Top 10 B2B Appointment Setting Agencies

B2B appointment setting agencies help businesses fill their sales pipeline by finding qualified leads and scheduling sales meetings with decision-makers. Partnering with a top appointment setting firm can save your team time on cold outreach and ensure your salespeople spend time closing deals instead of chasing prospects. These agencies vary in their services and processes – from traditional cold calling call centers to modern multichannel outreach teams – and they use different pricing models (monthly retainers, pay-per-appointment, performance-based commissions, etc.).

In this article, we’ll explore the top 10 B2B appointment setting agencies (focused on English-language services) and highlight what makes each unique in terms of their approach, services, pricing, and ideal use cases. We’ll also provide a comparison chart and tips on how to choose the right agency and understand their pricing structures.

1. ProspectOut – Top Cold Email Outreach Agency

ProspectOut (Sheridan, WY, USA) is a B2B appointment setting agency that operates on a performance-based, pay-per-meeting model. Uniquely, clients only pay for results – you pay per qualified sales meeting that actually takes place, rather than a large upfront fee. ProspectOut specializes in cold email outreach and promises to deliver around 10–15 qualified appointments per month with your ideal customers. This risk-free model includes a small monthly maintenance fee (around $200) to cover tools like email domains and automation, plus about $100 per qualified meeting booked.

ProspectOut’s services include end-to-end cold email campaigns – from setting up dedicated email domains to building targeted prospect lists, personalized email copywriting, automated sequence sending, and handling responses. They can even schedule meetings directly on your calendar from positive replies. The company offers flexible plans: aside from pay-per-appointment, clients can opt for a pure performance commission model (pay 10% of revenue from deals closed) or a flat monthly retainer starting at $500/month for full-service outreach to ~5,000 prospects. There are no long-term contracts – services are month-to-month, so you can cancel anytime if not satisfied.

Why choose ProspectOut: If you want a “no win, no pay” approach to lead generation, ProspectOut is an excellent choice. It’s ideal for startups and SMBs looking to grow their B2B pipeline risk-free, since you only pay when real meetings happen. With a founder who has 7+ years of B2B cold email expertise and a transparent process, ProspectOut focuses on quality over quantity and ensures each meeting is with a genuinely interested prospect. The company has served 40+ B2B clients across diverse industries (SaaS, financial services, consulting, recruiting, etc.), demonstrating it can adapt campaigns to many sectors. Overall, ProspectOut’s pay-per-appointment model and strong cold email tactics make it the #1 pick for businesses seeking performance-based appointment setting.

2. Belkins – Omnichannel Lead Generation at Scale

Belkins (headquartered in Dover, DE, USA) is a well-known B2B lead generation and appointment setting agency recognized for its omnichannel outreach strategies and ability to deliver a high volume of quality meetings. Belkins employs a mix of channels – including personalized email campaigns, phone calls, LinkedIn outreach, and even social media or paid ads – to reach prospects on multiple fronts. This cross-channel approach allows Belkins to reportedly set up to 20 meetings per month per client by engaging decision-makers wherever they are active. They have experience across 50+ industries and have run campaigns for over 1,000 clients worldwide, including notable names like Cisco and GE Healthcare.

Belkins offers a premium, full-service model where a dedicated team handles everything from ideal customer profile (ICP) research and custom content creation to appointment scheduling and follow-ups. Engagements are typically on a monthly retainer basis, with pricing starting around $8,000 per month for a package of ~100 appointments per year (approximately 8+ meetings per month). They focus heavily on upfront research – conducting in-depth ICP and Total Addressable Market analysis to target the right buyers – and use a multilayered qualification process to ensure meetings are high-quality. Belkins also emphasizes email deliverability optimization and provides no-show protections (meeting replacements) in their packages.

Why choose Belkins: Belkins is a top choice for scaling companies that need a large volume of appointments without sacrificing quality. Their bespoke omnichannel campaigns are highly personalized and data-driven, which is ideal for mature B2B firms looking to accelerate growth. While the cost is higher than some others, Belkins boasts excellent client reviews (4.8/5 on G2) and a track record of delivering 30+ monthly meetings for many clients. If you have the budget and want an agency that acts as an extension of your sales team – handling everything from prospect research to multi-touch outreach – Belkins’ comprehensive approach and industry expertise make them one of the best in the business. Their focus on long-term ROI (they aim to drive down cost-per-appointment over time) also appeals to companies seeking a strategic partner.

3. Martal Group – Outbound SDR Teams with AI Support

Martal Group (Toronto, Canada with US offices) is an experienced B2B appointment setting and sales outsourcing company with over 15 years in the industry. Martal specializes in helping tech companies (from startups to enterprises) by providing dedicated outsourced SDR teams combined with strategic automation. Notably, Martal leverages a large team of 200+ North America-based sales executives supported by an AI-driven platform to generate leads and appointments. This blend of human intelligence and AI allows them to scale outreach while still maintaining personalized touch, reportedly producing “incredible results” in pipeline growth. Martal has worked with globally recognized brands and assisted many startups in accelerating their sales, making it a top option for companies looking to outsource the full sales development cycle.

Martal Group offers flexible engagement models. Clients can choose a traditional monthly retainer package (for a dedicated SDR “pod” including reps, researchers, and a manager) or a pay-per-appointment (PPM) pricing model for qualified meetings. According to industry reviews, Martal’s retainers typically range from $5,000 up to $12,000+ per month depending on scope, while pay-per-meeting fees can range roughly $400–$1,200 per qualified, held appointment (with higher costs on more complex enterprise targets). They also accommodate hybrid models (lower base retainer plus a per-meeting bonus). Martal’s services include outbound campaign strategy, targeted prospect list building, multi-touch outreach via email and phone, lead nurturing, and appointment scheduling. However, their approach is often volume-driven, aiming to deliver a high number of meetings quickly (which can sometimes lead to variability in lead quality, as noted by some reviews).

Why choose Martal Group: Martal is a great fit for small to mid-market B2B tech/SaaS companies that need to rapidly scale outbound sales efforts or test new markets. You get an experienced SDR team ramped up fast without hiring internally, and Martal’s flexible contracts and fast ramp-up are a plus. They can generate a decent volume of meetings in a short time, which is ideal if your priority is filling the top of the funnel. Martal’s long track record (est. 2009) and client base show they can deliver results consistently. Just be sure to define your qualified lead criteria clearly – Martal will prioritize hitting the meeting numbers, so you’ll want to ensure those meetings match your ideal customer profile. Overall, for companies that value speed and volume in outbound appointment setting with a North American team, Martal Group is a top contender.

4. CIENCE – Tech-Enabled Multi-Channel Prospecting

CIENCE (based in Denver, CO, with global offices) is one of the largest players in B2B appointment setting globally, known for its technology-driven approach to lead generation. CIENCE integrates tools like artificial intelligence and sales automation into their process to make demand generation “accessible and effortless” for clients. They offer a full range of outbound services, including prospect data research, multi-channel outreach (email, phone, social), and appointment scheduling. CIENCE’s reach is extremely broad – the company has experience serving 150+ industries under the NAICS classification – indicating they can adapt to many B2B niches and have a vast database of contacts. Their team of trained sales development reps works alongside AI-powered systems to find and engage your target buyers at scale.

CIENCE typically provides custom pricing based on each client’s needs (they don’t publish standard rates). Their model often involves a dedicated team (or team members) assigned to your account on a monthly basis, with pricing depending on the volume of outreach and number of SDRs involved. According to one 2025 industry review, companies can expect CIENCE packages in roughly the $5K–$10K per month range for a typical engagement, similar to other large providers. CIENCE emphasizes using data and AI to optimize campaigns – for example, leveraging their proprietary platform and analytics to improve targeting and conversion rates. They offer services like B2B data enrichment, sales cadences automation, and even “Sales AI” solutions to augment the human touch. Case studies from CIENCE often highlight how they blend human SDR efforts with technology (like AI-driven research and automated follow-ups) to yield better results.

Why choose CIENCE: CIENCE is ideal for companies that want high-scale outbound execution with a cutting-edge tech stack. If you have a large addressable market or need to reach prospects across many industries/regions, CIENCE’s vast experience and resources stand out – they have delivered campaigns across hundreds of industries and know how to ramp quickly. Their ability to integrate with your CRM and use advanced analytics can provide transparency and optimization that more manual agencies might lack. CIENCE is often recommended for organizations looking for a data-centric, process-driven appointment setting partner at scale. Keep in mind that as a big provider, quality may vary by the specific team you get (so it’s wise to monitor campaign results closely), but overall CIENCE has a strong reputation in the market. For a tech-enabled solution to fill your pipeline with meetings, CIENCE is a top choice.

5. SalesRoads – U.S.-Based Outbound Calling Specialists

SalesRoads (headquartered in Florida, USA) is a leading B2B appointment setting company renowned for its phone-based outreach expertise. They have an all-USA team of experienced sales development reps who focus on cold calling and personalized email follow-ups to engage prospects. SalesRoads is often cited as “one of the top appointment setting companies in the USA” and has worked with many globally recognized enterprises. They offer services like outbound appointment setting, lead qualification, and B2B list building – essentially functioning as your outsourced SDR team to generate Sales Qualified Leads. What sets SalesRoads apart is its emphasis on high-quality conversations: their callers are trained to navigate complex B2B discussions and handle objections, rather than just reading scripts. This makes them especially effective for industries where a consultative approach is needed.

SalesRoads typically operates on a flat monthly retainer model. According to industry sources, their packages start at around $9,500 per month for a dedicated campaign. This investment covers a certain number of SDR hours and a pipeline of meetings (they often will guarantee a minimum number of appointments or will continue working until that quota is met). SalesRoads provides each client with a dedicated account manager and a team of SDRs, and they integrate with your workflow as an extension of your sales team. Their outreach usually combines phone calls (primary channel) with supporting emails – and they can also incorporate LinkedIn touches or physical mail if needed for a multi-touch cadence. The company showcases plentiful testimonials and case studies on their website, demonstrating success across industries from SaaS to manufacturing. They start engagements by doing an in-depth analysis of your business to ensure messaging is on-point, and they tailor their strategy to your value proposition.

Why choose SalesRoads: If your sales strategy relies heavily on cold calling and one-to-one outreach, SalesRoads is an excellent partner. They are best for organizations that want seasoned, U.S.-based SDR talent representing their brand – for example, selling into markets where having native English speakers with cultural familiarity is important. SalesRoads excels in setting appointments in sectors like technology, professional services, and any industry where real conversations outperform automated blasts. Clients who choose SalesRoads often do so for the quality of meetings; their focus on targeting and qualification means the appointments they set tend to be well-qualified and with the right stakeholders (as evidenced by strong client conversion rates). While their pricing is on the higher side, the ROI can be strong if each meeting is valuable to you. In summary, SalesRoads is a top pick for voice-centric outreach and is “unarguably one of the top” firms for B2B appointment setting in the U.S..

6. Callbox – Global Multi-Channel Campaigns with Call Center Strength

Callbox is a pioneer in the B2B lead generation and appointment setting space, known for its “calling-first” approach and global reach. Founded in 2004, Callbox is headquartered in the Philippines (with offices in the U.S. and APAC) and has built a large operation that combines outbound call center services with multi-channel marketing. They maintain extensive proprietary databases of B2B contacts and use a mix of phone calls, email marketing, social media, and even SMS to generate leads and set appointments. Callbox’s team of trained agents can engage prospects in multiple languages and regions, making them a popular choice for companies targeting international markets or looking to outsource high-volume outreach. They also provide a sales enablement platform (Callbox Pipeline) that offers real-time reporting on campaign progress.

Callbox typically offers campaign-based pricing. Clients purchase appointment setting “campaigns” or service packages – for example, one of their plans (referred to as a “campaign pod”) might start at around $15,000 and include a certain number of appointments, a dedicated team, and a fixed campaign duration. They tend to create a custom plan for each client, so costs can vary widely based on target industries, regions, and the complexity of the campaign. Callbox’s strength is in scaling up outreach: they can quickly deploy a large number of calls and emails for your campaign. Because of their call center heritage, they excel at high-touch phone conversations, making sure each lead is properly nurtured and qualified before booking a meeting. They have served clients in IT, software, healthcare, finance, and many other sectors, often highlighting case studies where they delivered significant boosts in sales appointments for clients.

Why choose Callbox: Callbox is ideal for businesses that need to engage a broad market and generate a high volume of appointments – for instance, if you’re expanding into new geographic regions or need a lot of outreach activity done quickly. With their large calling team, they can cover time zones from North America to Asia-Pacific, providing nearly 24/7 calling capabilities. Callbox is also a strong choice if you want an outsourced solution that handles both lead generation and nurturing: they don’t just book meetings, but also help with email marketing and follow-ups through their multi-channel approach. Additionally, they can be cost-effective for the volume provided, as they leverage offshore talent (Philippines is known for cost-efficient yet English-proficient calling services). Do note, if your product is very technical or niche, you’ll need to invest in training their team, but they have a system for ramping up knowledge. Overall, for global outreach campaigns that lean heavily on cold calling combined with email, Callbox’s track record and scale make it one of the top B2B appointment setting agencies to consider.

7. Leadium – Boutique Outbound Team with Data-Driven Focus

Leadium (established in 2016) is a B2B lead generation and appointment setting company that prides itself on a research-driven, personalized approach. As a more boutique agency, Leadium emphasizes quality over sheer quantity: they build hand-curated prospect lists and craft customized messaging for each campaign. Their services include outbound sales development, where they will create an outbound strategy (cold emails, LinkedIn outreach, calls) tailored to your business and then execute it with their team of SDRs. Leadium’s process involves close collaboration – they maintain regular interaction with clients to refine targeting and messaging, ensuring you feel connected to the process and prospects stay engaged throughout. They highlight delivering scalable and measurable appointment setting results, but with an eye on affordability and flexibility for smaller companies.

One attractive aspect of Leadium is its affordable pricing relative to some larger firms. Packages with Leadium can start around $1,500 per month for a basic appointment setting program, making it accessible to startups and SMBs. (Pricing can increase for more extensive campaigns, but they market themselves as budget-friendly.) Despite the lower cost, Leadium still offers a dedicated team that works on account research, prospect list building, and outreach. They often begin engagements by deeply understanding your ideal customer profile and value proposition, which leads to higher quality outreach. Many of their clients are in the SaaS, marketing, or professional services space, and testimonials point out Leadium’s success in booking meetings that turn into long-term customers. They also put emphasis on transparency and reporting, giving clients clear visibility into campaign activities and results.

Why choose Leadium: Leadium is a top choice for small to mid-sized businesses or any company that wants a boutique feel from their appointment setting partner. Because they limit the number of clients per team, they are able to give hands-on attention and customization to each campaign. If you value deep research, personalization, and a partner who will adjust quickly based on feedback, Leadium fits the bill (their team sizes are smaller, which often means more agility). It’s also ideal for firms on a tighter budget – you can start with a lower investment to test outbound appointment setting, then scale up. Leadium’s approach of focusing on one qualified lead per day (their goal is ~20+ leads per month per client) ensures you see steady results without burning out your prospect list. In summary, for boutique, data-driven appointment setting with a cost-effective model, Leadium is one of the best agencies to consider.

8. memoryBlue – Tech Industry SDR Outsourcing with “Try & Hire” Model

memoryBlue is a well-established sales development outsourcing firm that specializes in the technology industry. Headquartered near Washington, DC, memoryBlue has grown to hundreds of employees and operates in multiple locations. They provide B2B appointment setting and full SDR services primarily to high-tech companies (software, IT services, etc.), and they’ve become known as a talent incubator for sales reps. One unique aspect of memoryBlue is its “Try + Hire” program, which allows clients to hire the SDRs that memoryBlue has placed on their account if they prove to be a great fit. This model reduces risk for clients and attracts top sales talent to work at memoryBlue, since the SDRs have a pathway to be hired by the clients they serve. It’s effectively a hybrid of outsourcing and recruiting – memoryBlue will prospect and set meetings for you, but if you love the SDR’s performance, you can bring them in-house.

memoryBlue’s services include outbound call and email campaigns, lead qualification, appointment scheduling, as well as ancillary services like sales training and even direct SDR candidate placement. They often operate on 3-6 month engagement terms, giving clients flexibility. Pricing is not publicly advertised (it’s typically a monthly fee per SDR assigned), but it is generally competitive with other SDR outsourcing firms. For instance, if you hire a dedicated full-time SDR through memoryBlue, you might expect a monthly cost in the ballpark of a fully loaded SDR salary – but the value is you also get memoryBlue’s training, management, tools, and the option to hire. memoryBlue places a strong emphasis on developing their sales reps; they provide ongoing training, call coaching, and quality assurance, which translates into better conversations with prospects. They also have capabilities for targeting public sector B2B opportunities and offer BDR/SDR services for government sales, which is a niche expertise of theirs.

Why choose memoryBlue: Companies choose memoryBlue when they want experienced, well-trained SDRs who can hit the ground running, especially in the tech sector. If your product or service is technical and you need reps who can understand complex value propositions, memoryBlue’s focus on high-tech sales development is invaluable. The Try-and-Hire model is also a big draw – it essentially serves as a “try before you buy” for recruiting SDRs, reducing the risk of making a bad hire. Many high-growth tech firms use memoryBlue to quickly build out their sales development function, with the intention of hiring the best performers into their own team. It’s also useful if you’re not ready to commit to building an internal SDR team – memoryBlue acts as a bridge by proving the ROI of outbound prospecting first. Additionally, memoryBlue has a global footprint now, so they can support campaigns in various regions. For tech companies seeking a flexible SDR outsourcing partner with top-notch training and the ability to hire the talent, memoryBlue is a top-tier option.

9. SalesHive – AI-Powered SDR Team for Modern Outreach

SalesHive is a newer-generation B2B sales agency that combines an outsourced SDR team with proprietary AI technology to maximize lead generation. Based in the U.S., SalesHive provides services including appointment setting, cold calling, email outreach, LinkedIn marketing, SEO and digital ads – essentially a full-stack growth solution for B2B companies. At its core, SalesHive offers clients a team of SDRs who will handle prospecting and booking meetings, supported by SalesHive’s in-house platform that automates and optimizes parts of the outreach process. For example, SalesHive uses an AI lead generation platform to help identify and engage prospects more efficiently. They promote themselves as being able to scale both inbound and outbound lead generation for any industry, using a data-driven approach.

SalesHive’s model is typically a monthly subscription/retainer where pricing depends on the number of channels and volume of outreach. While exact figures require a quote, an industry benchmark places many of these services in the mid-range (for instance, clients might spend a few thousand dollars per month per channel or project). Notably, SalesHive emphasizes transparency – they provide clients with detailed dashboards and case studies openly discussing their strategies and results. Their service can include multiple channels: for example, one program might involve X number of cold calls per week, Y number of emails, LinkedIn messages, etc., all orchestrated by their team. SalesHive encourages clients to set up a comprehensive “sales development program” with them to differentiate from competitors. They claim that with the support of their whole team (SDRs plus AI), they can significantly grow your revenue and increase leads, often highlighting quick ramp-up times and creative outreach tactics.

Why choose SalesHive: SalesHive is a strong choice for companies that want a modern, multi-channel outreach campaign with a tech-driven edge. If you are a startup or scale-up looking for quick results, SalesHive’s combination of human reps and AI tools can often ramp faster and run more efficiently than a traditional team. They are especially appealing if you believe in leveraging automation and data – SalesHive will handle tasks like email deliverability management, A/B testing messages, and parallel dialing using their technology (activities that boost connect rates and reply rates). Another reason to choose SalesHive is their flexibility: they can incorporate additional marketing services (SEO, PPC ads, etc.) to support lead generation, acting almost like a fractional marketing + SDR team. This can be useful if your appointment setting efforts need to be part of a broader demand gen strategy. In summary, for companies seeking an agile, tech-enabled appointment setting partner that provides full transparency and innovative tactics, SalesHive is one of the best in the field.

10. Datamatics Business Solutions – Enterprise-Scale, Data-Driven Appointments

Datamatics Business Solutions is a global business services provider that offers a wide array of B2B solutions, among which appointment setting is a flagship service. With headquarters in the USA and India, Datamatics has decades of experience in B2B data processing and lead generation. They bring an enterprise-level, process-driven approach to appointment setting – meaning they leverage huge amounts of data and mature processes to deliver results at scale. Datamatics provides data-driven lead research, lead nurturing, and appointment scheduling services aimed at connecting clients with high-level decision-makers. Their strategy typically involves thorough lead qualification and relationship-building with prospects before ever handing them off to your sales team, ensuring that the meetings set are worth your sales reps’ time.

One standout metric is Datamatics’ sheer scale: they have reportedly qualified over 5 million leads and facilitated over 50 million prospect interactions globally for their clients. This showcases their capacity to handle very large campaigns, which is attractive for enterprise clients or those needing volume. Datamatics usually creates custom engagement plans and pricing for each client. Given their enterprise focus, pricing likely comes in as a tailored package (they might charge per project, per lead, or on a retainer basis depending on client needs). They have dedicated teams with industry expertise; for instance, if you’re in finance or tech, they assign reps who understand that domain to expertly represent your brand and engage in informed conversations with prospects. Quality assurance, analytics, and reporting are strong suits for Datamatics – expect detailed dashboards and insights as part of their service.

Why choose Datamatics Business Solutions: Choose Datamatics if you need an appointment setting partner at an enterprise scale with a highly structured process. This company is best for businesses that value data integrity, rigorous lead qualification, and global reach. For example, if you’re a large B2B organization or a startup that’s quickly scaling to thousands of prospects per month, Datamatics has the bandwidth and experience to handle that load. They are also a good fit if your sales targets span multiple countries and regions – Datamatics can deploy multi-geography campaigns and has a global talent pool. Moreover, if you require integration of appointment setting into other services (like market research, data cleansing, etc.), their broad service menu can add extra value. In short, for high-volume, analytically driven appointment setting – especially for companies that demand proven processes and results – Datamatics Business Solutions is among the top agencies.

Comparison Chart of Top 10 B2B Appointment Setting Agencies

To help you evaluate these agencies at a glance, below is a comparison of their key services, pricing models, and ideal use cases:

Comparison of top B2B appointment setting agencies and their service focus (Flat Fee vs Pay-Per-Lead models illustrated)

How to Choose a B2B Appointment Setting Agency

With so many options, how do you determine which appointment setting agency is the best fit for your business? Here are key factors and tips to consider when making your decision:

• Experience and Reputation: Look at how long the agency has been in business and their track record with clients. An agency with years of experience (and case studies or testimonials to show for it) has likely encountered a variety of scenarios and honed their process. Check third-party reviews on sites like Clutch or G2 – consistent positive feedback is a good sign, whereas repeating complaints are red flags. A reputable firm will also proudly share success stories or connect you with references. If a company can’t provide any client success examples, consider moving on.

• Industry Expertise: Some appointment setters are generalists, while others specialize in certain industries (tech, healthcare, finance, etc.). If your product/service is technical or niche, you may benefit from an agency that understands your industry’s nuances. They’ll communicate more effectively with your prospects. However, if you only need help at the very top-of-funnel (basic lead gen), deep industry knowledge might be less crucial. Evaluate whether the team will need domain expertise to represent your brand well, especially if they handle later stages like sales calls.

• Services and Lead Generation Process: Clarify what exactly the agency will do for you. Will they just dial down a list you provide, or will they also generate the list of prospects? Some companies only contact leads you already have, while others will find and qualify new leads for you. Decide which approach you need. Also, ask about their outreach methods – do they use phone, email, LinkedIn, content, or a combination? The best agencies use a multi-touch cadence to maximize engagement. Ensure their process aligns with how your target customers like to communicate. For example, if your buyers are C-suite execs, a firm skilled in personalized email and LinkedIn outreach might be more effective than one that relies solely on telemarketing.

• Integration and Communication: Consider how the agency will fit into your workflow. Will they act as an independent unit or integrate with your sales team’s tools and meetings? The level of integration you need might depend on your preference for control and collaboration. Also, discuss communication norms: Will they provide weekly progress calls? How will they report results – just via a dashboard, or also raw call notes? A seamless communication channel between their SDRs and your team ensures no lead falls through the cracks and that feedback is shared to improve results. Favor agencies that are transparent and treat you like a partner – you should always know what they’re doing on your behalf.

• Pricing Structure and ROI: Finally, make sure you understand how the agency prices their services and that it fits your budget and risk tolerance. Pricing models vary (discussed more below). If a company charges a large upfront flat fee, ensure you’re comfortable with the deliverables and contract length. Pay-per-appointment can be attractive for guaranteeing results, but clarify how they define a “qualified appointment” and watch out for any minimum quotas or additional fees. Always inquire about ROI expectations: ask the agency what results they anticipate (e.g., number of meetings per month) and by when. Reputable agencies should be able to share metrics or benchmarks for similar clients. Ultimately, you’ll want to compare the cost per appointment (or per opportunity) across options. Sometimes a higher monthly fee that yields highly qualified CEO-level meetings is better than a cheaper service that gives you a bunch of unqualified leads. Aim for the partner that will drive the best ROI in terms of actual closed deals, not just meetings.

By evaluating the above factors – experience, industry fit, process, integration, and pricing – you can narrow down the list to the agency that best aligns with your needs and goals. It’s wise to speak with a few top candidates, ask tough questions (for example: “How do you handle email deliverability?” or “Can I listen to a sample call?”), and get a feel for their expertise and transparency. Choosing the right B2B appointment setting agency is an important investment, so doing this due diligence will pay off in selecting a partner that can truly boost your sales pipeline.

Understanding B2B Appointment Setting Pricing Structures

B2B appointment setting services generally use a few common pricing models, and it’s important to understand the pros and cons of each before you commit. In 2025, the four primary models are: pay-per-appointment, hourly rates, monthly retainers, and pay-per-qualified-lead. Here’s a breakdown of these pricing structures and what to expect from each:

• Pay-Per-Appointment (Pay-Per-Meeting): In this model, you pay a fixed fee for each sales meeting that the agency successfully books and that takes place with a qualified prospect. It’s a results-driven approach – if no meetings happen, you don’t pay. Typical fees range widely based on target market complexity, but commonly around $150–$300 per held appointment in many B2B sectors. Some high-end appointments (enterprise C-level leads) could cost more, while simpler SMB appointments could be less. Pros: You only pay for tangible results (guaranteed meetings), which aligns the vendor’s incentives with yours. It’s easier to budget ROI per meeting. Cons: Agencies might focus on quantity over quality to get more fees, potentially leading to less-qualified meetings. It’s crucial to define what counts as a qualified appointment (e.g. must meet specific criteria and show up) and if you’re charged for cancellations or no-shows. Also, some pay-per-meeting firms require a small base fee for ongoing costs (as ProspectOut does with ~$200/mo for tools).

• Monthly Retainer (Flat Fee): This is a standard outsourcing model where you pay a set monthly fee for the agency’s services, regardless of the number of meetings booked. Many full-service agencies (like EBQ, Belkins, SalesRoads, etc.) use retainers. For example, monthly fees might start around a few thousand dollars for a part-time program and go up to $8K–$10K+ for comprehensive campaigns. Pros: You get a committed team and consistent effort; it’s easier to plan financially since the cost is fixed. This model often comes with a robust service package (multiple channels, strategy, reporting). Cons: Higher upfront cost with no guarantee of a specific number of appointments. If the campaign underperforms, your cost per appointment will be high. Flat fees can sometimes make agencies complacent unless they have a culture of accountability. However, top agencies mitigate this by setting meeting targets or offering make-goods if they fall short.

• Hourly Rates: Less common for full projects, but some telemarketing-style appointment setters charge by the hour (e.g., an hourly rate for calling services). Rates could vary from ~$25/hour on the low end (offshore callers) to $50–$100+ per hour for experienced native SDRs. Pros: Flexibility – you can start with a small number of hours to test. You’re paying for actual work done. Cons: Hourly models can encourage quantity over quality (since they get paid for time, not results). You might end up paying for many hours of calling that yield little if the strategy is off. It can also be harder to predict monthly costs if hours fluctuate. This model is best if you have a tightly controlled campaign or just need short-term help augmenting your team’s calls.

• Pay-Per-Lead (Qualified Lead): This is similar to pay-per-appointment, but instead of a booked meeting, the agency delivers leads that meet your qualification criteria (for example, a lead that has expressed interest or fits your ICP, which your team then follows up with to schedule). Fees can range from as low as ~$50 per lead for simple campaigns up to several hundred dollars per qualified lead for high-end targets. Pros: You pay only when a lead is delivered into your funnel, ensuring some level of outcome. It can work well if you have an inside team to do the final scheduling or closing. Cons: It puts the onus on you to convert that lead into an appointment or sale. Some leads might be technically qualified but not ready to meet, which could cause friction if you expected meetings. Also, as with pay-per-appointment, vendors might sacrifice lead quality to hit volume – you’ll need strong communication on what constitutes a qualified lead.
  

In practice, many agencies use a hybrid pricing structure. For example, an agency might charge a base monthly retainer plus a bonus or commission for each appointment above a threshold (this hybrid ensures their base costs are covered but still rewards performance). Others, like ProspectOut, offer multiple options so you can choose your preference.

When evaluating pricing, also consider contract length and scalability. A flat fee model might come with a 3-month minimum commitment (common to allow ramp-up time), whereas pay-per-meeting could be month-to-month. Think about your sales cycle value as well – if your average deal is worth $50,000, paying $500 for a good appointment is likely worth it. But if deals are $1,000, that same fee is too high. Always calculate how many meetings (and what conversion rate) you’d need to break even on the cost.

Lastly, be wary of deals that seem “too cheap.” Ultra-low-cost appointment setting often employs a “spray and pray” approach – blasting out mass emails or calls that can result in unqualified meetings and even damage your brand. As one guide noted, the real cost of cheap appointment setting is the wasted time on bad leads and the opportunity cost of not reaching the right prospects. It’s usually better to invest a bit more for quality, targeted outreach that yields meetings with decision-makers, as those will have higher conversion to sales.

In summary, choose the pricing model that aligns with your risk tolerance and business goals. If you need guaranteed results and want to limit risk, pay-per-appointment could be suitable (just define quality criteria clearly). If you prefer a dedicated team that deeply understands your product, a retainer model might deliver better long-term value. Whatever the model, focus on the cost per qualified appointment and ultimately per closed deal to truly gauge the ROI of an appointment setting service.