Recommendations for Cold Email Automation Tools Needed

Aadithya P. · 2025-05-20 09:55:24.783558+00

Hey everyone! 👋 I'm looking to automate my cold email process and would love your recommendations for tools that can handle the following: • Personalize the first line of my email templates (right now I'm doing it using Chat Gpt prompts + LinkedIn profile PDFs + company website PDFs) • Send automated follow-ups that stop once someone replies • Handle 100+ emails per week If anyone’s using a tool that covers this or has suggestions, I’d really appreciate your input. Thanks in advance! No agencies please

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Recommendations for Cold Email Automation Tools Needed | RevGenius

Samuel O.
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Yh, but Clay is a bit more expensive. I can comfortably run my system for less than 100 dollars for however many leads I want to reach.
Hengbin F.
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Curious if that worked for you
Hengbin F.
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Ah shoot my bad I misread. Thought this was for inbound follow ups only. However Clay should be able to personalize the 1st line through their AI agents? Then plugged into any email sending tool.
Aadithya P.
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Hengbin F. Not yet, will appreciate any suggestions
Hengbin F.
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Hey Aadithya P. did you manage to solve this yet? I recall seeing a similar tool before posted here
Pat H.
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Sure, and that's great! I'm trying to illustrate that companies the world over use HubSpot for cold outbound.
Andrea T.
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I don't know about that, Pat H.. HubSpot is great for Inbound - we 50x'd our opt-in within 5 years staying within their TOU. We just have another 5x to go and we've stalled.
Pat H.
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"You can't, it's against their terms" ...if this were followed then they would be dead Agnes F.
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Andrea T.
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I thought that CAN-SPAM blocked it, too, and it is often repeated. But CAN-SPAM prevents emailing someone who has opted-out, it doesn't require an opt-in. I talked to my HubSpot Success rep about this a month ago, because cold email is common practice in our industry and we are losing ground playing by rules others don't follow. Their terms are what prevent us from using HubSpot in this way, not CAN-SPAM. And on their side it has more to do with protecting their shared sending domains (unless you pay for a dedicated sending IP address). We are still looking for another solution outside of HubSpot, but at a certain scale and market it might make sense to renegotiate terms instead.
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Agnes F.
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Just to jump back in here - I DON'T use Hubspot for cold email. You can't, it's against their terms. In fact, even a tool like Constant Contact doesn't let you load cold email lists; it violates CAN-SPAM laws. There are cold email tools (Instantly.io and Mailshake) that allow you to integrate so when someone does reply and opts in to your communication (And in the EU, double opt-in requirement) you can then transfer them into your CRM.
Vikram R.
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Aadithya P. Loved the “no agencies please” — don’t worry, not one 😄 Just sharing what’s worked for us and a few folks we’ve helped out. Here’s a setup that might work well for you: 🔹 Email setup – Start with alternate domains and inboxes from a tool like Maildoso. It handles all the backend stuff like SPF, DKIM, DMARC, and warming — so your emails actually land in inboxes. 🔹 Personalization – We use Clay to build cohorts based on ideal personas. The trick is writing prompts that include the role, pain points, and your value prop — helps generate solid first lines that feel personal. 🔹 Sending – Tools like Smartlead or Instantly are great for sending at scale. They can handle follow-ups and automatically pause the sequence once someone replies (though sometimes even an OOO can trigger that pause). 🔹 Automation – You can connect Clay to your email tool so everything runs smoothly and automatically. 🔹 Monitoring – Keep an eye on early replies like “not interested” or “maybe later.” Those are usually good opportunities to follow up with a quick call or a softer check-in. Quick note: These tools are just what we’ve used — there are other great ones too. What really makes the difference is staying close to the process and adjusting as you go. Hope this helps! Happy to share more if you’re exploring specifics.
Robby T.
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You should look at GrowStack.ai
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Ross D.
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Pat H. yeah fair point, I've just hit so many limitations with the outbound side of things, and to get the sequencing function, theres extra spend required for professional or enterprise. If the only reason to upgrade to those options was the email automation I'd probably say the spend is better off being used on an external tool. Despite all this I am currently in the situation above where we already have sales professional and having to build out what I can aha.
Pat H.
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Ross D. while it's not a specialized tool, which no CRM is, you can build a sophisticated outbound motion if you have the time and resources to do it. Would it be faster to buy something built for the task? Yes, but if you don't have the budget then do what you can with what you have.
Ross D.
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Gaurav A. Hubspot isn't close to being the right tool for direct outreach. It's a fantastic crm and marketing tool but their outbound sales automation is miles behind other tools available in the market.
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35 comments