is keeping data clean as reality shifts underneath you.

The validation loop

The hardest part: you often don't know if data is wrong until months later.

You resolve an anonymous visitor to "Sarah Chen at Acme Corp." Was that correct? You might not know until she fills out a form, sales gets a response (or bounce), or the deal closes and you see who was actually involved.

The feedback loop is long. You have to build systems that learn from delayed ground truth: updating confidence scores, retraining models, surfacing systematic errors.

We've built these loops. Every conversion, every bounce, every "wrong person" response feeds back into our data quality systems.

Why this is a moat

Competitors can build AI features quickly. They can't quickly build:

- Years of learning which data sources lie and when

- Production-hardened systems for managing degradation

- Validation loops that connect outcomes to data quality

- Institutional knowledge of where things break

Data quality isn't a feature you ship. It's a discipline you practice every day. The companies that skip this step build impressive demos that fall apart in production.

We've done the unglamorous work. That's the moat.

Conclusion: The Decision Layer

The Story So Far

  • The problem: AI made GTM execution infinite, but pipeline is harder than ever to build. We solved the wrong problem, we built infrastructure for doing more, not for knowing what to do.
  • The opportunity: The next trillion-dollar platforms will create a context graph that makes precedent searchable. But you need domain-specific world models.
  • The solution: The GTM Brain, a stateful decision system that ingests signals, resolves identities, builds a world model, computes expected values, decides what to do, executes through agents, and learns from outcomes.
  • The vision: Every morning, it tells each rep what to do. Every week, it tells leadership what's working. Every quarter, it simulates strategic alternatives. The operating system for revenue. And it can plug seamlessly into any agentic framework. 

The Bet Warmly is Making

  • The debate right now is whether AI will transform enterprise software or just add features to existing categories.
  • Our answer: the next trillion-dollar platforms will be systems of record for decisions, not just data.
  • Traditional systems of record store current state. The GTM Brain stores decision intelligence: the reasoning that connects data to action, the traces that capture how choices were made, the world model that enables simulation and prediction.
  • CRMs don't go away. Warehouses don't go away. But neither of them can do what we do: capture the event clock, build the world model, and make AI agents actually intelligent about your business.

What We're Building

This is what Warmly is building. Not another tool in the GTM stack. Not a chatbot for your CRM. Not "AI features" bolted onto existing workflows.

The GTM Brain, a single, self-learning engine that:

  • Sees every signal across your entire GTM surface area
  • Resolves identities and builds the entity graph
  • Captures decision traces and accumulates precedent
  • Reasons over context that no other system can see
  • Decides what to do (including when to do nothing)
  • Executes through specialized agents
  • Learns from every outcome
  • Gets smarter every day

The companies that build this infrastructure will have something qualitatively different. Not agents that complete tasks, organizational intelligence that compounds. That simulates futures, not just retrieves pasts. That reasons from learned world models rather than starting from scratch every time.

The Path Forward

We're building the GTM Brain to help B2B teams automate their GTM motion at scale and achieve their potential as a business. And like Tesla learned with driving, like Palantir learned with intelligence analysis, the key is not to program the rules. It's to learn them from the accumulated experience of thousands of practitioners.

10 Best Skrapp.io Alternatives & Competitors [2026]

10 Best Skrapp.io Alternatives & Competitors [2026]

Time to read

Alan Zhao

It’s simple: plug in a profile, pull an email, export to your CRM or spreadsheet, repeat.

But once outbound scales and becomes more complex, a few questions usually pop up:

  1. Is Skrapp’s data accurate enough for the volumes you’re sending?
  2. Are you overpaying for just email finding when you also need enrichment, intent, or outreach?
  3. How many extra tools are you stitching together just to get a clean list you can actually use?

That’s when teams start looking for Skrapp alternatives that don’t just find emails, but help you build better-targeted, higher-intent lead lists, and plug them straight into outreach sequences or your CRM.

However, in the jungle of tools all promising to get you more qualified leads and closed deals, picking the one that’s right for your business isn’t the easiest of tasks.

That’s why I created this guide, which shortlists the 10 best Skrapp.io alternatives in 2026, covering what they do best, where they fall short, and which type of GTM or sales team they actually make sense for.

Buckle up, and let’s begin.

TL;DR

  • Skrapp.io is great for simple email finding, but it starts to break at scale, as teams hit limits with inconsistent accuracy in some niches, shallow enrichment, basic filters, and lightweight integrations.
  • If you want to spend more time with in-market buyers (not just more contacts), Warmly is the real upgrade. It de-anonymizes website visitors, scores and prioritizes accounts with multi-source intent, uses AI SDRs to trigger the right outreach across email/LinkedIn/ads, and taps into Coldly’s 200M+ validated contacts so you’re building pipeline, not just spreadsheets.
  • Other Skrapp alternatives fall into two camps: classic email finders (Hunter, Dropcontact, GetProspect) for “give me an email fast” and data + outreach platforms (Snov.io, Apollo, Saleshandy, Lusha, Kaspr, ContactOut) for “find + send” from one place.

Why do some sales teams switch from Skrapp.io?

Skrapp.io has earned its place as a go-to email finder for B2B teams.

It’s fast, accurate for most industries, easy to use, and loved for its Chrome extension that pulls verified emails straight from LinkedIn or company domains. 

Source

But once teams start scaling outbound or need deeper targeting, a few common limitations begin to show up. Here are the most cited reasons teams start exploring alternatives.

#1: Email accuracy can be inconsistent for certain industries

Even though Skrapp.io generally performs well, users mention occasional bounce issues, especially for niche markets, small-company domains, or less active LinkedIn profiles.

“Some of the emails retrieved by Skrapp.io are inaccurate. This can cause issues as it is critical for my work to have precise and reliable contact information, especially since I am based in another country. The inaccuracy of email data can disrupt communication efforts and lead to inefficiency in reaching out to potential contacts or clients.” - G2 Review

For high-volume senders, this inconsistency often means buying an additional verifier or pairing Skrapp with multiple tools.

#2: Limited enrichment beyond basic contact data

Skrapp.io is excellent at finding emails, but that also turns into its biggest constraint.

Many users say they wish the platform included deeper data like tech stack, company size, revenue bands, or additional personas inside the same account.

“Sometimes the email verification accuracy is inconsistent - a few verified emails still bounce. I also wish the platform offered deeper enrichment (like tech stack or company size) without needing additional tools.” - G2 Review

For GTM teams that want buyer intent, multi-source enrichment, or full ICP filtering, Skrapp typically becomes just one piece of the stack, not the core of it.

#3: Not enough advanced filters for precision targeting

Teams doing high-volume or account-based prospecting often want more granular filtering capabilities to avoid wasting credits.

“...It could be even better with a few enhancements - like more granular search filters, improved CRM integration options, and real-time validation for smaller company domains.” - G2 Review

More detailed filtering means cleaner lists and less time spent cleaning data after exporting.

#4: Integrations are limited compared to other data platforms

Skrapp.io supports basic CRM syncing, but many users want deeper, event-based, or more automated integration workflows.

“I dislike the limited integrations available in Skrapp.io. It's frustrating that there aren't more CRM options, which could significantly streamline my lead generation process and workflow.” - G2 Review

As outbound stacks get more interconnected, this becomes a bigger deciding factor.

What are the best Skrapp.io alternatives & competitors in 2026?

The top three Skrapp.io alternatives are Warmly, Snov.io, and Hunter.io.

Here’s an overview of all 10 competitors:

ToolUse CasePricing
WarmlySignal-based intent platform that identifies real people on your website, scores them with multi-source intent, and uses AI agents + a built-in contact database (Coldly) to turn high-intent buyers into pipeline across email, LinkedIn, chat, and ads.Free plan (500 identified visitors/month); paid agents from ~$20,000/year (Inbound Engage), with Signals & Marketing Ops Agents on custom, usage-based pricing.
Snov.ioAll-in-one cold outreach and email finder platform with lead search, verification, multistep campaigns, and a lightweight CRM for smaller sales teams and agencies.Starter $39/mo, Pro from $99/mo (scales with credits & recipients), Ultra on custom pricing.
Hunter.ioPopular email finder that lets you search by domain or person and returns confidence-scored, verified emails with strong deliverability for classic outbound and link-building use cases.Free (50 credits/month); Starter €49/mo, Growth €149/mo, Scale €299/mo, Enterprise custom.
ApolloFull-stack B2B sales platform that combines a huge contact database with enrichment, email sequences, dialer, and basic intent data so teams can find, engage, and close in one place.Free plan; paid tiers at $59 (Basic), $99 (Professional), and $149 (Organization) per user/month.
LushaData platform focused on B2B contact details (especially in North America), giving you verified emails and direct dials from a large business database at competitive entry pricing.Free (40 credits/month); Pro from $29.90; Premium from $69.90/mo; Scale on custom annual pricing.
KasprLinkedIn-first prospecting tool that reveals emails and phone numbers directly inside LinkedIn / Sales Navigator, helping SDRs build lists and call-ready data without leaving their feed.Free (15 B2B email + 5 phone + 5 direct email credits); Starter $65/user/mo; Business $99/user/mo; Enterprise custom with unlimited phone/email credits.
DropcontactGDPR-first email finder and enrichment engine that lives inside your CRM, cleaning, deduping, and enriching contacts automatically using proprietary algorithms instead of static databases.Email Finder starts at €29 for 500 credits (1 credit = 1 email found) and scales up to €1,499 for 100,000 credits; CRM enrichment is priced separately on request.
SaleshandyAll-in-one outbound platform that combines a global B2B lead database with cold email automation and deliverability tools.Cold email plans from $36/mo (Outreach Starter) to $299/mo (Outreach Scale Plus); Lead Finder from $35–$239/mo; Inbox Placement testing from $0–$199/mo, plus optional AI & verification add-ons.
GetProspectLinkedIn email finder and basic lead management tool that lets you pull verified business emails via a Chrome extension and web app, then export to CSV/Sheets/CRMs.Free (50 valid emails + 100 verifications); Starter $49/mo (1,000 emails); Pro $99/mo (5,000 emails); extra verification bundles from $29 for 10,000 verifications.
ContactOutEmail and phone finder with strong coverage of personal + work emails, widely used by recruiters and sales teams that need very high accuracy from a LinkedIn overlay.Free (5 emails, 5 phones, 5 exports/day); Email $49/mo (unlimited emails, 300 exports); Email + Phone $99/mo (unlimited phones, 600 exports); Team/API on custom pricing.

#1: Warmly

Warmly is the top Skrapp.io alternative in 2026 because it solves a bigger problem than just “finding an email.”

Instead of giving you a static contact that may or may not be ready to buy, Warmly uncovers the actual people engaging with your brand, scores them with multi-source intent, enriches them automatically, and triggers AI-led outbound and inbound engagement at the perfect moment.

Disclosure: Yes, Warmly is our own product, but I’ll keep this review straightforward and focused on the practical reasons teams upgrade from pure email finders to signal-based platforms.

So while Skrapp.io focuses on extracting emails from LinkedIn or domains, Warmly helps you understand:

  1. Who’s in-market.
  2. Who to prioritize.
  3. Who else is involved in the buying committee.
  4. What signal should trigger your next move.

And all that without requiring a stack of other tools.

In other words:

If Skrapp.io helps you build a list, Warmly helps you build pipeline.

Up next, we’ll dive into the features that make Warmly fundamentally different from classic email finders, and why more teams upgrade to it once pure scraping stops being enough.

1. AI-powered ICP scoring and real-time lead prioritization 

One of the biggest gaps with Skrapp.io is that it helps you find emails, but it doesn’t help you understand which prospects actually matter.

Warmly flips that completely.

Instead of relying on static lists or guesswork, Warmly uses an AI-driven Marketing Ops Agent to analyze your CRM, closed-won patterns, website behavior, and dozens of enrichment points to build a dynamic, always-improving model of your true ICP.

From there, every contact and account in your universe gets automatically scored and ranked based on:

  • Fit (industry, size, role, tech stack, historical win patterns).
  • Engagement with your resources (website activity, repeat sessions, pricing views).
  • Social signals (LinkedIn posts, comments, competitor interactions).
  • Third-party intent (Bombora surges across 5,000+ premium B2B sites).
  • Buying committee activity across the entire account.

The result?

Your team no longer wastes time scraping random emails or uploading huge CSVs with mixed-quality prospects.

Warmly surfaces the people who look like your best customers and act like they’re in-market right now.

And because the scoring model updates in real-time, your highest-intent buyers automatically rise to the top the moment they show meaningful behavior.

This is the difference between building lead lists and building pipeline.

2. Person-level website de-anonymization + real-time intent signals

Skrapp.io helps you find emails for people you already know exist.

Warmly helps you identify the people you don’t know yet, but who are already researching you.

With enterprise-grade person-level de-anonymization, Warmly reveals exactly who is visiting your website in real time, not just the company. 

When a prospect hits your homepage, pricing page, or product pages, Warmly can surface:

  • Their name.
  • Job title and seniority.
  • Role in the buying committee.
  • Verified email and mobile number.
  • Detailed company intelligence, including tech stack, revenue, and headcount.

Match rates regularly exceed industry norms, with 25%+ person match and 65%+ company match, which is far beyond what traditional IP-based reveal tools can provide.

But identification is only half the story.

Warmly pairs this with multi-source intent tracking, so you can instantly understand not just who the visitor is, but how ready they are to buy.

It automatically monitors:

This gives your team a complete picture of buyer readiness the moment someone shows interest.

Instead of scraping lists and guessing who to reach out to, Warmly lets you activate outreach when intent is highest, and with full visibility into who the person is and why they’re worth engaging.

3. AI SDRs + orchestrated outbound workflows

Instead of relying on static, time-based sequences, Warmly uses AI SDRs and a full orchestration engine to trigger outbound the moment buyer intent appears. 

That means every outreach touchpoint is driven by real behavior, not guesswork.

Warmly’s AI SDRs can:

  • Write personalized emails and LinkedIn messages tailored to the prospect’s role, signal level, and account history.

  • Multithread outreach across the buying committee automatically.
  • Route high-intent leads into different sequences based on score or signal type.
  • Respond to behavior changes (pricing views, social engagement, email opens) in real time.
  • Hand conversations off to a human rep the moment someone shows buying intent.

Instead of “upload list → run cadence,” Warmly builds always-on, intent-driven workflows, such as:

  1. A decision-maker visiting the pricing page triggers a 3-step high-intent email + a LinkedIn DM.
  2. Someone commenting on a competitor’s LinkedIn post gets added to a tailored outreach sequence track.
  3. A Bombora surge at an account automatically kicks off outreach to all relevant personas.
  4. Repeat website visitors get segmented into nurture vs. outbound vs. SDR-notification paths.

Every action is coordinated through Warmly’s orchestration rules, ensuring your outbound motion adapts instantly to what buyers are actually doing.

4. Build high-intent lists in minutes with Coldly 

If Skrapp.io gives you email discovery on top of LinkedIn profiles or domains, Coldly gives you an entire universe of verified, enriched B2B contacts ready to plug straight into your GTM workflows.

Coldly is Warmly’s built-in, continuously updated database of 200M+ verified B2B contacts, each enriched with the details SDRs and marketers actually need to build high-converting lists. 

Instead of relying solely on scraping or guesswork, Coldly provides:

  • Verified work emails.
  • Direct mobile numbers.
  • LinkedIn URLs.
  • Job titles & seniority mapping.
  • Department + role relevance.
  • Company insights (industry, headcount, revenue, tech stack, hiring signals).

Coldly also comes with powerful filtering capabilities, allowing you to really drill down into the data you need and create high-intent lists within minutes.

Moreover, Warmly’s CRM integrations enable you to automatically enrich records in real-time, ensuring your CRMs are always populated with the freshest, most accurate data.

For teams who don’t just want “an email,” but want the right person, at the right account, with the right data, Coldly becomes a far more powerful foundation for outbound.

Warmly’s integrations

A common limitation of Skrapp.io is its shallow integrations. 

Warmly, on the other hand, connects deeply with:

  1. CRMs (HubSpot, Salesforce, Pipedrive, etc.) → Automatically enriches records, updates scores, logs signals, and routes high-intent leads instantly.
  2. Outbound sequencers (Outreach, Salesloft, Apollo, Lemlist, etc.) → Pushes ICP-fit, in-market prospects directly into the right sequences based on intent.
  3. Ad platforms (LinkedIn Ads, Meta, Google Ads, etc.) → Syncs warm audiences so you retarget buyers already showing interest.
  4. Enrichment & identity (Demandbase, Clearbit, People Data Labs, etc.) → Multi-source matching creates a more accurate, complete contact profile.
  5. Various other tools (marketing automation, alerts, conversational AI, etc.)

This way, every time a prospect visits your site, triggers intent, or interacts with a sequence, your entire stack knows instantly.

Pricing

Warmly keeps pricing simple and customizable. 

With a free plan that identifies 500 visitors monthly, you can start without committing to a full suite.

From there, you only add the agents you need - inbound, outbound, signals, or ops - and pricing scales based on outputs, not inflated feature bundles.

There are 4 paid plans that you can choose from:

  1. Signals Agent: Custom pricing, which gives you access to 10,000 monthly credits, Person-Level Intent Signals (1st, 2nd, & 3rd Party), website de-anonymization capabilities, Warm lead alerts, and access to a contact database.
  2. Inbound Agent - Engage: Starts at $20,000/year, and adds AI Chat, native outbound email and LinkedIn automation, intent-powered pop-ups, lead routing with custom CRM fields, and the ability to push leads to sales sequencers.
  3. Inbound Agent - Scale: Starts at $30,000/year, and adds unlimited AI Chat agents, and the ability to push leads to Ad Audiences.
  4. Marketing Ops Agent: Custom pricing, which adds AI-powered account scoring, AI enrichments and custom signals, buying committee identification, real-time buying intent signal tracking, and automatic updates across all enrichments, signals, account and lead lists.

Every action, such as email, LinkedIn message, or signal trigger, draws from your monthly credit pool, keeping costs aligned with activity levels.

How is Warmly different from Skrapp.io?

Skrapp.io is excellent at what it’s built for - finding and verifying emails quickly, especially from LinkedIn and company websites.

But Warmly isn’t an email finder. It’s a signal-based revenue platform.

The difference comes down to this:

  1. Skrapp helps you find people to email.
  2. Warmly helps you understand who’s ready to buy, and engages them automatically.

Here’s how they differ, side by side:

CategoryWarmlySkrapp.io
Core purposeFull-funnel GTM intelligence + AI activation across inbound, outbound, and adsEmail finder + verifier for building basic prospecting lists
What you actually getBuyer intent, scoring, website de-anonymization, AI SDRs, inbound chat, buying committee mappingVerified emails pulled from LinkedIn, websites, or domains
Data depthMulti-source enrichment (1st, 2nd, 3rd-party signals) + Coldly’s 200M+ contact databaseEmail + limited company info and person info (size, industry, domain, job role, gender)
ICP & prioritizationAI-driven scoring + real-time fit/intent rankingNone - all contacts are equal unless you manually segment
Website insightsReveals the real people visiting your site + their intentNo website tracking or visitor identification
Outbound workflowsAI SDRs + signal-triggered sequences across email + LinkedIn + adsNo outreach capabilities; requires an external sequencer
Inbound workflowsAI chat, instant qualification, live handoff, video callNone
Ad audience activationSyncs warm, high-intent segments to LinkedIn, Meta, and Google AdsNo advertising integrations
IntegrationsDeep CRM, sequencer, and ad integrations with two-way syncBasic CRM sync + CSV export
Pricing modelModular, usage-based credits across inbound/outbound/intent agentsCredit-based email finding, priced by monthly credits
Free plan500 identified visitors/month100 email credits/month
Best forTeams wanting a higher-intent outbound engine, not just email discoveryTeams needing a fast, simple email finder

Pros & Cons

✅ Full funnel platform that combines discovery, intent tracking, enrichment, and outreach.

✅ AI-driven ICP scoring + multi-source intent tracking surfaces leads who are actually in-market.

✅ Real-time buyer identification.

✅ Automated outreach with AI SDRs + orchestration engine that enables personalized, multichannel outbound workflows triggered by behavior.

✅ Built-in contact database with 200M+ validated, constantly refreshed profiles and advanced filtering.

✅ Full-stack integrations.

✅ Inbound outreach features (AI Chat, live video chat, Warm Offers).

❌ Modular pricing.

#2: Snov.io

Best for: Startups, small sales teams, and agencies that want an affordable all-in-one email finder + outreach tool.

Similar to: Hunter.io, Saleshandy, Smartlead.

Snov.io is an all-in-one cold outreach platform that combines email finding, verification, and multistep sequencing in a single, easy-to-use workspace. 

It’s designed for teams that want to go from discovering leads to enriching them and launching campaigns without juggling multiple tools.

Features

  • Email finder & domain search: Pull verified emails from LinkedIn, domains, websites, or bulk lists.
  • 7-tier email verification: Reduce bounces with real-time validity checks and robust verification logic.
  • Multichannel sequences: Automate personalized email + LinkedIn steps using conditions, triggers, A/B tests, and dynamic variables.

Pricing

Snov.io has three essential pricing plans to choose from:

  1. Starter: $39/mo, includes 1,000 credits, 5,000 recipients, 3 mailbox warm-ups, multichannel campaigns, LinkedIn automation, Unibox, drill-down analytics, AI email builder, bulk prospecting, 7-tier email verification, warm-up tools, deliverability checks, CRM, tasks, etc.
  2. Pro: Starting at $99/mo (unlimited team seats) and going up to $738 depending on the number of credits and recipients you want, includes everything in Starter plus more credits and recipients, unlimited warm-ups, reply sentiment analysis, A/B testing, spintax & dynamic content, campaign prioritization controls, unlimited warm-up volume, team permissions, shared do-not-email lists.
  3. Custom Ultra: Custom pricing, includes 200,000+ credits, 400,000+ recipients, unlimited warm-ups/emails, unlimited seats/storage, credit rollover, flat-rate pricing, bulk email account management, top-priority support, and unlimited implementation services.

Pros & Cons

✅ Reliable LinkedIn extension.

✅ All-in-one email outreach platform, reducing the need for extra tools.

❌ Lower plans feel restrictive, as limits on automation and email verification can bottleneck teams that scale quickly.

#3: Hunter.io

Best for: Teams that want a simple, reliable, high-accuracy email finder for domain search, link-building, recruiting, or basic outbound.

Similar to: Snov.io, Dropcontact, GetProspect.

Hunter.io is one of the most widely used email finders thanks to its clean interface, strong deliverability, and fast domain-level search. 

It’s designed for teams that want verified emails at scale with basic email outreach features.

Features

  • Outbound campaigns: A simple cold-email tool that lets you create, personalize, and schedule outreach directly from your Gmail, Outlook, or SMTP/IMAP account, all inside a lightweight interface built for quick outbound execution.
  • Domain search: Find all publicly available emails associated with a company domain, complete with sources and confidence scores.
  • Discover: Hunter’s built-in B2B lead database lets you find qualified companies and contacts using firmographic, technographic, and intent filters.

Pricing

Hunter offers a credit-based pricing model with plans that scale by monthly credits, enrichment perks, and the number of connected email accounts for outbound campaigns. 

All plans include unlimited team members, with higher tiers unlocking AI writing, advanced filters, and larger sending volumes:

  1. Free Forever: Includes 50 credits/month, basic Discover database filters, 1 email account, 500 recipients per campaign
  2. Starter: €49/month, includes 2,000 credits/month, auto-verification + lead enrichment, advanced Discover database filters, 3 email accounts, AI Writing Assistant, 2,500 recipients per campaign.
  3. Growth: €149/month, includes 10,000 credits/month, everything in Starter, 10 email accounts, 5,000 recipients per campaign.
  4. Scale: €299/month, includes 25,000 credits/month, everything in Starter, 20 email accounts, 15,000 recipients per campaign.
  5. Enterprise: Custom pricing, provides flexible credit packages, access to all features, and custom campaign recipient volume.

Pros & Cons

✅ User-friendly interface and Google extension.

✅ Good email accuracy.

❌ Not ideal for high-volume prospecting or complex workflows.

#4: Apollo

Best for: Teams that want a full-stack sales platform with a huge B2B database, enrichment, lead scoring, and built-in outbound sequences.

Similar to: ZoomInfo, Lusha, Outreach.

Apollo is one of the most widely used Skrapp.io alternatives because it combines a massive contact database with enrichment, sequencing, a dialer, basic intent data, and task automation all in one platform. 

Instead of stitching together multiple tools, Apollo gives sales teams a single workspace to find, filter, engage, and track prospects across their entire funnel.

Features

  • Massive, high-accuracy B2B database: Provides one of the largest and most rigorously verified B2B datasets with 210M+ contacts and 65+ data filters powered by real-time updates and a 2M-source contributor network.
  • Multichannel outbound engine: You can launch elaborate campaigns in minutes using AI list building, AI-written messages, built-in dialers, and workflow automation, all from Apollo’s engagement workspace.
  • Inbound lead conversion: Apollo turns inbound traffic into pipeline by identifying anonymous visitors, enriching form submissions, qualifying leads with 65+ data points, and automatically routing them to reps.

Pricing

Apollo has a free forever plan that includes 100 email and mobile phone finder credits, basic filters and prospecting, and two sequences.

If you need more, you can upgrade to one of three paid plans:

  1. Basic: $59 per user per month.
  2. Professional: $99 per user per month.
  3. Organization: $149 per user per month.

Pros & Cons

✅ Reliable email/phone verification and accessible data, even on lower tiers.

✅ All-in-one workflow that replaces multiple tools by combining data, sequencing, enrichment, and outreach in one platform.

❌ Credit-based pricing becomes expensive at scale, especially for teams sending high volumes.

#5: Lusha

Best for: SDRs and sales teams that need reliable phone numbers and direct dials fast, especially when outreach depends on calling or multichannel contact with decision-makers.

Similar to: Hunter.io, Clearbit, ZoomInfo.

Lusha is a B2B contact-data platform best known for its fast, accurate direct dials and simple Chrome extension that helps SDRs pull contact info directly from LinkedIn. 

It’s designed for teams that want reliable phone numbers, straightforward data enrichment, and easy list exporting without dealing with an overly complex sales-engagement layer.

Features

  • Highly accurate, globally compliant B2B database: Provides AI-verified, crowdsourced contact and company data with full GDPR/CCPA compliance and coverage across 45M+ North American contacts and 21M+ European contacts.
  • AI-powered lead recommendations: Delivers daily, high-potential prospects based on your ICP and your in-platform behavior, automatically surfacing decision-makers and new companies you wouldn’t find through manual searching.
  • Warm outbound intent signals: Shows you which companies are actively researching solutions like yours, pairing company-level intent scores with real-time behavioral signals so you can prioritize accounts already in-market.

Pricing

Lusha uses a credit-based pricing model where 1 credit reveals an email and 5 credits reveal a phone number. 

Plans differ mainly by credit volume, enrichment capabilities, and team features:

  1. Free: Includes 40 credits/month, verified emails, limited intent signals, basic filters, Chrome extension, CRM integrations, API access, email sequences, AI recommendations, and 1 page of intent results.
  2. Pro: Starts at $29.90/mo for 250 credits and goes up to $65.90/mo for 550 credits/mo, includes everything in Free and adds rollover credits (up to 2×), 3 seats, CSV enrichment up to 300 rows, bulk show for 50 contacts, basic analytics, tech + intent alerts, and shared credit pool.
  3. Premium: Starts at $69.90/mo for 600 credits and goes up to $747.50 for 7,500 credits, includes everything in Pro, plus 5 seats, CSV enrichment up to 500 rows, bulk show for 150 contacts, and advanced analytics.
  4. Scale: Custom annual plan, adds custom yearly credits, manager seat, CSV enrichment up to 10k rows, bulk show for 5k contacts, 25 intent topics, unlimited intent results, team controls, CSM, advanced support, SSO, and CRM enrichment.

Pros & Cons

✅ High-quality direct dials and verified emails.

✅ Seamless CRM integrations.

❌ Important filters or enrichment options are locked behind upper-tier plans.

#6: Kaspr

Best for: SDRs who live on LinkedIn and want fast, accurate prospecting without buying a complex, expensive data platform.

Similar to: Lusha, Snov.io.

Kaspr is a LinkedIn-first prospecting tool that reveals verified emails and phone numbers directly inside LinkedIn and Sales Navigator, helping SDRs build call-ready lead lists without switching tabs. 

It’s built for reps who want fast, on-the-go prospecting with automatic enrichment, list-building, and CRM syncing.

Features

  • European-first B2B data coverage: Gives sales teams access to over 200M+ verified European B2B contacts powered by 120+ reliable data sources.
  • LinkedIn extension: Lets you reveal phone numbers, emails, and company data directly while prospecting on LinkedIn, Sales Navigator, and Recruiter Lite. 
  • Bulk lead enrichment: Teams can enrich lead data at scale either directly from LinkedIn or by uploading CSV files, so every record is complete with verified European phone numbers and emails.

Pricing

Kaspr uses a credit-based pricing model with four tiers, offering everything from a generous free plan to fully custom enterprise packages. 

Phone numbers and direct emails consume credits, while B2B email credits are unlimited on paid tiers:

  1. Free: Provides 15 B2B email credits, 5 phone credits, 5 direct email credits and includes Kaspr Chrome Extension, lead management, and enrichment.
  2. Starter: $65/user/month, includes unlimited B2B email credits, 100 phone credits, 5 direct email credits, everything in Free, plus Kaspr enabled on Sales Navigator, shared credits across the team, team usage reports.
  3. Business: $99/user/month, includes unlimited B2B email credits, 200 phone credits, 200 direct email credits, everything in Starter, plus Kaspr on LinkedIn Recruiter Lite, up to 30,000 exports/year, and custom member permissions.
  4. Enterprise: Custom pricing, includes unlimited B2B email credits and phone credits, intent data, advanced Salesforce enrichment, and advanced security.

Pros & Cons

✅ Accurate EU-focused data.

✅ Unlimited B2B emails on all paid plans.

❌ Phone and direct email credits are limited and are spent fast in high-volume prospecting.

#7: Dropcontact

Best for: EU companies or global teams selling into Europe that need GDPR-strict enrichment.

Similar to: Clearbit, Hunter.io.

Dropcontact is an email enrichment and verification tool built specifically for teams that want clean, compliant, fully automated contact data without relying on third-party databases. 

Instead of storing static records, Dropcontact generates and verifies emails in real time, making it one of the most privacy-safe options for B2B enrichment.

Features

  • GDPR-compliant email finder & enrichment: Finds B2B emails in real time, automatically enriching, deduplicating, and updating your CRM with fully GDPR-compliant contact and company data.
  • Real-time email verification: Validates, corrects, and updates email addresses using proprietary, database-free algorithms.
  • Company change tracking: Automatically detects when a prospect changes jobs, enriches their record with new verified contact details, and keeps your database continuously up to date.

Pricing

Dropcontact keeps pricing for its email finder solution simple with a single credit-based model. 

Every 1 credit = 1 email found, and all searches include real-time enrichment, verification, and GDPR-compliant processing.

The pricing starts at €29 for 500 credits and can go up to 1,499€ for 100,000 credits.

If you want CRM enrichment, too, you’ll have to pay extra.

The prices for this solution are not published, so you’ll have to contact Dropcontact’s sales team for more details.

Pros & Cons

✅ Exceptionally accurate, GDPR-compliant email enrichment.

✅ Fast, automated enrichment at scale.

❌ Focused on EU emails only.

#8: Saleshandy

Best for: Teams who want one platform for both lead generation and email outreach, and agencies running high-volume outbound for multiple clients.

Similar to: Apollo, Lemlist, Snov.io.

Saleshandy is an all-in-one outbound platform that combines a large B2B lead database with cold email automation, deliverability tools, and analytics.

With it, you can tackle the entire outreach process, from prospecting to outreach, in a single interface.

Features

  • Lead Finder: Rich database that gives you access to 700M+ contacts and 60M+ companies with filters like job title, industry, location, company size, and technologies.
  • Cold email sequences: Create multi-step personalized email cadences with automated follow-ups, custom sending schedules, and merge tags, all designed for higher reply rates.
  • Built-in email deliverability tools: Includes inbox warm-up, bounce protection, spam-checking, and smart sending logic to help your campaigns land in the primary inbox instead of spam.

Pricing

Saleshandy uses a modular pricing model with separate plans for Cold Emailing, B2B Lead Finder, and Inbox Placement Testing. 

This lets teams pay only for what they use and scale each component independently.

Cold Emailing Plans:

  • Outreach Starter: $36/month, includes unlimited email accounts, AI-powered sequences, dynamic IP address, unlimited email warm-up, 2,000 active prospects, 6,000 emails/month, 50 Lead Finder credits, 1,000 email verification credits.
  • Outreach Pro: $99/month, includes everything in Starter, unlimited team members, integrations/API, 30,000 active prospects, 150,000 emails/month, 5,000 verifications, follow-up sequences, advanced sender rotation.
  • Outreach Scale: $199/month, includes everything in Pro, plus unlimited teams, whitelabeling, 60,000 active prospects, 240,000 emails/month, 10,000 verifications.
  • Outreach Scale Plus: $299/month, includes everything in Scale, plus 100,000 active prospects, 300,000 emails/month, dedicated success manager.

There are also a few add-ons:

  • AI Credits: You can purchase 5,000 for $10 and 1M for $2,000
  • Email Verification: 30,000 emails for $79.

Lead Finder Plans:

  • Lead Starter: $35/month, includes 500 monthly credits + rollover, real-time verified leads, personal & work emails included, advanced search filters.
  • Lead Pro: $69/month, includes everything in Starter plus 1,000 monthly credits.
  • Lead Scale: $119/month, everything in Starter plus 2,500 monthly credits.
  • Lead Scale Plus: $239/month, everything in Starter plus 5,000 credits.

You can also buy one-time credits, with the price starting at $57 for 1,000 credits and going up to $5,655 for 100k credits.

Inbox Placement Testing Plans:

  • Inbox Free: Includes 2 tests/month with deliverability reports, SpamAssassin score, and domain/IP reputation report.
  • Inbox Starter: $49/month, includes everything in Free, plus 120 tests/month + up to 50 sending accounts per test, and placement improvement insights.
  • Inbox Pro: $99/month, includes everything in Starter, plus 250 tests/month, automated recurring tests, exportable reports, and test scheduling.
  • Inbox Scale: $199/month, includes everything in Pro, plus 600 tests/month + unlimited sending accounts per test, advanced deliverability automations.

Pros & Cons

✅ Strong deliverability features.

✅ Accurate real-time analytics for opens, replies, clicks, and bounce-rate optimization.

❌ Advanced email personalization and enrichment still require external tools.

#9: GetProspect

Best for: Teams that need a simple and affordable email finder.

Similar to: Lusha, Kaspr, Dropcontact, Snov.io, Hunter.

GetProspect is a B2B email finder and lead-generation tool that lets users extract contact data directly from LinkedIn, company websites, or via bulk list uploads. 

It focuses on simple prospecting workflows, list management, and fast enrichment for sales teams that don’t need an all-in-one outbound platform.

Features

  • B2B contact database: A large, continuously updated B2B database with 230M+ corporate emails, 26M companies, and 130M mobile numbers, allowing users to source new prospects without relying solely on LinkedIn scraping.
  • Chrome extension: Lets you extract verified emails directly from any LinkedIn profile, LinkedIn group, or website.
  • Reverse email lookup: Uncovers full lead profiles from a single email address, instantly revealing name, company, job title, industry, location, website, and more.

Pricing

GetProspect has three plans:

  1. Free: Includes 50 valid emails, 100 verifications, LinkedIn extension, advanced filters, CSV/XLSX export.
  2. Starter: $49/month, includes everything in Free, plus 1,000 valid emails, 2,000 verifications, 5 phone numbers, CSV enrichment, dashboards & reports.
  3. Pro: $99/month, includes everything in Starter, plus 5,000 valid emails, 10,000 verifications, 5 phone numbers, native integrations.

If you need more phone credits, you can purchase them at a price starting at $49/month for 150 monthly credits.

Extra email verification credits can also be bought. The price starts at $29 for 10,000 verifications and goes up to $2499 for 10M verifications.

Pros & Cons

✅ Simple, intuitive UI.

✅ Chrome extension makes it effortless to pull emails and profiles directly from LinkedIn and other web sources.

❌ Database coverage is smaller than major competitors, so some industries and regions require extra manual digging.

#10: ContactOut

Best for: Recruiters, talent sourcers, and B2B teams who need highly accurate personal emails and phone numbers pulled directly from LinkedIn profiles.

Similar to: Lusha, RocketReach, and HireEZ.

ContactOut is an email and phone number finder built primarily for recruiters and B2B teams who rely heavily on LinkedIn for sourcing talent and prospects. 

It focuses on providing highly accurate personal and professional contact details, often surfacing data that competitors miss.

Features

  • Chrome extension: Reveals emails, phone numbers, and social profiles directly on LinkedIn and company websites.
  • Large B2B database with strong personal email accuracy: Provides instant access to 350M professionals across 36M companies, enriched with 20+ filters including seniority, department, technologies used, and more.
  • Automated email campaigns: Send outreach and follow-up sequences directly from the platform, which makes it useful as a lightweight outreach tool for both sales and recruiting teams.

Pricing

ContactOut has several tiers designed to accommodate teams of various sizes and needs:

  1. Free: Includes 5 emails, 5 phone numbers, and 5 exports/day, browser extension, search portal, and trial of premium features
  2. Email: $49/month, includes everything in Free, plus unlimited emails, 300 exports/month, email campaigns, list builder
  3. Email + Phone: $99/month, includes everything in Email, plus unlimited phone numbers, 600 exports/month, data enrichment, and AI Email Writer
  4. Team/API: Custom pricing, includes everything in Email + Phone, plus 20% more data coverage, 700M+ profiles with bulk access, works with Recruiter Pro, Salesforce + ATS integrations, team management + reporting.

Pros & Cons

✅ Highly accurate personal & work emails.

✅ Quality validation, with many users highlighting that ContactOut’s verified lists outperform alternative tools in accuracy.

❌ Provides too few credits for the price.

Final thoughts: Which Skrapp.io alternative actually moves the needle?

Most Skrapp.io alternatives fall into one of three buckets:

  1. Email finders (Skrapp, Hunter, Dropcontact, GetProspect) - perfect for “give me an email fast,” but still leave you guessing who to prioritize.
  2. Data + outreach platforms (Apollo, Snov.io, Saleshandy, Lusha, Kaspr, ContactOut) - better for “find + send,” but still mostly blind to intent and real-time buying signals.
  3. Signal-based intent platforms (Warmly) - built for “who’s actually ready to talk right now, and how do we turn that into pipeline automatically?”

So the real question isn’t “Which tool finds the cheapest emails?”

It’s:

“Which tool helps my team spend more time with in-market buyers and less time sifting through cold lists?”

If you’re happy with classic list-building and manual cadences, any of the more traditional Skrapp.io competitors in this guide will do the job.

But if you want to:

  • Know who’s on your site right now (and whether they match your ICP),
  • See real buying intent across your website, LinkedIn, and 3rd-party research,
  • Let AI SDRs trigger the right email, DM, or ad at the exact right moment,
  • Build high-intent lists with Coldly’s 200M+ validated contacts instead of random scrapes,

…then it probably makes sense to look beyond email finders and into a signal-based revenue platform like Warmly.

If you’re curious how this looks in your own funnel, with your traffic, your ICP, and your existing tools, the easiest next step is to see it live.

Book a Warmly demo, and we’ll walk you through exactly how to create more qualified opportunities from the buyers already raising their hands.

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