InStream Group
An RPA robot that automatically gathers public company and management data from the web, accelerating database generation for 1,000+ clients across 50+ markets.
InStream Group is a dynamically growing team specializing in B2B sales and customer acquisition services. They successfully support over 1,000 clients in building effective sales campaigns across more than 50 global markets. InStream Group helps its clients acquire new business contacts and optimize sales processes using a modern sales management system that enables monitoring and analysis of commercial communications.
The problem to solve
Facing growing demand for specialized databases crucial to effective customer acquisition in the e-marketing industry, the company recognized the need to build an advanced solution. This solution would automatically gather publicly available information from the internet — specifically about commercial entities, their management boards and business profiles — to optimize the contact database generation process and increase the effectiveness of marketing activities.
What we automated
Automa Services implemented Robotic Process Automation to automate three key operations end to end.
Gathering company information
In the first stage, the solution automatically accesses public online databases. To optimize the search process, advanced filters are configured by a business process expert. The robot handles maximum pagination to process large volumes of data, then collects detailed company information including tax (NIP) and registration (KRS) numbers.
Collecting management team data
The solution automatically enters each company profile from the prepared list. Data is stored in the format agreed with the client, enabling efficient use in InStream Group's operational activities.
Acquiring contact details & email generation
The robot analyzes company profiles for contact data — especially email address patterns that are key to effective Lead Generation. The database undergoes accuracy validation and serves as the starting point for InStream Group's core operations.
Impact of the deployment
Thanks to the RPA implementation, the database generation process was significantly optimized — time reduced by 70% versus manual work, human errors eliminated, and operations scalable to new markets without proportional headcount growth. The robot processes data continuously, even overnight, enabling InStream Group to build sales campaigns more effectively for over 1,000 clients across 50+ markets worldwide.
How we deliver automation
Process analysis
A thorough examination and understanding of the current manual activities in database generation. We reviewed interactions with various systems and defined the output database specification, along with an assessment of costs and benefits including time savings, data accuracy improvements and ROI.
Pricing
Based on the analysis, we presented a detailed project quotation covering the costs of designing, building and deploying the RPA robot along with estimated business benefits.
Robot development
We built a robot capable of iteratively retrieving and analyzing data from publicly available databases and other sources, interacting with the IT systems used in the process, and generating and validating email addresses.
Testing phase
We conducted tests across different environments, verified data accuracy and checked the robot's effectiveness to ensure it correctly processes information and generates the expected results.
Launch & support
After successful testing, the robot was deployed to the production environment. We provide ongoing support for any corrections, updates and optimization of the robot's operation.
Our solution
In response to InStream Group’s needs, Automa Services proposed applying Robotic Process Automation (RPA) technology to automate the process of acquiring and processing business information. The robot is programmed to handle maximum page pagination, enabling efficient processing of large volumes of data. After preparing the list of companies, the robot proceeds to collect detailed information about each company, such as tax identification numbers, court registry numbers, and other registration data.
The solution automatically enters the profile of each company from the pre-prepared list. Data is saved in the format agreed with the client, enabling effective use in InStream Group’s operations. The robot analyzes company profiles searching for contact data — particularly email address patterns, which are the key to effective lead generation. The database undergoes deliverability validation and forms the starting point for InStream Group’s core operations.
"The robot created by Automa Services allowed us to save hundreds of hours of tedious work, enabling us to focus on more critical processes in the company. The implementation went according to plan, and in the event of any issues, the Automa Services team responded quickly and effectively. This was our first RPA project in the company, and we had no prior experience in this aspect, yet we managed to create the solution we needed."
— Wojciech Cebula, Operations Director & Co-Founder, InStream Group