Skip to content
OutboundManager
Sign inStart free trial

Outbound problem

We burn enrichment credits with no budget and no log

Reps hold their own data-provider logins, run the same contacts through two providers, and credits run out mid-month. Nobody can say who spent what, or how often the team paid twice for the same email address.

Start 7-day free trialFix it this week

What it looks like

  • A provider's credits are gone in the third week of the month and nobody knows which list used them.
  • The same contact is enriched by two reps, or by the same rep in two providers.
  • API keys and logins are shared in chat, and still work after someone leaves.
  • Reps always use the most expensive provider first, because it is the one they know.
  • Renewal comes round and there is no usage record to negotiate with.

Why it happens

Enrichment providers bill per lookup, and each provider only knows about its own credits. When a team uses several, no provider can see that another one already found the same person last week, and none of them knows which of your reps ran the lookup or why.

Without a shared cache and a single place to run lists, every rep makes their own choice of provider for every list, and a miss in one provider leads straight to a paid lookup in the next, whether or not the team already has the answer.

What teams try

  • One shared login per provider

    It keeps the cost in one account and removes any record of who spent it.

  • A spreadsheet where reps log their lookups

    It is filled in for a fortnight. It cannot stop a lookup that would go over budget.

  • Giving each rep a monthly allowance in each provider

    Possible where the provider supports it, but it is set up separately in every provider and does nothing about duplicates across them.

  • Standardising on a single provider

    Simple to control, but coverage drops, and the team starts buying a second provider on the side for the misses.

How OutboundManager handles it

OutboundManager runs enrichment as one company-controlled waterfall. The keys belong to the workspace, every lookup is logged, and budgets are enforced before a run starts.

  • Bring your own keys for MoltSets, Apollo, Crustdata, Lusha, ZoomInfo and FullEnrich. Only admins can add, replace or remove a key, and keys are never shown again after saving.
  • Providers run in the order you set, and a row stops at the first email that meets your quality floor (valid, catch-all or unknown). Each provider bills you as usual.
  • A workspace cache means a contact found within the cache window, 90 days by default, costs nothing the second time, whoever asks. Rows that already have an email are skipped.
  • Monthly credit budgets per person and per workspace. A run whose worst-case estimate would pass a cap is refused; a manager can override with a confirmation, a rep cannot.
  • A spend log by person, provider and month, with email and phone credits split, plus the estimate shown before each run.
  • Phone finding runs as a separate waterfall across the providers that support it, with its own credits in the log.

Related integrations:MoltSetsApolloCrustdataLushaZoomInfoFullEnrichAll integrations

Fix it this week

These steps help whether or not you ever use OutboundManager.

  1. List every enrichment provider the team pays for, who holds the login, and when it renews.
  2. Rotate any API key that has been pasted into chat or is known to someone who has left.
  3. Agree a provider order, cheapest acceptable first, and write it where reps build lists.
  4. Before enriching a list, remove contacts that already have an email in your CRM or in a previous export. This alone removes most double spend.
  5. Set a monthly credit figure per rep, even an informal one, and review usage in each provider's dashboard on the same day every month.

Questions

Do I buy credits from OutboundManager?

No. You bring your own provider keys and each provider bills you as usual. OutboundManager records the credits each lookup used and enforces your budgets.

How does it avoid paying twice for the same contact?

Finds are cached per workspace, keyed on the LinkedIn URL or on name plus company. A cached find inside the cache window that meets your quality floor is returned for zero credits, and rows that already have an email are skipped before any provider is called.

What happens when a run would go over budget?

The run is refused before any credit is spent, based on a worst-case estimate. A manager can override with a confirmation, and the override is recorded. Reps cannot override.

See every problem · Compare the approaches

See this on your own tools, not in a demo.

Pro is $27 a month or $250 a year per workspace, not per seat.

Start 7-day free trialTalk to us

7-day free trial • No credit card required • 5-min setup

Product names are trademarks of their owners. OutboundManager is not affiliated with or endorsed by them.