Getting your first B2B outreach campaign off the ground is a slog. Manually writing every email, tracking replies, and following up—it all adds up, fast. If you’re here, you’re probably wondering if there’s a smarter way. Good news: there is. With the right tools and a straightforward workflow, you can put a lot of the grunt work on autopilot.
This guide is for business owners, sales teams, or marketers who want to automate their outbound emails using Hoppycopy workflows. No fluff—just practical steps, honest advice, and a little real talk about what works (and what doesn’t).
Why bother with automation?
Let’s keep it real: most cold outreach is ignored. The trick isn’t blasting more messages—it’s sending better ones, consistently, without burning out. Automation does two things:
- Saves you hours each week on repetitive tasks.
- Keeps your outreach steady (no more “I’ll get to those emails tomorrow” guilt).
But—automation doesn’t mean “set it and forget it.” You still need to put in some work up front and check your results. Tools can help, but they’re not magic.
What is Hoppycopy—and what can it actually do?
Hoppycopy is an AI-powered platform for creating and managing email content. Its workflows help you:
- Generate personalized email copy in bulk.
- Organize campaigns and track versions.
- Plug into your outreach tools or CRMs.
It’s not a full-blown CRM, and it won’t handle every piece of your outreach puzzle. But if you want to automate writing and organizing cold emails (and follow-ups), it’s a solid bet—especially if writing isn’t your favorite activity.
Step 1: Get your list right (don’t skip this)
Before you touch any tool, get your list in order. This is where most people mess up.
What you need: - A CSV file (or spreadsheet) of leads with columns like: First Name, Last Name, Company, Email, Website, and any other info you’ll want to personalize.
Pro tip: Don’t buy a sketchy list. Build or enrich your own with LinkedIn, your CRM, or a reputable data provider. Garbage in, garbage out.
Skip the urge: Don’t overengineer. You don’t need 20 columns. Focus on the info that’ll make your outreach relevant.
Step 2: Write your base email copy (but don’t overthink it)
Yes, Hoppycopy can write emails for you. But honestly, feeding it a good “base” message gets you better results than just hitting “generate” and hoping for gold.
How to do it: - Write a short, conversational email. No jargon. No “Dear Sir/Madam.” - Focus on one clear call to action—usually a quick call or reply. - Add placeholders where you’ll personalize (like {First Name} or {Company}).
Example:
Hey {First Name},
Saw what {Company} is doing in {Industry}—impressive. Quick question: are you open to ideas on {pain point}?
If not, no worries. Just let me know.
Best, Your Name
Honest take: Don’t stress about being “clever.” Clear, direct, and short usually wins in B2B.
Step 3: Set up your Hoppycopy workflow
Here’s where Hoppycopy starts to earn its keep. The “workflow” feature lets you create, personalize, and organize your outreach without drowning in copy-paste hell.
3.1 Create a new workflow
- Log in to Hoppycopy.
- Go to “Workflows” and hit “New Workflow.”
- Choose your campaign type (cold outreach, follow-up, etc.).
- Name your workflow something obvious. You’ll thank yourself later.
3.2 Upload your lead list
- Import your CSV or spreadsheet.
- Map your columns to Hoppycopy’s fields (double check—mismatches lead to embarrassing emails).
3.3 Plug in your base copy
- Paste your draft from Step 2.
- Tell Hoppycopy which placeholders tie to which columns (“{First Name}” = First Name, etc.).
3.4 Generate personalized emails
- Let Hoppycopy auto-generate variations using your data and base copy.
- Skim a few samples. If they sound off, tweak your base message or the AI settings.
- Export the batch as a CSV or push to your email tool, depending on your setup.
Real talk: Don’t expect the AI to nail every email. Always review samples before sending. Some personalization will sound robotic—fix the worst offenders.
Step 4: Set up your sending system
Hoppycopy helps with content, but you still need something to actually send the emails. A few options:
- Mail merge (Gmail/Outlook): Simple, cheap, decent for small batches. Good for beginners.
- Outreach tools (e.g., Mailshake, Woodpecker): Better tracking, scheduling, auto follow-ups.
- CRM integration: If you’re using HubSpot, Salesforce, etc., check if you can import your Hoppycopy output.
What to ignore: Don’t get distracted by fancy features like “smart sending windows” or “AI-powered deliverability boosts.” Focus on getting your first campaign out the door.
Step 5: Set up (simple) follow-ups
Most replies come after a nudge or two. Here’s how to automate that without being a pest.
- Write 1–2 short follow-up messages. Don’t guilt-trip or nag. Just gently bump the thread.
- In your sending tool, schedule these to go out 2–4 days after the first email if there’s no reply.
- Keep them conversational, not pushy.
Example follow-up:
Hey {First Name},
Just floating this to the top of your inbox. Let me know if you’re interested, or if now’s not a good time.
Thanks, Your Name
Pro tip: Resist the urge to send more than 2–3 follow-ups. If they’re not biting, move on.
Step 6: Track, tweak, repeat
You won’t get everything right the first time. That’s normal.
- Watch for replies, opens, and bounce rates.
- If you’re seeing zero replies, check: Are your emails landing in spam? Is your message too generic?
- Change one thing at a time (subject line, intro, CTA) and see what moves the needle.
What not to stress about: Open rates aren’t everything. Getting real replies matters more.
What Hoppycopy workflows are good for (and what they’re not)
Works well for: - Scaling up your outreach copy with less manual work. - Keeping messaging consistent (especially if you have a team). - Getting started fast if you’re not a pro copywriter.
Not a silver bullet for: - Finding high-quality leads (that’s on you). - Building deep relationships—automation gets you in the door, but you still have to close. - Avoiding spam filters magically. (Warm up your sending domain and follow best practices.)
Common mistakes (so you can dodge them)
- Over-personalizing: Adding too many “custom” fields often leads to awkward, obviously automated emails. Stick to 1–2 personal touches.
- Sending giant batches: Start small (50–100 at a time) so you can fix problems before they snowball.
- Ignoring replies: Automation gets you replies, but you still need to answer promptly. Don’t let leads sit in your inbox.
Keep it simple (and get moving)
You don’t need an elaborate setup or every bell and whistle. Start with a clean list, a clear message, and a basic workflow. Hoppycopy can save you hours once you’ve got the basics down—but only if you avoid the urge to overcomplicate things.
Keep refining your approach, pay attention to what works, and don’t be afraid to scrap what doesn’t. The best outreach campaigns are the ones you actually launch, not the ones stuck in “perfecting” mode.
Now—get your first workflow set up, hit send, and see what happens. You can always optimize once you’re in motion.