Cold Calling Tech Stack: Best Tools For Scaling Agencies

Thou came here for the tech stack. Thou shall be given the tech stack the Million-Dollar ARR-generating B2B agencies use.

We’re not here to beat around the bush giving you a bull cr@p list of software names.

We’ll unravel it all from setting up phone numbers, CRM, and voice notes with a complete focus on scalability.

Everything.

YES! NO STONES 🪨 UNTURNED!

Here’s a quick overview:

Tool Type	Cold Call Tech Name
TAM	Clay, Outscraper, Apify, LinkedIn Sales Nav, Scrupp, Apollo
Contact Finder	BetterContact
Dialler	JustCall, PhoneBurner
CRM	Airtable, Hubspot, Pipedrive
Automation	Zapier, Make
Scheduling Meeting	Calendly + Google Meet,Zoom

Why You Need An Airtight Cold Calling Tech?

While some might ignore it, equipping your sales team with the right technology stack is actually more important than ever.

Your success depends on integrating cold calling software and sales engagement tools that streamline customer interactions.

With proper tools,

• You’ll track performance,
• Identify winning patterns
• Re-adjust offers, strategies
• Change tone or scripts in real-time.
• You’ll have no connectivity issues
• No interruptions due to technical issues

Plus, efficient communication platforms ensure you’re not wasting time on manual tasks that technology can handle.

Think of your tech stack as your sales team’s superhero suit – upgrading their natural abilities to achieve what would be impossible with just a phone and a notepad.

What Tools Should be in A Cold Calling Tech Stack?

An effective cold calling tech stack integrates essential tools for each stage of the sales process. Clay supports lead list building, while BetterContact enriches mobile phone numbers.

For power dialing, PhoneBurner and JustCall streamline outbound calls. The performance management feature can track agent productivity. Reporting features provide data-driven insights, and personalized feedback to help finalize deals. 

Zapier automates workflows, ensuring efficiency.

Close, HubSpot, and Pipedrive serve as robust CRMs for managing customer engagement. Seamless communication.

Lastly, scheduling tools like Calendly and Google Meet ensure prospects attend a meeting after a call.

A well-integrated system ensures maximum efficiency and higher conversion rates.

God Tier Scalable Tech Stack

When you’re ready to build a world-class cold calling operation, you’ll need to combine four essential components that work together seamlessly: 

Lead list management that converts to validated contact data, powerful communication and dialer tools, a robust CRM system, and smart automation that ties everything together.

1. Lead List To Contact Data

Building a lead list starts with setting yourself apart from the competition through diverse contact data sources. When running cold outreach campaigns, relying on a single tool for phone numbers means fishing in the same pond as everyone else – that’s not how you gain a competitive edge.

Enter waterfall enrichment tools like BetterContact, which connects to 21 applications and taps into a massive database of 3 billion contact records.

This approach ensures that your lead list contains unique contact data that other agencies have yet to exhaust.

#1: Step 1, From TAM To Contact Info

1. Build lead list in Clay then find mobile phone numbers using BetterContact
2. OR, Alternative Path: Build the lead list in Apollo, scrape it using Export Apollo, and enrich the numbers using BetterContact.
3. OR, Alternative Path: Fire up LinkedIn Sales Navigator, scrape info using Scrupp.com, and then find phone numbers using BetterContact.
4. OR, Alternative Path: Open Google Maps to research your ICP. Use Outscraper scrape their Domains. Push domains into Apollo then scrape using Export Apollo and enrich using BetterContact.
5. OR, Alternative Path: Use Outscraper to scrape local business Domains. Push domains into Clay, then find ICP using the “Find Contacts at Company” feature. Download the CSV to upload in BetterContact or enrich using BetterContact right inside Clay.
6. OR, Alternative Path: Look for sites that contain your TAM. E.g.If you’re targeting B2B businesses, then Clutch.co. Utilize Apify / Hexomatic to scrape Domains. Push domains to Apollo > Export Apollo > BetterContact.

Think of it as having a master key to unlock direct lines while others still knock on the front door.

2. Communication Dialler Tools

First things you need to understand the difference between dialers.

So, what’s the difference between a Parallel Dialer and a Power Dialer?

The main difference between a parallel dialer and a power dialer is their dialing approach. A power dialer calls one number at a time, making it ideal for personalized interactions with warm leads. A parallel dialer dials multiple numbers simultaneously, maximizing call volume for high-volume cold calling.

Think of your dialer as the engine of your cold-calling machine. It must integrate seamlessly with your existing systems and provide real-time insights into your calling operations.

#2: Step 2, Setting up Dialler

1. Register for a JustCall Account
2. Use 833 numbers as
3. Add team members
4. Setup call forwarding using team setting to call via “Web & Apps” to the SDR/Sales team member
5. Make sure team members Install the JustCall Phone Mobile App to receive/make calls
6. Connect to PipeDrive
7. Connect JustCall to PipeDrive using the direct integration app.
8. Install JustCall Chrome Extension
9. Right click on Chrome extension > manage extension > Site access > specific site to Pipedrive subdomain being used.
10. Record Voicemail message and upload

#3: Step 3, Dialler Team Setup

1. Sign up to PhoneBurner
2. Message Phone Burner Support to upgrade account with networked team member dialing.
3. Create a new user for your Sales Rep
4. Create Folders inside of PhoneBurner
5. Setup System One Touch Emails and Enable Sharing
6. Enable Call Recording
7. Setup System Button Dispositions for Dialing and Live Answer Sets
8. Team members setup: Connect JustCall # as PhoneBurner Caller ID
9. Team members setup: Add three voicemail drop uploads

Whether you’re reaching prospects domestically or internationally, your dialer must handle different phone number formats, provide crystal-clear connections, and offer features like auto-dialing and call recording.

3. CRM

As your cold calling operation scales, a robust Customer Relationship Management (CRM) system becomes the central nervous system of your entire sales process. Your CRM serves as the command center where your sales agents live and breathe, tracking every interaction and managing customer relationships without needing access to other tools.

A well-enriched CRM streamlines your sales processes, helping agents monitor sales performance and boost customer satisfaction through organized data management.

It’s like having a digital filing cabinet on steroids – but one that gives you actionable insights you can use. You’ll be able to track call outcomes, follow up with prospects at the right time, and analyze what’s working (and what’s not) in your outreach efforts.

Think of it as your sales team’s virtual headquarters, where every customer interaction finds its home.

4. Automation

While your sales team focuses on closing deals, automation is your secret weapon for scaling operations without burning out your staff.

#4: Step 4

1. Create Zap that Pushes Google Sheet New Rows of Prospects into PhoneBurner Folder
2. Team member setup: Create Webhook button dispositions with Zapier

The key to an ideal sales tech stack is streamlining your cold-calling process through automation tools like Make.com.

You’ll want to integrate your sales software seamlessly, letting technology handle the repetitive tasks while your team concentrates on what matters most – selling.

How Much Would it Cost to Cold Call On A Tight Budget?

Cold calling on a tight budget costs approximately $431 per month. A calling phone plan from Microsoft and BetterContact costs $32/month. A standard cold calling rate requires 1,000 credits, costing $399/month. Combining these expenses, the total budget needed to start cold calling is $431/month.

📖Story Time:

At BetterContact, we have a customer who manually builds his list from LinkedIn and other sources, cutting down the costs of TAM tools and scraping tools like Clay. He uploads his data to BetterContact to get the mobile phone numbers.

An average SDR can call 50-60 prospects daily, if we multiply this number by 22 work days: 22*60=1320. So a rounded figure would be 1000. BetterContact has the perfect plan, offering 1000 credits for just $399/month.

However, you can get 20 mobile number credits to test out how it works for just $15/month.

The guy then begins calling his prospects using the Microsoft Team Phone plan. Anyone can start with it for as little as $8/month, but we suggest the $32/month plan that allows domestic and international calls.

On the screenshot, he asked for the 3000 mobile number credit that costs $1199.

How to Solve Low Pick-Up Rates?

Low pick-up rates can be frustrating, but solving this challenge requires a strategic combination of technical setup and smart practices.

1. Build a Hyper-focused lead list using Clay
2. Pre-qualify the lead list
3. Avoid Direct Dial mobile numbers
4. Get personal mobile phone number using BetterContact
5. Enrich lead list with verified contact from BetterContact
6. Call using their Local Numbers from JustCall
7. Avoid overused/spammy extensions for each location (recheck info from course)
8. Call at the Right time for each Time Zone you call.

As solution architects crafting your cold-calling campaign, you must diversify your contact sources to outsmart your competition.

Don’t rely on a single tool like your sales professionals’ competitors do. Instead, leverage waterfall enrichment tools like BetterContact, which taps into 21 data providers and 3 billion records.

To boost your contact rate and address customer pain points, implement these technical fixes: let calls go to voicemail, avoid built-in dialers, limit daily calls to 250 per number, register your numbers for ID verification, rotate numbers regularly, and finally target relevant lists.

Now, if you’re still struggling, nahhh…
If you apply these tips, struggling with low pick-up rates will be impossible.

Features to look for in Sales Call Software

When looking for sales call software, look for five features that will transform your cold-calling game.

1. Power Dialer

A power dialer is essential for high-volume cold calling lists as it automates dialing to eliminate manual input and boost call rates.

Modern solutions integrate seamlessly into workflows, handling follow-ups and data entry automatically.

Advanced systems offer real-time AI call coaching, providing reps with insights and guidance during conversations. By reducing repetitive tasks, sales teams can focus on meaningful interactions that drive conversions.

2. CRM Integration

Seamless CRM integration eliminates manual data entry, keeping contact records up-to-date in real time.

Sales teams benefit from automated call logging, ensuring every interaction syncs effortlessly with CRM platforms like Close, HubSpot, and Pipedrive.

This creates a unified sales pipeline, enabling reps to track engagement and personalize follow-ups without disrupting their workflow. Smart CRM connections allow for a more data-driven and responsive sales approach.

3. Call Recording

Call recording enhances sales training, quality assurance, and compliance.

Reps can analyze past conversations to refine cold calling scripts and improve pitch delivery. 

Automatic call logging and screen capture provide additional insights, helping managers deliver targeted coaching.

These recordings serve as valuable training tools, enabling new hires to learn best practices from top-performing sales reps.

4. Coaching

AI-driven coaching tools analyze call performance in real time, detecting speech patterns, tone, and pacing. Advanced platforms provide sentiment analysis, helping managers identify when reps need support during live calls.

Automated feedback ensures sales professionals receive immediate, data-driven coaching, refining their approach and increasing confidence. This feature turns software into a virtual sales mentor, ensuring consistent performance improvement.

5. Voicemail Drop

Voicemail drop technology saves time by automatically leaving pre-recorded messages when calls go unanswered.

Instead of repeating the same voicemail throughout the day, sales reps can drop customized messages with one click, significantly increasing efficiency. This feature allows for campaign-specific voicemails, ensuring tailored messaging for different prospect segments.

By automating this process, sales teams can double or triple their daily outreach, focusing on live conversations that lead to conversions.

Hey! You dropped this 👑 KING. Glad you made it!

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One last thing, remember: The best tech stack isn’t just about having fancy tools—it’s about creating a seamless system that amplifies your team’s effectiveness and drives results.