Velar Clean Space - from reactive sales to systematic contract acquisition
Velar Clean Space, a commercial cleaning maintenance provider, moved from referral-based prospecting to a 4.2× increase in sales meetings, 14+ signed contracts and 132% revenue growth in 12 months.
Who they are.
Velar Clean Space is a commercial cleaning maintenance provider, active on the Polish market for around 6 years. It's part of the broader Velar Group, whose total headcount - including staff on operated properties - exceeds 500-600 people. Velar Clean Space alone services thousands of square meters of commercial space, including top-tier class A office buildings in Warsaw, hotels, and offices of larger law firms and corporations.
The client was looking for a scalable, regular channel of new-contract acquisition - one that wouldn't depend on traditional referrals and personal relationships of the sales team, and at the same time allowed them to get ahead of competition in reaching the decision-makers responsible for selecting cleaning service providers in class A properties.
What was in the way.
Sales at Velar Clean Space relied mainly on referrals, sales relationships and responses to inbound quote requests. The scale of that process did not produce the even, predictable flow of new contracts - which was the precondition for further growth in Warsaw and Cracow.
Selecting a cleaning services provider in corporations and office buildings doesn't come down to a single person. The decision moves through Property Managers, Facility Managers, office coordinators - sometimes through an internal administrative director. Emails to generic addresses (info@, front desk) went into a void, and standard B2B databases didn't allow precise targeting of the right person in a specific building.
Manual contact search, classic cold calls and responding to one-off quote requests consumed significant sales-team time without covering the market at the scale the expansion strategy required. Velar Clean Space needed a systematic way to be present everywhere a new need was emerging - before competition had a chance to react.
How we approached this market.
Market mapping and full coverage of the office segment
We built a database of all relevant office buildings and hotels in Warsaw and Cracow - together with a map of companies residing in each of them. We deliberately did not narrow to one segment, but covered the full cross-section: from smaller law firms and consultancies through to international corporations in class A buildings.
The second layer of the database was the people managing the properties - Property Managers, Facility Managers, office coordinators, administrative directors. Per building, we mapped everyone who could be in the decision chain for selecting a provider.
This principle of full coverage is the foundation for the rest of the campaign - without it, every subsequent targeting signal would land in an incomplete pool of contacts.
Market signals - ahead of competition, not behind it
Daily filtering of news (LinkedIn + Google) for three key signals: newly opened office buildings, companies planning or executing a move into Poland, new offices launched by existing entities. Each such signal meant a fresh, still-unfilled buying moment.
The second type of signal - changes at Property and Facility Manager level, as well as office coordinator roles. Job announcements on LinkedIn were an early signal to us that someone new was taking over a property and would naturally review existing providers.
This approach let Velar Clean Space land on the decision-maker's desk at a moment when competition didn't yet know that the building or company had entered a provider-selection process at all.
Segment-tailored messaging
Messages designed for a specific recipient situation: different communication to a Facility Manager taking over a new property, different to an office coordinator at a company moving to Poland, different to an administrative director at a law firm. No generic templates - specific context, specific pain, specific CTA.
Each sequence carried social proof and a relevant reference matched to segment - for a class A office building one proof, for a law firm another, for a hotel something different still.
All versions tested in parallel. Real-time optimisation based on reply rate and conversation quality - underperforming variants pulled quickly, working ones became the starting point for the next iteration.
Sales process support and team offloading
Full integration with Velar's CRM. Every new lead landed with the sales rep alongside its context (where it came from, which targeting signal triggered, which question they asked) - ready for a conversation.
Status updates, follow-ups with prospects on longer decision cycles, reminders at the right moment - we handled all of it, so the sales team didn't lose time on pipeline administration.
The effect: sales could focus exclusively on conversations with ready prospects and on closing contracts. The rest of the pipeline ran in the background, without needing to be steered manually.
Outcomes, in numbers.
Across all sequences over the 6+ month engagement.
From 2 meetings/month baseline to 9 meetings/month average.
Delivered in the first 6 months, with more in active progress.
Revenue growth attributable to the outbound motion in the first year.
Velar Clean Space's pipeline covered the full cross-section of office clients - from smaller law firms through to international corporations in class A office buildings, plus top-tier hotels in Warsaw. One unified process served all those segments, because the data allowed precise communication in each.
The strongest effect doesn't come down to a single contract, but to a shift in the character of sales - Velar Clean Space stopped reacting to inquiries and started systematically getting ahead of competition on decision-makers' desks. Those decision-makers were often on their desk 6-12 months before the actual provider-selection moment, which meant the pipeline was being built not just for the current quarter, but for the ones ahead.
Many prospects who only requested a quote in the first contact came back months later ready to sign - because Velar Clean Space was already functioning in their mind as a known, vetted option. That's an effect which, in an industry traditionally built on referrals, is hard to construct without systematic outbound.
Velar Clean Space shifted from a reactive to a proactive sales model - without expanding the sales team, today sales is closing contracts instead of sourcing clients.
Within just a few weeks, conversations with decision-makers increased 4×. Many prospects who initially requested a quote returned 6-12 months later, ready to sign - building a sales pipeline not just for now, but for the quarters ahead.
What we took away.
Three principles that decided the outcome of this project - and which we translate into other engagements in industries traditionally built on relationships.
Full market coverage as the foundation
Mapping all office buildings, all companies residing in them and all decision-makers responsible for selecting a provider - without that base, no targeting signal had anything to work on. Patient, systematic groundwork.
Market signals get you ahead of competition
News about newly opened offices, company relocations to Poland and changes at Facility Manager level were early buying signals for us. Being first on the decision-maker's desk - before competition even notices that a building or company has entered a change process - gave Velar Clean Space a clear advantage.
Offloading the sales team
CRM sync, running follow-ups, status updates, long-term nurturing of prospects at earlier stages - all of it on our side. Velar's sales focused only on what truly required a conversation: closing contracts.
Patient groundwork, market signals ahead of competition, and offloading sales - that's the pattern we scale into other lead-gen projects for service industries built on long-term contracts.
“The strongest thing we got out of working with Scaling Labs is the shift in how my team works - instead of sending emails, running cold calls and driving around for site visits, we now spend our time talking with interested companies, preparing quotes and closing deals. What surprised me is how many contacts come back to us months later - a lead who once asked for a quote or got a price comes back ready to sign on their own. These are contracts we'd never have closed without this process.”
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