Automating Follow Ups for B2B Prospects Using Inboxlogy Workflows

If you do any kind of B2B sales or outreach, you know the real work starts after the first email. Following up is what actually gets replies and deals moving—but remembering, tracking, and sending all those nudges? It's a slog. This guide is for anyone who's sick of letting good leads die in their inbox and wants a no-nonsense way to automate follow-ups using Inboxlogy workflows. Whether you're an SDR, a founder, or just the one stuck handling outbound, let's get you out of spreadsheet hell.

Why Automate B2B Follow-Ups? (And Why Most Tools Disappoint)

Let’s be real: nobody closes deals off a single cold email. Most prospects need several reminders, and life gets in the way. Manually tracking who needs a nudge is a recipe for missed opportunities and dropped balls.

Automation promises relief, but most tools either:

  • Send generic, robotic follow-ups that hurt your reputation
  • Are a nightmare to set up and maintain
  • Don’t play nice with your existing inbox and workflows

That’s where Inboxlogy claims to help: automating the busywork without making you look like a spammer or forcing you to reinvent your entire sales process.

But does it actually deliver? Here’s how to get it working for real-world B2B follow-ups—plus what to skip.

Step 1: Map Out Your Actual Follow-Up Process

Before you even log in to Inboxlogy, get clear on how you want to follow up. Automation only helps when you know what you’re automating.

Ask yourself:

  • How many follow-ups do you send before giving up?
  • How many days between each nudge?
  • Do you change your message, or just resend?
  • When do you stop (no response, "not interested," etc.)?

Jot this down—paper, notes app, whatever. Here’s a basic, field-tested pattern that actually works:

  1. Initial outreach
  2. Follow-up #1: 2-3 days later (short, polite reminder)
  3. Follow-up #2: 5-7 days after that (focus on value, not guilt)
  4. Follow-up #3: 7-10 days after last (final, no-pressure close)

Pro tip: Don’t overcomplicate. Four total touches is plenty for cold B2B. You’re not desperate, you’re persistent.

Step 2: Set Up Your Inboxlogy Account

If you haven’t yet, sign up and connect your email account (Google, Outlook, or whatever you use). Inboxlogy walks you through it, but here’s where most people trip up:

  • Make sure you connect your real sending mailbox. Don’t use a burner or generic address—your reply rates will tank.
  • Check your sending limits. If you’re on a basic email plan, blasting 500 follow-ups a day will get you flagged. Start small.

Inboxlogy isn’t magic—you still need to warm up new accounts and avoid spam triggers. If you’re sending more than a couple hundred emails a day, ease in over a week or two.

Step 3: Build Your Follow-Up Workflow

This is where Inboxlogy’s “Workflows” come in. Think of a workflow as an assembly line for your follow-ups—set it up once, and it runs by itself.

How to set up a basic B2B follow-up workflow:

  1. Create a New Workflow
  2. Name it something obvious, like “B2B Cold Outreach – 2024”
  3. Add Your Steps
  4. Step 1: Send your initial email (either by uploading a CSV of prospects or connecting your CRM—more on that below).
  5. Step 2: Add a delay (e.g., 3 days).
  6. Step 3: Set “If no reply, send follow-up #1” (write your follow-up message here).
  7. Step 4: Repeat—add another delay, then another follow-up, up to your limit.
  8. Step 5: Set an exit condition (e.g., “if they respond, stop the workflow”).

What actually works:

  • Personalize the first email and the first follow-up. Use merge tags—but be careful. “Hi {FirstName}” is fine, but don’t overdo it with company names or job titles unless your data is clean.
  • Keep follow-ups short. No one reads a five-paragraph chase email.
  • Don’t try to get clever with automated “bump” emails. (“Just checking if you saw this,” etc.) Prospects see through it. Instead, add a fresh angle or value point with each nudge.

What to ignore:

  • “A/B testing” every single subject line right away. Focus on getting replies, not running experiments for the sake of it.
  • Overly complex branching logic. If you’re not running a call center, keep it simple: no reply = send follow-up. Don’t add steps just because you can.

Step 4: Import or Sync Your Prospects

You can add leads to Inboxlogy workflows in a few ways:

  • CSV Upload: Fastest if you’ve got a small, targeted list. Just make sure your columns match your email template fields.
  • CRM Integration: Inboxlogy connects with most major CRMs. If your team already lives in HubSpot, Salesforce, or Pipedrive, set up the sync so leads flow straight into your workflow.
  • Manual Add: Painful, but works for very short lists or last-minute adds.

Common pitfalls:

  • Dirty data = bad automation. If your names, companies, or emails are wrong, your messages will look like spam. Clean your lists.
  • Duplicates create chaos. Run a dedupe pass before uploading, or you’ll double-email people and look sloppy.

Step 5: Monitor Results (But Don’t Obsess)

Inboxlogy gives you open, click, and reply rates. The only one you should care about? Replies.

  • Open rates are nice, but misleading. Apple and Gmail block tracking pixels, so don’t chase a 90% open rate.
  • Clicks matter if you’re linking to something crucial. But don’t trick people into clicking just to boost your stats.
  • Replies are gold. Track which templates and steps actually get responses, and tweak only those.

If you’re not getting replies after 3-4 follow-ups, it’s probably time to drop that lead or change your approach—not send a 5th nudge.

Step 6: Review, Adjust, and Don’t Get Cute

The biggest mistake with automation? Set it and forget it. Even with a good tool, you need to tweak your workflow every few weeks:

  • Prune stale leads. Don’t keep chasing ghosts.
  • Update your templates if everyone’s ignoring you.
  • Watch your sender reputation—if reply rates tank, dial back volume or tighten your list.

What to skip:

  • Don’t automate “catch-all” follow-ups for every possible scenario. Keep it focused on your main outreach.
  • Don’t chase every new feature. If your workflow works, don’t break it just to try something shiny.

Pro Tips for Not Sounding Like a Robot

  • Add one sentence in each follow-up that couldn’t have been written by software—reference their company, industry, or something recent.
  • Don’t say “just circling back” in every email. Vary your language.
  • Use plain subject lines. “Quick question” or “Follow-up on [topic]” beats “Re: Important Information Regarding Q3 Synergies” every time.

The Real-World Limits (and Perks) of Inboxlogy

What’s great:

  • Clean, no-nonsense interface—easy to set up and see what’s happening
  • Real “stop if they reply” logic (surprisingly rare)
  • Works with your actual inbox, not some weird side account

What to watch out for:

  • If you’re sending thousands of emails a week, you’ll still need to warm up new domains and manage deliverability. Inboxlogy can’t fix a burned sender reputation.
  • The more you automate, the more you risk missing a truly hot lead. Check your replies daily.

Wrapping Up: Keep It Simple, Iterate Often

Automating follow-ups with Inboxlogy isn’t rocket science—but it only works if you keep your process simple and your lists clean. Don’t let automation turn you into a spammer. Start with a basic workflow, watch what gets replies, and tweak as you go. The goal is to spend less time chasing, and more time actually closing deals. Don’t overthink it.