Turning Outbound Agency Chaos into Scalable Growth
How Zentavra Helped Viceroy Build a Scalable, Rock-Solid Outbound Engine in HubSpot
Overview:
Viceroy Business Development is a boutique outbound sales consultancy that specializes in top-of-funnel lead generation and go-to-market research - primarily through high-volume cold calling as their main channel for booking meetings. Their mission is simple: deliver high-quality first meetings that move the needle. But before teaming up with Zentavra, their operations were held together by manual tasks, disjointed data, and time-consuming processes that couldn’t scale.
The Challenge🤺
Manual Processes and Messy Data
Before Zentavra:

Hours spent manually importing and managing ZoomInfo prospect lists

Duplicate records and inaccurate data cluttered the CRM

Call outcomes and follow-ups weren’t tracked, leading to lost opportunities and repeated outreach

No method to track client campaigns, making it impossible to measure campaign performance or scale
The Zen Solution🧘
Turning HubSpot into a Scalable Outbound Engine
Here's How:
CRM Foundation and Operational Strategy
  • Built data hygiene workflows and centralized all data into a clean, structured HubSpot CRM.
  • Standardized data entry to eliminate reporting blind spots and improve business intelligence.
  • Created a segmentation strategy—making HubSpot list-building fast and reliable.
Prospecting and Lead Management
  • Made prospecting activities fully trackable and repeatable at scale.
  • Connected all sales tools into HubSpot—eliminating manual data entry or research.
  • Automated task creation and follow-ups by call outcome, improving rep efficiency.
ZoomInfo Integration & List Management
  • Connected ZoomInfo to HubSpot for automatic data migration, enrichment, assignment, and campaign tagging.
  • Eliminated duplicate creation and ensured proper associations on import—improving segmentation and reporting.
  • Saved hours of manual work each week by automating lead migration and routing.
Call Integration & Call Flow Automation
  • Integrated calling tool with HubSpot to auto-log calls and outcomes.
  • Synced SDR specific call lists for clear ownership, accountability, and streamlined workflows.
  • Added suppression logic to remove contacts from active call lists after key outcomes.
Clear Reporting and Dashboards
  • Enabled leadership to track rep performance, campaign effectiveness, and call outcomes across all clients.
  • Built custom dashboards showing rep activity, meeting rates, and ROI—organized by rep, campaign, and client.
Hands-on Enablement and Support
  • Delivered 1-on-1 onboarding sessions tailored to team workflows.
  • Held strategic sessions with leadership and reps to manage, refine, and scale the system.
  • Provided tailored SOPs i.e. docs, Looms, call recordings.
The Zen Impact🔥
From Manual Chaos to Measurable Growth
What Changed After Zentavra:

Lead quality and conversion rates improved thanks to accurate, enriched, and segmented data synced from ZoomInfo

Leadership gained clear visibility into rep activity, call outcomes, and campaign ROI through custom dashboards

With a clear process in place, the team spent less time managing data/tools and more time cranking calls and booking meetings

Enabled scalable, confident client growth through automated systems and structured workflows
The result? A fully integrated outbound engine that's not just efficient—but scalable.
Results by the Numbers📊

71% Surge in Meetings Booked in 30 Days

401 calls logged “Meeting Booked” in a month! That's a 71.37% jump from the previous period.This jump was fueled by clean, enriched data, automated follow-ups, and outcome-driven workflows that kept reps locked in on high-intent leads.

46% Increase in Lead Generation

More leads created, enriched, and assigned Automatically via. ZoomInfo.Rep-specific workflows ensured these contacts were followed up on quickly and consistently, boosting engagement and moving more prospects into active conversations.

31% Boost in Sales Productivity in 30 Days

With cold calling as there core meeting engine Automated tasks and call outcomes eliminated manual work and sped up follow-ups.Reps spent more time on high-value outreach—and less time managing tools.

75% Reduction in Manual Data Entry

Time is Money! No more juggling spreadsheets, No more double entry. With ZoomInfo enrichment, workflow automation, and call logging fully integrated, data and reports flowed automatically. Giving Viceroy more time to do what they do best: book meetings.

In There Own Words🗣️
What the Viceroy Team Had to Say

Max Simpson, Co-Founder
"Great learnings and HubSpot Wisdom
Daniel at Zentavra was an amazing help for my firm. We had a unique use case where we needed deep HubSpot expertise, and Daniel was not only extremely responsive, but he was incredibly knowledgable. He is a sharp guy and knows HubSpot like the back of his hand, and he really helped my team to learn the CRM as well as implement durable processes to help our organization in outbound sales."

Colette Vetter, Head of Operations
"Top Tier CRM Consult
Daniel Gamboa was an amazing asset in the build out of our CRM system. He took the time to understand the nuance of what we were trying to do and brainstorm with us. He was integral to our understanding of HubSpot and customizing its functionality for our business. I would highly recommend a consult with Zentavra."
Lessons Learned💡
What This Project Proved About Scaling Outbound with HubSpot
1
Data Management Matters
By standardizing fields, syncing tools, and automating enrichment, we gave leadership the visibility they needed to track campaign performance and rep activity in real time.
2
Systems Create Consistency
Every lead followed the same structured path—from import to outreach to follow-up—ensuring nothing slipped through the cracks.
3
Customization Drives Adoption
Viceroy’s system wasn’t built from a template. It was designed around their actual sales process—with SDR-specific workflows and campaign-specific logic that fit how they operate.
4
Automation Unlocks Productivity
Building outcome-based workflows saved reps hours each week and made follow-up instant and consistent—helping Viceroy scale cold outreach without scaling headcount.
5
Visibility Fuels Growth
Campaign tagging, outcome tracking, and custom dashboards made it easy to measure what was working and scale it—turning outbound from a guessing game into a measurable growth engine.
6
Training Pays Off
The tools only worked because the team knew how to use them. With 1-on-1 onboarding and documented SOPs, reps hit the ground running—and the system stuck maximizing Viceroy's ROI.
Your Next Step🚀
Don’t let messy data and manual processes slow your growth
If your outbound system is held together by spreadsheets, guesswork, and disjointed tools—let’s fix it.
At Zentavra, we build custom HubSpot systems that give you clarity, automation, and scale from day one.
👉 Book your free strategy call and let’s map out a better way to grow.
Let’s build something that scales.
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