Gandalf operates B2B appointment setting and SDR outsourcing teams that fill your pipeline with qualified meetings — prospect identification, multi-touch outreach and qualification, all managed end-to-end. India-based. Globally experienced since 2016.
B2B appointment setting is the front end of the sales process. It is the work of identifying your ideal customer profile, reaching decision-makers, running qualification conversations, and filling your sales team's calendar with meetings that are worth their time.
Most companies either rely on their closers to prospect (expensive) or hire junior SDRs who churn out before they become productive (wasteful). Outsourcing the SDR function to a specialist team solves both problems: dedicated, trained appointment setters operating a structured outreach process — without the recruitment, training and management overhead.
Gandalf runs this function as a managed service — we handle the ICP research, list building, outreach cadence, objection handling and meeting booking. Your team focuses on closing.
ICP-first — every engagement starts with defining exactly who we are targeting and why.
Multi-touch — phone, email and LinkedIn outreach running in coordinated cadences.
Qualified meetings only — we screen against your criteria before booking into your calendar.
Full visibility — weekly pipeline reports, meeting quality tracking and outreach analytics.
What We Operate
Gandalf appointment setting teams operate structured, multi-touch B2B outreach programs targeting your defined ICP. We build target lists, execute the outreach cadence, handle discovery conversations and book qualified meetings directly into your CRM.
We measure what matters: not just meetings booked, but show-up rate, qualified meeting rate and pipeline value generated — because raw meeting volume that does not convert is not a service.
Talk to Gandalf about B2B Appointment Setting →What Good Looks Like
Meetings booked is a leading indicator, not an outcome. Gandalf tracks the complete pipeline health of your appointment setting program — because a calendar full of the wrong meetings is a waste of your closers' time.
We report weekly on outreach volume, connection rates, qualified meeting rate, show-up rate, pipeline value and conversion to opportunity — giving you a clear picture of pipeline health, not just activity volume.
Discuss Your Pipeline Goals →A typical B2B appointment setting engagement is live within 3–4 weeks.
Define your ideal customer profile, target industries, company size and decision-maker titles.
Research and verify target company and contact data. Build a clean, prioritised outreach list.
Build outreach sequences across phone, email and LinkedIn. Write and test messaging.
Run outreach, handle conversations, qualify against your criteria and book meetings.
Weekly review of connect rates, meeting quality and conversion. Refine messaging and targeting continuously.
What is B2B appointment setting?
B2B appointment setting is the process of identifying target companies and decision-makers, reaching them through multiple channels (phone, email, LinkedIn), qualifying their interest and fit, and booking a sales meeting for your closing team. It is the SDR (Sales Development Representative) function — the front end of the B2B sales process.
Why outsource B2B appointment setting to India?
India offers a large, English-proficient talent pool with strong B2B communication skills at 40–60% lower cost than equivalent teams in the US, UK or Australia. India-based SDR teams can operate US or UK business hours, covering morning and evening shifts to align with your prospects' availability. Gandalf manages the entire function — recruitment, training, performance and reporting.
What should I measure beyond meetings booked?
Meetings booked is a leading metric, not an outcome. Gandalf tracks show-up rate, qualified meeting rate (what percentage meet your ICP criteria), pipeline value generated, opportunity conversion rate and cost per qualified meeting. A high volume of low-quality meetings is not a service — we focus on pipeline health, not just activity.
What is the difference between appointment setting and lead generation?
Lead generation identifies and captures potential customer interest — it produces a list of people or companies who may be interested in your product. Appointment setting takes qualified leads and converts them into actual sales meetings. The two functions are often combined: Gandalf can run both the lead generation and the appointment setting for a complete top-of-funnel solution.
Tell us your ICP, target market and current pipeline challenges. We'll design the right B2B appointment setting operation for your business.