Boosting Outreach by 60%: How a $8B Private Equity Firm Scaled Personalized Email Workflows with BlueFlame AI

The Challenge

As part of their deal sourcing efforts, the firm’s investment team regularly executes high-volume outreach campaigns to prospective portfolio companies. Each message must be tailored to the recipient’s business, which historically required associates to draft or manually customize dozens of emails—one at a time. This process was both time-consuming and mentally draining, diverting valuable hours from higher-impact tasks.

“We were using an embedded LLM across different tools, but we still had to generate each email one at a time. It wasn’t efficient, it didn’t scale, and tailoring each message manually led to a lot of inconsistency—we were spending too much time trying to get every email to feel personalized and on-brand.”
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– Associate, Investment Team

Although the team tested the process with general-purpose LLM tools, these solutions fell short. The team faced several persistent challenges:

• Fragmented tools: General AI tools were embedded across platforms but required users to generate each email individually, which created a disjointed, repetitive workflow.

• Manual customization at scale: Even when leveraging templates, associates had to personalize every email by hand, limiting outreach volume.

• Quality vs. speed tradeoff: While LLMs offered a faster way to start drafts, they didn’t solve the core bottleneck of simultaneously generating multiple customized emails.

• Tone consistency issues: AI-generated messages often sounded overly generic or verbose, requiring extensive edits to align with the firm’s communication style.

The Solution

BlueFlame AI transformed the outreach process with an all-in-one, prompt-based workflow:

• Bulk customization in one step: Associates run a pre-built workflow automation where they only have to supply the list of companies. BlueFlame AI then generates formatted and personalized drafts for each recipient.

• Template integration: BlueFlame AI’s Client Success team customized the workflow automation output to use the firm’s preferred language and formats, enabling consistency with minimal effort.

• Scalable execution: The firm’s investment team can now run larger outreach efforts in less time.

“BlueFlame gets us 90% of the way there with drafts that sound like us and are tailored to each recipient. We’re not just scaling volume—we’re scaling quality too, without having to write every email from scratch.”
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– Associate, Investment Team

Results & Outcomes

By adopting BlueFlame AI, the firm’s investment team significantly reduced the time spent on bulk email outreach while maintaining quality and tone. The team now sends more personalized emails in less time, without compromising consistency or effectiveness.

“Sending 20 personalized emails used to take us a couple hours—just a lot of copying, pasting, and tweaking. Now with BlueFlame, it’s more like 30 to 60 minutes. It’s way faster and a lot less painful.”
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– Associate, Investment Team

‍Key outcomes:

• 30–60 minutes saved per outreach batch of 20+ emails
• 90% draft accuracy, requiring only light manual edits
• Increased outreach volume without adding headcount
• Maintained response rates despite higher scale
• Improved team satisfaction and reduced manual fatigue