Need Guidance for Automating 2,000 Emails Daily Through Pabbly

Hi Pabbly Team,

I want to set up a complete email outreach automation using Pabbly and need your guidance on the best way to configure it.

My requirement is:

1. Send 2,000 emails per day automatically.

   • I would prefer to send them in batches rather than sending all 2,000 at exactly the same time.

   • Please let me know which Pabbly product/setup would be suitable for this — Pabbly Connect, Pabbly Email Marketing, or a combination of both.

2. Track email performance, including:

   • Emails Sent

   • Delivered / Delivery Status

   • Open Rate

   • Link Clicks / Click Rate

   • Bounced Emails

   • Replies

3. Automatic reply handling

   • If any prospect replies to my email, I want the system to detect the reply.

   • Ideally, an appropriate reply should automatically be sent within 5 minutes.

   • Please let me know whether this can be done using Pabbly and Gmail, and what workflow would be required.

4. Reply notification

   • Whenever someone replies to an email, I also want to receive an immediate notification so that I know which prospect has responded.

5. Daily Excel/Google Sheet data

   • Every day I will have a new list of approximately 2,000 prospects.

   • Currently, I would need to manually change/upload the Excel data every day.

   • Is there a way where I can simply update a Google Sheet or Excel file daily and Pabbly automatically picks up the new rows and starts the email campaign?

   • I also want to make sure that previously contacted prospects are not emailed again accidentally.

6. Ideally, I want the workflow to look like:

Daily Excel/Google Sheet → Pabbly → Send Emails → Track Delivery/Open/Clicks → Detect Replies → Send Reply Within 5 Minutes → Notify Me → Update Lead Status in Sheet

Please let me know whether this complete setup is possible with Pabbly.

Also, please suggest:

• Which Pabbly products I need

• Whether I need an external SMTP/email-sending service

• Which plan would support around 2,000 emails per day / 60,000 emails per month

• How many Pabbly Connect tasks this workflow may consume

• Whether reply detection and automatic replies are possible

• The recommended setup for maintaining good email deliverability

If possible, please share the exact workflow or steps I should follow to configure this.

Thank you.

Hi Sidharth,

Thank you for reaching out. Yes, your requirement can be managed using a combination of Pabbly Email Marketing and Pabbly Connect.

1. Sending approximately 2,000 emails per day

For bulk email sending and campaign tracking, we recommend Pabbly Email Marketing. You can configure the sending process to send emails gradually rather than sending all 2,000 emails at the same time.

2. SMTP and sending limits

You can either use Pabbly's built-in SMTP service (Send With Us) or connect your own external SMTP/email-sending service.

If you use an external SMTP provider, such as Amazon SES, SendGrid, Postmark, or Mailgun, the sending limits will depend on your SMTP provider.

3. Email tracking

Pabbly Email Marketing provides campaign analytics for:

• Emails sent

• Opens

• Clicks

• Unsubscribes

• Bounces

4. Reply handling

Reply detection and automated reply handling can be set up using Pabbly Connect with Gmail. The exact setup and timing will depend on the workflow configuration.

5. Daily Google Sheet data

You can maintain your prospect data in a Google Sheet and use Pabbly Connect to process new rows automatically. A status column or unique identifier, such as the email address, can be used to help avoid processing the same prospect again.

6. Pabbly Connect task consumption

Pabbly Connect charges for action steps performed within a workflow. Triggers and internal applications such as Filter, Router, and Formatter are not counted as tasks.

Therefore, the exact task consumption will depend on the number of action steps performed for each prospect.

7. Email deliverability recommendations

We recommend:

• Setting up SPF, DKIM, and DMARC.

• Using a professional domain-based sender email address.

• Keeping your prospect list clean and removing invalid or bounced email addresses.

• Gradually warming up your sending activity.

• Avoiding spammy content.

For approximately 60,000 emails per month, the suitable Pabbly Email Marketing plan will depend on your total subscriber/list size. You can review the available plans on Pabbly Email Marketing Pricing.

Please note that our team can guide you and assist with specific issues while setting up the workflow; however, we do not build complete workflows from scratch on behalf of users.

Hi Anushka,

Thank you for the detailed explanation.

I just need one clarification before proceeding.

I am already an existing Pabbly customer and I have already purchased a Pabbly plan.

Could you please check my account and confirm whether Pabbly Email Marketing is already included in my existing purchase, or whether I need to purchase a separate Pabbly Email Marketing plan?

My requirement is approximately 2,000 emails per day / around 60,000 emails per month.

Please also confirm:

• Whether my current Pabbly plan gives me access to Pabbly Email Marketing

• If yes, what subscriber/email sending limits are available under my existing plan

• If not, which additional plan I need to purchase for my requirement

• Whether I will need to pay separately for an external SMTP service as well

Please check my existing account/subscription and let me know what additional purchase, if any, is actually required.

Thanks & Regards,
Sidharth