Welcome to the sixth article in our Revli Outreach Playbook! If you’ve followed along so far, you know how critical it is to send short, relevant, and well-timed emails—especially to recently funded startups. But did you know the majority of cold email responses actually come from follow-ups, not the first touch? That’s where automated outreach sequences come in.
In this guide, we’ll show you why automation matters, what features to look for in a sequencing tool (including analytics!), and how you can use Instantly.ai to save time and land more deals. We’ll also briefly mention alternative tools so you can pick the best fit for your workflow. Let’s dive in!
Why Automation Matters (and Where Replies Really Come From) ✉️
Ever feel like you’re sending hundreds of emails manually, only to lose track of who needs a follow-up? You’re not alone. Manual follow-ups are one of the biggest time sinks in cold outreach. They also leave money on the table, because you might forget to follow up at the right time—or at all.
Most Replies Come from Follow-Ups
Research and firsthand experience show that 2nd or 3rd emails often generate the majority of responses.Consistency Is Key
Following up on every lead at just the right intervals is hard to do manually. Automation ensures no lead slips through the cracks.Save Hours of Work
Instead of manually scheduling each follow-up, let a sequencer handle it, so you stay focused on more important tasks.
For newly funded startups, follow-ups are especially critical. Their priorities shift rapidly after securing capital. They might ignore the first email during that busy period, but a well-timed follow-up a few days later can land you on their radar just when they’re ready to talk.
What to Look for in an Email Sequencing Tool ✅
When evaluating email sequencing platforms, keep an eye out for:
A/B Testing
Test subject lines, copy, and CTAs.
Identify which variation gets the highest reply rates.
Personalization Tokens
Use
{First_Name},{Company_Name}, or even{Funding_Round}to add tailored details at scale.
Automated Follow-Up Scheduling
Define when 2nd, 3rd, and 4th emails go out if there’s no reply.
Ensures consistent follow-ups without manual effort.
Multi-Inbox Support
Essential if you’re sending from multiple domains (see our earlier article on using multiple inboxes).
Built-In Email Warmup
Not mandatory, but very helpful.
Maintains your inbox reputation so messages don’t land in spam.
Analytics & Metrics
Allows you to track emails sent, open rates, reply rates, and more.
Nearly all sequencing tools include basic analytics, but check for a clear, user-friendly dashboard to see how your campaigns are performing.
Deliverability Features
Monitor bounces, mark unsubscribes, and troubleshoot spam issues.
Helps you spot problems early and optimize sending behavior.
Focus on Real Engagement: Reply Rates Over Open Rates 📊
Many email sequencing tools offer open-rate and click-rate tracking, typically by inserting a tiny tracking pixel or custom-click URL in your email. While this sounds helpful, it can sometimes trigger red flags with email providers. Recipients might see warning notices, or in the worst case, your emails could be directed to spam.
Open & Click Tracking: A Double-Edged Sword
Inserting a Tracking Pixel: Tools add this pixel to see if an email was opened, but some recipients’ email clients will flag it as a marketing or tracking attempt.
Link Redirection: If your tool rewrites links for click-rate tracking, certain filters can interpret it as suspicious behavior, reducing deliverability.
User Warnings: Even if your message lands in the inbox, recipients might see a “This email includes external images” or “Click here to view images” notice that makes you look less trustworthy.
Reply Rates Matter Most
Real Engagement: A high open rate means nothing if no one actually replies. Aim for replies—especially positive ones.
Quality Over Quantity: Track how many leads respond “Interested” vs. those who say “Not a fit.” Understanding the ratio of positive to negative replies is a far more useful indicator of success.
Turning Off Tracking
Most Sequencers Have Options: Many tools (including Instantly, Smartlead, Apollo.io, etc.) allow you to disable open/click tracking.
Better Deliverability: By turning off pixel and link tracking, you may see fewer deliverability issues and a cleaner user experience for recipients.
When evaluating your outreach performance, reply rates and the quality of those replies give you the clearest picture of what’s working. A large open rate or click rate doesn’t necessarily mean you’re driving meaningful conversations. Focus on replies first—both positive and negative—to fine-tune your campaigns for long-term success.
Highlighting Instantly.ai as Our Top Pick ⭐
While there are many tools on the market, Instantly.ai stands out for cold email sequences:
Built for Cold Email
Unlike some CRM-focused platforms, Instantly is tailored to outbound campaigns.Multiple Inbox Support
Easily connect multiple domains and rotate sends, keeping your volume under the radar.Built-In Warmup
Gradually build a positive reputation for each new inbox.Simple Interface
Creating sequences, personalizing emails, and running A/B tests is straightforward—no advanced technical skills required.Analytics Dashboard
Instantly offers an easy-to-read dashboard for tracking replies, and bounces. This way, you can quickly adjust subject lines or sending schedules based on real data.
For newly funded startups, you might want to reach multiple decision-makers. Instantly lets you create separate sequences for different roles, insert dynamic variables (like {First_Name} or {Company}), and automate follow-up timing without breaking a sweat.
Alternatives & Honorable Mentions ⚖️
There isn’t a one-size-fits-all solution. Here are other platforms to consider:
Smartlead
Similar to Instantly, it also offers multi-inbox support, warmup, and strong automation features.HubSpot
A powerful CRM suite with sequencing. Not specifically designed for cold email, so deliverability and inbox rotation might be limited.Apollo.io, Outreach.io, Lemlist, Snov.io
All have basic sequencing features, some personalization, and tracking. They may lack certain cold-email-specific features (like robust inbox rotation or specialized warmup).
Choose the tool that best fits your needs—especially if you need advanced A/B testing, warmup, or multi-inbox support.
Step-by-Step: Setting Up a Sequence in Instantly.ai ⚙️
Here’s a quick overview of building an automated sequence with Instantly:
Import Your Leads
Export your newly funded startups list from Revli (CSV).
Upload to Instantly, mapping columns (e.g.,
{First_Name},{Company}).
Create a New Sequence
Name it something clear: “Recently Funded - Q2 Outreach.”
Connect your sending inboxes (e.g., new domains you warmed up).
Draft Your Emails
Reference their funding: “Congrats on raising your seed round—big moves!”
Use personalization tokens for name, company, or other relevant details.
Schedule Follow-Ups
Set intervals (Day 2, Day 7, Day 14).
Keep each follow-up short, referencing the previous email thread.
Run A/B Tests (If Needed)
Test different subject lines or CTA phrasing.
Instantly splits send volume and shows you which version gets better results.
Check Analytics
Monitor sent emails, replies, and bounces in the dashboard.
Adjust your sequence if open rates or replies are lower than expected.
Launch & Monitor
Hit “Start Sequence” and watch your data roll in.
If something looks off (e.g., high unsubscribe rate), pause and troubleshoot.
Targeting Newly Funded Startups: Why It Matters 💰
Revli’s data directly connects you with startups right after they secure new capital—when they’re actively exploring new tools, services, and partnerships. By automating your outreach, you ensure a consistent, well-timed series of emails hits their inbox, improving your chances of getting noticed.
Tip: Mention their funding event in the first or second email to show you’re reaching out now for a reason. Founders are more likely to engage when they see you’re tuned into their recent milestone.
Multi-Inbox, Multi-Domain Relevance 🌐
Don’t forget what you learned in earlier articles: using multiple domains and inboxes keeps your deliverability healthy.
Inbox Rotation
Tools like Instantly let you rotate across multiple inboxes so you’re not blasting one address.Consistent Warmup
Keep warming your inboxes in the background to maintain a strong sender reputation.
If you’re reaching out to 500 newly funded startups, you don’t want to send them all from a single, brand-new address in one day. Automation tools help you pace your sends safely, abiding by daily send limits and best practices.
Closing & Next Steps 🚀
Automating outreach sequences is a game-changer—especially for connecting with recently funded startups. Tools like Instantly.ai allow you to schedule follow-ups, insert personalization tokens, test different messages, and track everything with a robust analytics dashboard. The result? More replies, fewer missed leads, and a streamlined workflow.
Pick Your Sequencer (Instantly or your preferred alternative).
Upload Your Revli Leads and set up your personalized sequences.
Monitor Your Analytics to refine and improve your campaigns over time.
With this approach, you’ll stay top-of-mind with busy founders and executives—without doing all the heavy lifting yourself.
Stay Tuned for the Next Article
In our next article, we’ll show you how to add personalized videos to your outreach without recording a unique clip for every single lead. Imagine standing out even more in a crowded inbox—get ready to take your outreach to the next level!