If you’re in B2B sales, you already know how much time outbound email can chew up—and how easy it is to feel like you’re just pitching into the void. The right tools can help, but most software promises more than it delivers. This is for folks who want to automate their outbound email with less busywork and more actual results.
Here’s how to use A-leads to automate your outbound campaigns, avoid rookie mistakes, and keep your sanity while you do it.
Step 1: Get Your List Right (Don’t Skip This)
Automating garbage is just faster garbage. Before you touch any automation tool, you need a solid list of leads.
- Define your ICP (Ideal Customer Profile). Be picky. The more specific, the better.
- Sources matter. Pull your leads from reliable sources: LinkedIn, industry databases, conference attendee lists, or even your own CRM. Avoid scraping random emails off the web—these lists are usually stale or spam traps.
- Clean your data. Remove duplicates, obvious junk, and anyone who’s opted out before. If you’re buying a list, assume a chunk of it is trash and verify emails with a tool.
- Segment. Even basic grouping—by industry, title, or geography—lets you send more relevant messages.
Pro tip: If your list is small but high-quality, that’s fine. Automation is about saving your time, not spamming the universe.
Step 2: Set Up A-leads (You’ll Want to Do This Properly)
Once you’ve got a solid list, it’s time to set up your campaign in A-leads. Here’s what matters:
- Import your list. A-leads takes CSVs, but double-check the column headers (email, name, company, etc.).
- Map fields. Make sure your data lines up—if “first name” is blank, your emails will start with “Hi ,”.
- Configure sending accounts. Don’t use your main work address. Use a dedicated domain (e.g., yourcompany-mail.com) with proper SPF/DKIM records to keep your main domain’s reputation clean. If you don’t know what those are, ask your IT person or Google it—seriously, it matters.
- Warm up new accounts. Start with a trickle of emails per day. Ramp up slowly to avoid getting flagged as spam.
Don’t trust “just upload your list and go” claims. Take the time to check your setup before you send anything live.
Step 3: Write (Much) Better Cold Emails
Automation can’t fix bad writing. Here’s what works:
- Short and direct. People don’t read long emails from strangers.
- Personalization tokens. A-leads lets you insert things like {{first_name}} or {{company}}. Only use these if your data is clean—otherwise, it’ll look like a mail merge gone wrong.
- Relevant opener. Mention something specific to them (industry news, recent funding, etc.).
- Clear ask. Don’t be vague—what do you want them to do? (Book a call, reply, whatever.)
- No fake flattery. “I came across your impressive LinkedIn profile…” screams automation.
Test your emails on yourself first. Send a sample to your inbox. If you wouldn’t reply, rewrite it.
Step 4: Build Your Sequence (Not Just One Email)
Most people won’t reply to your first email—and that’s normal.
- Set up 2-4 follow-ups. Space them out over a couple of weeks.
- Each follow-up should add value. Don’t just “bump this to the top.” Reference something new, offer a resource, or ask a different question.
- Keep it non-pushy. A polite, clear sign-off (“If now’s not the right time, just let me know”) gets better results than relentless pestering.
- Stop after 3-5 emails. After that, you’re just annoying people or risking spam complaints.
A-leads can automate these follow-ups, but don’t set it and forget it. Review your sequence after you get some real-world replies.
Step 5: Test, Send, and Monitor (Don’t Fly Blind)
Here’s where most people mess up—thinking automation means hands-off.
- Send test campaigns. Try a small batch (20-50 leads) first to check for formatting fails, broken links, or “Hi ,” moments.
- Monitor deliverability. Check your open and bounce rates. A sudden drop can mean you’re hitting spam filters.
- Watch replies. If you’re getting angry responses or lots of unsubscribes, stop and fix your list or messaging.
- Tweak as you go. Change subject lines, swap out emails, or adjust timing based on results—not just on what “best practices” say.
- Respect opt-outs. If someone says no, take them off your list. A-leads can automate this, but it’s your job to check.
Ignore overcomplicated dashboards. Focus on these numbers: delivered, opened, replied. That’s what matters.
Step 6: Stay Out of Spam (Seriously)
Even the best automation is useless if you end up in the junk folder.
- Use real sender info. No “sales@” or “info@” addresses. Use a real name.
- Avoid spammy words. (Free, act now, risk-free, etc.) You know the ones.
- Limit links and images. One link is enough. Skip fancy HTML.
- Authenticate your domain. SPF, DKIM, and DMARC matter. If this sounds like gibberish, get help or look up a guide.
Pro tip: Don’t send more than 100-200 emails per inbox per day, max. Small, consistent batches beat big blasts.
Step 7: Actually Follow Up on Real Replies
Automation gets you in the door—but humans close deals.
- Reply fast. If someone writes back, answer the same day.
- Don’t sound like a robot. Drop the script and talk like a person.
- Track your conversations. Use your CRM, a spreadsheet, or even a notebook. Just don’t let hot leads fall through the cracks.
Ignore the hype: No tool will “automate sales.” Automation gets you attention. The rest is still on you.
What to Watch Out For (And What to Ignore)
What works: - Good data and clean lists. - Short, honest, personalized emails. - Polite, spaced-out follow-ups. - Quick, human replies to interested leads.
What doesn’t: - Massive, untargeted blasts. - Overly clever or “AI-generated” copy. - Ignoring deliverability basics. - “Set and forget” mindsets.
What to ignore: - Promises of “AI that closes deals for you.” - Magic subject lines that “guarantee” opens. - Anyone selling a “secret” list or hack.
Keep It Simple and Iterate
Don’t overthink it. Start with a quality list, keep your messages short and relevant, and use automation to save your time—not replace your actual work. Keep things simple, learn from what works, and tweak as you go. The best campaigns are the ones you actually run, not the ones you endlessly plan.
Now get out there, send some real emails, and see what happens.