Using Velaris to set up automated email workflows for B2B outreach

So you need to reach out to a bunch of businesses, and you don’t want to do it by hand. Welcome to the club. This guide is for anyone who wants to use Velaris to build automated email workflows that actually get replies—and not just jam up spam folders. Whether you’re in sales, customer success, or just trying to get your startup noticed, I’ll walk you through what works, where you’re likely to trip up, and how to keep it all manageable.

Why bother with Velaris for automated B2B emails?

Let’s be real: there are a million tools out there for sending emails. Why Velaris? The short version: it’s built to help you automate workflows without needing a computer science degree, and it actually plays well with other tools.

But don’t expect magic. Velaris won’t write a killer cold email for you. It won’t make people care about your offer if it’s bad. What it does do is help you set up sequences, time your follow-ups, and (mostly) keep your lists organized. If you want a no-nonsense platform that doesn’t nickel and dime you for every contact, it’s worth a shot.

Step 1: Get your lists in shape

Before you touch Velaris, do this. Bad lists mean bad results, no matter how clever your workflow. Here’s what you need:

Clean, targeted contacts. No scraped directories. You want up-to-date emails for people who might actually care.
Segmented lists. Break them up by industry, job title, or whatever makes sense for your offer.
CSV format. Velaris eats CSVs for breakfast. Have at least “First Name,” “Last Name,” “Company,” and “Email” columns.

Pro tip: Spend more time here than you think. Sending junk to the wrong people hurts your deliverability and reputation.

Step 2: Connect Velaris to your email account

You can’t send emails if you haven’t hooked up your email. Velaris supports Google Workspace, Microsoft 365, and SMTP.

Choose an account: Always use a real business email. Never use @gmail.com for B2B outreach. It looks sketchy and gets flagged.
Warm up your domain: If it’s a new domain, send some manual emails first. Otherwise, you’ll end up in spam.
Check sending limits: Velaris will warn you if you go over, but don’t ignore your provider’s daily limits or you’ll get blocked.

Skeptical take: Velaris claims to “optimize deliverability,” but there’s only so much a tool can do. If your copy is spammy or your domain is brand new, you’ll still get filtered.

Step 3: Map out your workflow (before building it)

Don’t just jump in and start dragging blocks around. Think through your sequence:

Initial outreach: Your first email. Keep it short and relevant.
Follow-up 1: Usually 2–3 days later. Reference your previous email.
Follow-up 2: Another few days out. Maybe try a different angle or value prop.
Breakup email: Optional, but can work. “Should I close your file?” is a classic.

Sketch this out on paper, whiteboard, or napkin. The point is: know what you want to automate.

What to skip: Don’t build 7-step sequences. More isn’t better. If they haven’t replied by email 3 or 4, they’re not interested.

Step 4: Build your workflow in Velaris

Now you’re ready to use Velaris’ workflow builder. Here’s the process:

Create a new workflow: Call it something you’ll recognize later.
Import your list: Upload that CSV you cleaned up earlier.
Set up your email steps:
Drag an “Email” step onto the canvas.
Write your template. Use personalization tags like {First Name}—but double-check your CSV headers match.
Set delays between emails. 2–3 days is typical.
Add conditions (optional):
For example, only send follow-ups if no reply after X days.
You can branch logic, but don’t overthink it. Simple works best.
Test your workflow: Send to yourself or a colleague before blasting it out.

Pro tip: Don’t just trust the preview—send real test emails to different inboxes (Gmail, Outlook, etc.) and see if they land in spam.

Step 5: Write emails people actually want to read

Velaris can automate a lot, but it can’t fix boring or irrelevant emails. Here’s what works:

Start with something specific. Mention their company, recent news, or a challenge they might have.
Keep it short. If your email looks like an essay, it won’t get read.
Clear call to action. Don’t ask for a “quick call” right away unless you’ve earned it.
No fake “RE:” subjects or guilt-tripping. People see through it.

What to ignore: Templates that promise “100% open rates” or “guaranteed replies.” They’re lying.

Step 6: Set up tracking and notifications

Velaris can track opens, clicks, and replies. Here’s how to make it useful:

Enable notifications: Get alerts for replies, but not for every open. (Opens are unreliable anyway—privacy tools block tracking pixels.)
Tag and score leads: If you get a lot of replies, use tags or scores to prioritize real opportunities.
Don’t obsess over metrics: Use open/click data for trends, not gospel.

Skeptical take: Open rates are mostly vanity. Focus on replies and genuine engagement.

Step 7: Monitor deliverability and adjust

Nothing kills an outreach campaign faster than landing in spam. A few things to watch for:

Bounce rates: If you’re getting lots of bounces, your list is bad or your sender reputation is shot.
Spam complaints: If people mark you as spam, back off immediately and review your messaging.
Sender reputation: Use tools like Google Postmaster or MXToolbox if you’re worried.

Keep it real: No tool, Velaris included, can save you from bad sending practices.

Common pitfalls to avoid

Over-automation: If every message sounds robotic, you’ll get ignored.
Ignoring replies: If you’re not ready to respond quickly, don’t automate outreach.
Neglecting compliance: Make sure you’re following GDPR, CAN-SPAM, etc. Velaris can help with unsubscribes, but it’s your job to know the rules.
Chasing volume over quality: 50 thoughtful emails beat 500 generic ones.

Pro tips for real-world results

A/B test subject lines and messaging: Most people don’t bother. Small tweaks can make a big difference.
Don’t use “all-in-one” templates: Write your own, even if it takes longer.
Schedule sends for weekday mornings: Avoid Friday afternoons and weekends.
Review every reply manually: Automation gets you interest, but humans close deals.

When Velaris might not be the right tool

If you want deep CRM integration, Velaris can sync with some platforms, but it’s not Salesforce or HubSpot.
If you need heavy-duty reporting, the basics are there, but don’t expect deep analytics.
If you’re sending cold emails to huge lists and hoping for miracles, you’ll be disappointed. No tool can fix a bad offer or a lazy list.

Wrapping up: Keep it simple, iterate fast

Automated email outreach isn’t rocket science, but it’s easy to overcomplicate. Velaris makes it straightforward to set up and tweak workflows, as long as you focus on good lists and real conversations. Don’t get caught up chasing fancy features or “hacks.” Start simple, see what lands, and adjust as you go. That’s how you actually get results.