Documentation

Everything you need to ship great campaigns.

Practical guides — what works, what doesn't, and exactly how to set it up.

Getting started

Create an account at prospectflow.business/auth/register.
Complete the 3-step onboarding: company info, SMTP, and plan.
Create your first campaign from the dashboard. The AI prospect finder is the fastest path.
Review prospects, edit the AI-generated email, and schedule the send.

The Free plan includes 50 emails/month with our signature in the footer. Upgrade anytime from Billing.

SMTP setup

Connect your own SMTP for deliverability you control.

ProspectFlow does not run a shared sending pool. You bring your own SMTP, which means your domain, your reputation, your control.

Recommended providers

Postmark — best for transactional + cold outreach hybrid.
SendGrid — high volume, mature deliverability.
Gmail Workspace — fine for < 100 emails/day; uses an app password.
Mailgun, Amazon SES — power users.

Required DNS records

SPF:    v=spf1 include:_spf.your-provider.com -all
DKIM:   set by your provider (look for a CNAME or TXT record)
DMARC:  v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com

Skipping DKIM is the #1 reason cold emails land in spam. Configure it before your first send.

Finding prospects

Three ways to build your list: AI finder, CSV import, manual entry.

AI prospect finder

Describe your ideal customer in one sentence:

"SaaS founders in Switzerland, 10-50 employees, B2B product"

The agent scans the web, deduplicates by company domain, and returns verified emails. Typical run time: 2–5 minutes for 50 prospects.

CSV import

Required columns: email. Recommended: first_name, last_name, company, job_title, website.

We deduplicate on email + company domain on import. Rows missing email are skipped silently.

Writing campaigns

Get the AI to produce emails that don't sound like AI.

Variables

Use {{first_name}}, {{company}}, {{job_title}}. Empty values fall back to safe defaults (e.g. {{first_name}} → "there").

AI placeholders

Mark sections you want the AI to personalize per prospect with brackets:

Hi {{first_name}},

[PERSONALIZED_OPENING — reference something specific about {{company}}]

I help teams like {{company}} cut onboarding time by 40%...

Keep AI placeholders to 1–2 per email. More than that and the model starts to repeat itself.

Analytics & follow-ups

Read your data, then turn it into your next campaign.

Track opens (tracking pixel), clicks (signed redirect), and replies (IMAP sync, opt-in).

Healthy ranges

Open rate: 30–60% is healthy for cold B2B.
Reply rate: 3–10% is great; below 1% means your targeting is off.
Bounce rate: under 3%. Above 5% and your campaign auto-pauses.

A 90% open rate usually means a bot/security scanner is opening every email. Treat it as noise, not signal.

Deliverability checklist

What to check before a big send.

SPF, DKIM, DMARC records published and verified
Domain warmed up (at least 2 weeks of organic activity)
Daily send limit ≤ 50 for new domains, ramp up by 20% per week
Plain-text version of your email enabled
Working unsubscribe link in every email
Real business identity (street address) in the footer (CAN-SPAM)

Webhooks

Pipe events into your stack.

Available on Pro and Ultra. Configure endpoints from Settings → Webhooks.

{
  "event": "email.replied",
  "campaign_id": "cmp_abc123",
  "prospect": {
    "email": "sophie@datapeak.ch",
    "first_name": "Sophie",
    "company": "Datapeak AG"
  },
  "reply_snippet": "Thanks for reaching out — could we set up a call?",
  "occurred_at": "2026-05-21T09:47:12.000Z"
}

Events: email.sent, email.opened, email.clicked, email.replied, email.bounced, campaign.completed.

REST API

Programmatic access (Ultra plan).

Base URL: https://api.prospectflow.business/v1. Auth: Authorization: Bearer YOUR_API_KEY.

curl https://api.prospectflow.business/v1/campaigns \
  -H "Authorization: Bearer pf_live_…" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Q2 outbound",
    "from_smtp_id": "smtp_abc",
    "subject": "Quick idea for {{company}}",
    "body": "Hi {{first_name}}, …"
  }'

The REST API is in beta. Endpoints may change. Email us if you want early access.

Can't find what you're looking for? Talk to support — we read every message.

{ "event": "email.replied", "campaign_id": "cmp_abc123", "prospect": { "email": "sophie@datapeak.ch", "first_name": "Sophie", "company": "Datapeak AG" }, "reply_snippet": "Thanks for reaching out — could we set up a call?", "occurred_at": "2026-05-21T09:47:12.000Z" }

curl https://api.prospectflow.business/v1/campaigns \ -H "Authorization: Bearer pf_live_…" \ -H "Content-Type: application/json" \ -d '{ "name": "Q2 outbound", "from_smtp_id": "smtp_abc", "subject": "Quick idea for {{company}}", "body": "Hi {{first_name}}, …" }'