Hellomed: Implementation of Clay & n8n with remarkable results

"When we engaged simon&co, our outbound sales system was labor intensive and ineffective—disconnected tools, manual uploads, and reply rates below 1%. They completely rebuilt our infrastructure from the ground up using Clay, n8n, and intelligent automations. Within two months, reply rates jumped to 15%, we closed EUR 126,000 in new ARR six months after launch, and saved over 10 hours weekly on manual tasks. We now have a scalable, automated outbound engine that runs itself. If you're tired of broken systems and underwhelming results, simon&co is the partner you need."

— Tim Bogdan, Co-Founder and COO @ Hellomed

About

Hellomed Group GmbH operates within the competitive healthcare technology sector, delivering innovative solutions to homecare and healthcare providers across Germany. Like many fast-growing HealthTech companies, Hellomed's leadership team possessed strong domain expertise and a compelling product offering, but they faced a critical operational challenge: their sales and marketing infrastructure had been assembled reactively rather than strategically. The company required a complete overhaul of their go-to-market systems, encompassing data management, lead generation, CRM architecture and outbound engagement, to unlock their full market potential and establish a scalable, repeatable revenue engine that could support their ambitious growth objectives without overwhelming internal resources.

Challenge

Hellomed was confronting multiple systemic issues that were actively hindering their ability to scale commercial operations:

→ Absence of a cohesive, reliable sales technology infrastructure, with disconnected tools and manual handoffs creating friction, data inconsistencies, and operational bottlenecks

→ Reliance on manual, labor-intensive processes for uploading static prospect lists into lemlist—lists that were frequently outdated, unsanitized, and incomplete, covering only approximately half of their addressable market and containing data quality issues that damaged deliverability and brand perception

→ Underperforming email engagement metrics, with reply rates languishing below 1%—a clear indicator that messaging, targeting, or data quality (or all three) were fundamentally misaligned with market expectations

Solution

simon&co delivered a comprehensive transformation of HelloMed's entire commercial infrastructure through a methodical, data-driven approach:

→ We built a full database that's been enriched in a step-by-step way, showing all the possible customers for Hellomed in Germany. It's got real-time data taken from the websites of possible customers, and it's been checked against the official company registers (Handelsregister) to make sure the ICP criteria is correct. We've also put in place some pretty complex ways of keeping the data clean to make sure it can be delivered and that it meets the rules.

→ We've created a tech stack that's connected and working together, with Clay (for managing and enriching data), Lemlist (for outbound engagement), and Zoho CRM (via custom n8n automation workflows). This means, no more manual data transfers, and information flows bidirectionally across the whole sales stack.

→ We set up a smart RSS feed monitoring and automation system that constantly scans for relevant market signals, automatically filters opportunities based on predefined ICP parameters, adds contextual company data to incoming leads, uses our own scoring algorithms, and sends qualified prospects straight into Slack and Zoho CRM with automatic task assignment to the right account manager. This turns reactive prospecting into proactive, signal-driven engagement.

→ We came up with an AI-powered reply inbox assistant with Human-in-the-Loop (HITL) functionality, which means it can draft contextually appropriate email responses for customer communications. This has cut down on manual effort while making sure the quality and personalisation standards are maintained.

→ We did some proper testing and optimisation of messaging frameworks, targeting parameters and engagement sequences to really improve response metrics and conversion rates.

Results

→ Increased average email reply rates from sub 1% to 14%—a 14x improvement that fundamentally transformed the economics and scalability of Hellomed's outbound motion

→ Generated EUR 126,000 in net-new annual recurring revenue (ARR) within the first six months of engagement, delivering immediate, measurable return on investment

→ Freed approximately 10 hours per week of account manager time through RSS automation system, while simultaneously identifying dozens of high-value leads that would have otherwise remained undiscovered

→ Reduced manual email response effort by 95% (saving 45 minutes per day per user) through intelligent inbox assistant implementation, allowing customer-facing teams to focus on strategic relationship-building rather than administrative tasks

→ EUR 13,500 in SaaS tool cost savings through optimized vendor selection & our partnership leverage

Why this matters

This project shows how we think about business growth. We believe that growing in a smart way needs more than just good planning. You need the right infrastructure + skill set. We helped Hellomed move from a chaotic, manual outbound operations to a sophisticated, largely autonomous revenue engine by combining in-depth technical expertise in marketing automation platforms (Clay, n8n, lemlist, Zoho CRM) with disciplined data management practices and systematic testing methodologies.

The result was not only just better metrics; it was a basic change in how Hellomed finds, talks to, and turns into customers the people they want to reach — and at a much lower cost and with less hassle than their old way of doing things. For healthcare tech companies working in competitive markets with limited resources, this case shows how the right infrastructure investment can get better commercial returns while letting leadership focus on product innovation and customer success.