If you’re serious about B2B lead generation and tired of juggling spreadsheets and manual emails, this is for you. We’re going to walk through how to set up automated workflows in Mailreach so you can actually get results—without losing your mind or trashing your domain reputation. No fluff, just what works, what doesn’t, and how to keep it all sane.
Why Automate Your Lead Gen in Mailreach?
Manual outreach is slow, error-prone, and honestly, a pain. Automation (when done right) saves you hours, keeps you organized, and lets you focus on what matters: finding the right prospects and closing deals. But here’s the catch—bad automation just means blasting spam and burning your sender reputation. We want smart automation: targeted, measured, and actually useful.
Mailreach isn’t magic, but it is built for cold email outreach. Its main claim to fame is email warmup, but it’s also got enough workflow automation to help you run B2B campaigns without a tangle of Zapier hacks. Let’s break it down.
Step 1: Clean and Prep Your Lead List (Don’t Skip This)
Before you even think about automating, get your data right. Garbage in, garbage out.
- Source responsibly: Buy lists if you want, but expect junk and bouncebacks. The best leads come from your own research or opt-ins.
- Verify emails: Use a proper email verification tool. If you don’t, expect your campaigns to tank fast.
- Segment by relevance: Don’t blast the same message to SaaS execs and logistics managers. Even basic industry or job title tags help.
Pro tip: If you see high bounce rates or lots of “not interested” replies, your list probably needs work—not just your emails.
Step 2: Set Up Your Sending Accounts in Mailreach
Mailreach is all about deliverability. Their bread-and-butter is warming up inboxes so your cold outreach doesn’t go straight to spam.
- Connect your sending email(s): Use the same domains your company uses. Avoid free Gmail, Yahoo, etc.
- Warm up your inbox: Yes, it takes time (think weeks, not days), but it’s worth it. Mailreach automates this, so let it do its thing before you start real campaigns.
- Set realistic sending limits: Start small—20–50 emails a day per inbox. Ramp up slowly.
What to ignore: Don’t get obsessed with hitting 1,000 emails a day. B2B lead gen is about relevance, not volume. Mailreach is not built for spray-and-pray.
Step 3: Build Automated Campaigns That Don’t Suck
Here’s where most people mess up. Automation doesn’t mean “set it and forget it.” It means “set it up so you can learn and adjust.”
3.1. Create Your Campaign
- Upload your cleaned, segmented list.
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Write short, personal emails:
- One idea per email.
- Skip the jargon and fake personalization (“Saw you like coffee!”).
- Use real info if you have it (“Noticed your team just launched X…”), but keep it honest.
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Set up automated follow-ups:
- 2–3 follow-ups max.
- Space them out (3–5 days apart).
- Make each follow-up add value or ask a new question.
Pro tip: Mailreach lets you set up branching logic, but keep it simple at first. Don’t create a flowchart from hell.
3.2. Personalization Without Losing Your Mind
- Use merge fields for name, company, maybe one more detail.
- Don’t try to automate deep personalization—AI-written flattery is obvious and annoying.
- If your emails read like a template, they’ll get ignored.
3.3. A/B Test (But Don’t Overdo It)
- Test a couple of subject lines or opening sentences.
- Don’t run 10 variants right away—you won’t get usable data.
- Track replies and positive responses, not just opens.
Step 4: Automate Lead Handover and Tracking
Once someone replies or clicks a link, you want to know—and ideally, push them into your CRM or a spreadsheet.
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Use Zapier or Make (formerly Integromat): Mailreach doesn’t have the deepest native integrations. For now, automating lead handoff usually means connecting via Zapier.
- New positive reply? Zap it into HubSpot, Salesforce, or Google Sheets.
- Missed reply? Set up a Slack or email notification for you or your team.
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Tag and label leads: In Mailreach, use tags to track campaign source or lead status. It’s basic but lets you filter who needs follow-up.
What doesn’t work: Don’t expect Mailreach to manage your pipeline or replace a real CRM. It’s for outreach, not full sales tracking.
Step 5: Monitor Deliverability and Results—Don’t “Set and Forget”
Here’s where most automations go off the rails. Your campaigns are only as good as your deliverability and reply rates.
- Check spam rates and bounces weekly: If your numbers spike, pause campaigns and fix your list or sender setup.
- Tweak subject lines and sending windows: If you see a drop in opens, maybe you’re getting filtered—or your emails just aren’t interesting.
- Unsubscribe or pause unresponsive leads: Don’t keep hammering the same people. It’s annoying and hurts your sender rep.
Pro tip: Mailreach’s reporting is decent, but don’t obsess over vanity metrics like “opens.” Replies (especially positive ones) are what matter.
Step 6: Learn, Iterate, and Keep It Human
Even the best automation needs a human touch.
- Review your best (and worst) replies every week. What worked? What fell flat?
- Adjust your messaging and targeting regularly—don’t just copy-paste past campaigns.
- Remember that most B2B deals start with a real conversation, not an automated email.
What Works, What Doesn’t, and What to Skip
What works: - Clean lists, personalized messaging, and slow, steady sending. - Following up (once or twice) without being a pest. - Tracking real replies, not just opens or clicks.
What doesn’t: - Buying lists and blasting thousands of strangers. - Overcomplicating workflows with endless branches and conditions. - Trying to automate “relationship building”—that still takes real effort.
What to skip: - Fancy templates, heavy images, or attachments. Plain text wins. - Overpromising with “AI personalization” or gimmicky subject lines. - Ignoring your sender reputation—one flagged campaign can set you back months.
Keep It Simple—Iterate As You Go
Automating your lead gen in Mailreach isn’t rocket science, but it does take some discipline. Start with a small, clean list. Build one campaign. Watch what happens. Adjust. Don’t fall for the myth that more automation equals more results—focus on what actually gets replies from real people.
B2B lead generation is a marathon, not a sprint. Keep things simple, stay curious, and keep improving. That’s how you get results worth the work.