About Envio

Envio is a lead generation agency founded by Ben Hayward that specializes in helping US software clients create repeatable revenue through outbound systems. With a focus on humanized outreach, Envio creates deeply personalized campaigns that resonate with prospects by understanding their pain points and challenges. The agency works primarily with SaaS companies looking to establish consistent client acquisition through strategic outbound marketing.

The Challenge

Before partnering with Wind Growth, Envio was operating with minimal systems and extensive manual processes:

• Project management consisted of pen and paper task lists written each morning
• No centralized system for tracking campaign performance or client status
• Inbox management was entirely manual, consuming hours daily
• Client communications lacked automation and consistency
• No standardized framework for scaling operations
• Limited ability to delegate tasks to team members

"The big problem was that we were doing everything manually. We had no automations, no real systems," Ben explained. "If you remember, when we first started, I was doing everything on pen and paper. So my project management was writing down on a pen and paper at the start of the day."

Despite Ben's background as a software engineer with five years of experience, building these systems from scratch would have required significant time investment. "I quickly realized that this is going to take me a ton of time and time that I did not have and have to develop knowledge that I didn't have at the time either," he noted.

The manual nature of the work was not only inefficient but also mentally draining. "You kind of burn out with it and you start missing leads, you start getting a bit lazy... it becomes very overwhelming," Ben shared.

Our Approach

Wind Growth implemented a comprehensive operating system tailored specifically for lead generation agencies, with a focus on automation and scalability:

1. Inbox Management Automation: Implementation of sophisticated tagging and sub-sequence systems to drastically reduce manual email management
2. Centralized CRM: A comprehensive system tracking all prospects, conversations, and campaign performance metrics
3. Project Management Framework: Transformation from pen and paper to a structured digital system with clear task assignment and tracking
4. Client Communications: Automated reporting and updates ensuring consistent client engagement
5. Campaign Analytics Dashboard: Real-time performance metrics giving visibility into campaign effectiveness

The implementation was designed to leverage Ben's technical understanding while eliminating the need for him to build everything from scratch, allowing him to focus on growing the business instead of building operational infrastructure.

Results

After implementing Wind Growth's operating system, Envio experienced remarkable improvements in efficiency and capacity:

• Time Savings: Inbox management time reduced by approximately 80%
• Operational Capacity: Ability to handle significantly more clients with the same resources
• Client Retention: Improved reporting and communication led to stronger client relationships
• Lead Quality: Better follow-up management ensured no potential opportunities were missed
• Team Scalability: Created a framework that made it easier to onboard team members

The most significant impact was on Ben's ability to manage his time effectively. "The impact's been huge. It's allowed us to pretty much automate all of those back-end activities," he explained. "It's given me a lot more time back and with more time allowed me to focus on other areas of the business that allow me to improve our service delivery, which has improved our client retention."

The sub-sequence system for inbox management proved especially valuable. "Before I was using a Notion document with all the different possible replies, the follow-ups. I'd go into my Pipe Drive and say, 'Okay, we've got the next touch points today.' I've manually copied this message, edited it and the amount of time it would take to do that was insane."

Perhaps most importantly, the operating system created a foundation for Envio to scale confidently. Ben could now bring on new team members with clear systems in place, delegate effectively, and focus on strategic growth rather than operational firefighting. The professional impression created by the system also became a selling point with clients, demonstrating Envio's operational sophistication and attention to detail.