// Email automation

The follow-up that never forgets.

Most agency outreach dies on the second email — the one nobody sends. StellarReach runs the whole sequence for you: outreach, project brief, nudge, and farewell, each written for the prospect it's going to, sent from your own inbox, and paced like a careful human.

Email 01 · Outreach

A first email that's actually about them

Every outreach email is written per prospect at send time — referencing their real business, their site-health scorecard, and the personalized demo that's already built and waiting behind one link. It reads like you spent the afternoon on them.

  • Personalized per lead, in your voice — the prompt is yours to edit
  • Written differently for a general inbox like info@ — no guessed first name, and a line asking whoever opens it to pass it on
  • Carries the live demo link and their scorecard, not a pitch deck
  • Sends from your Gmail, Microsoft 365 / Outlook, or SendGrid
  • Out of the box, a lead that clears your score is approved for outreach automatically — your control is the rubric and the thresholds you set. Want a person in the loop? Switch off auto-routing and every score waits for you

See the demo the email delivers →

Email 02 · Project brief

Interest gets an answer while it's warm

The moment a prospect clicks their demo, StellarReach starts building their project brief — a scoped write-up of what you'd actually do for them — and follows up with it automatically. Curiosity becomes a concrete next step before it cools off.

  • Triggered by real engagement — a demo click, not a timer
  • A shareable brief page with an intake form, under your brand
  • An optional AI chat on the brief page answers the prospect's questions in your agency's voice — grounded in their brief, and every question heats the lead
  • Brief visits, saves, and responses feed the lead's temperature
  • Optional: switch on the cold-open nudge and a weak signal (a lone email open) gets a cheap check-in pointing back at the demo, instead of a full brief build — no wasted heavy sends on maybe-ghosts

Emails 03 & 04 · Nudge & farewell

Persistent, then politely gone

Quiet leads get a short, reply-friendly nudge. Still nothing? A clean farewell closes the loop — no awkward "just bumping this" chains, and your list stays healthy. An optional re-engagement pass can revisit cold leads months later, when their situation may have changed.

  • Nudge and farewell stay in dry-run until you switch them on
  • See every outreach and brief follow-up waiting to go out, in the order it will send — cancel or reschedule any of them from one page. (Automated copy is written at send time; emails you queue yourself can be read here first)
  • A captured reply — or your own email, or a logged call — pulls the lead out of the sequence and into your pipeline
  • Farewell keeps the door open without keeping the thread alive

Replies

Answers land back in your pipeline

When a prospect writes back, the reply is captured, classified, and routed: genuine interest moves the lead to engaged and notifies you, opt-outs are suppressed permanently, and out-of-office noise is ignored. Your Replies inbox shows what matters — nothing else. Capture is automatic on Microsoft 365, where we read the mailbox directly; on Gmail and SendGrid it's one switch, and replies come back through a tokenized reply-to address instead of us reading your mail. Either way the prospect's reply reaches your real inbox — capture is about StellarReach seeing it too.

  • Once capture is on, replies route into the lead's card and your Replies inbox — you never dig through the mailbox
  • Opt-outs are honored instantly and can never be re-contacted
  • Where your provider reports them — read straight from the mailbox on Microsoft 365, or via SendGrid's event webhook — bounced addresses are cleared and re-looked-up automatically; a bad domain is caught before we send either way
  • Engaged leads can push straight into your CRM

Automated, not reckless

The sequence runs on rails built to protect your domain and your name — the same safeguards covered on the features page, applied to every automated send.

Business hours, your days

Emails go out inside the business hours and sending days you set — in your timezone — so automation never emails a prospect at 3 a.m.

Capped and rotated

Safe per-inbox daily limits with a workspace cap on top, and automatic rotation across your team's connected inboxes — volume that looks human because it's paced like one.

Spread, not blasted

The day's outreach can fan out across a window you choose instead of leaving in one burst — so two prospects on the same street don't compare notes on emails stamped the same minute.

Recipient-domain checks, SPF/DKIM/DMARC checks and CAN-SPAM one-click unsubscribe are on by construction too, and warm-up is one switch on a newly connected inbox — see them all on the features page.

Watch it work

Opens, demo clicks, brief visits, and replies feed each lead's temperature — frozen to hot — so your pipeline sorts itself by who's actually interested. Every send, open, and click rolls up to your funnel report.

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