High-Deliverability Cold Email System Setup

We are seeking a highly skilled technical expert to build a complete cold email outreach system designed for high-deliverability B2B campaigns. The target recipients include institutional stakeholders such as investors, corporate partners, and strategic contacts. The objective is to create a campaign infrastructure that ensures deliverability, automates reply handling, and integrates with a lightweight CRM or operational database.

This is a one-time contract to fully implement and document the outbound system. If the performance is strong, there may be an opportunity for follow-up maintenance or consulting support.


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Scope of Work

The work will be broken into three integrated categories using the following software stack:

Inframail.io – for warming, SMTP inbox setup, DNS configuration, and deliverability management

Instantly.ai – for sending personalized cold email sequences using inbox rotation

n8n.io – for automating reply classification, CRM integration, follow-up scheduling, and team notifications



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1. Infrastructure Setup – Inframail.io

The freelancer will:

Provision 5 to 10 inboxes using custom domains or subdomains (e.g., outreach.example.com, invest.example.net)

Properly configure SPF, DKIM, and DMARC records across all domains

Enable automatic inbox rotation and burned inbox detection

Implement inbox warming protocols and monitor progress over at least 7–10 days

Export SMTP credentials for each inbox for use in Instantly.ai

Provide a summary deliverability report after warm-up completion


Success Criteria:

All inboxes show 95%+ deliverability during warm-up

All DNS and security records are properly verified

Inbox pool is ready for scaled, low-volume sends from multiple domains



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2. Cold Campaign Configuration – Instantly.ai

The freelancer will:

Import B2B lead data from a spreadsheet (CSV format), including first name, last name, email, company, title, and additional personalization tokens

Segment the campaign into 3 to 4 lead cohorts (e.g., based on industry, geography, relevance)

Configure 3-step email sequences per cohort, each with:

Variable-based personalization (e.g., {{first_name}}, {{company}}, {{context_line}})

Safe sending schedules, daily throttles, and reply tracking

Rotating inboxes linked via SMTP from Inframail


Enable webhook triggers to notify n8n on every reply event


Success Criteria:

Campaigns are scheduled with inbox rotation working reliably

Personalization logic is functional across sequences

Webhooks tested and correctly connected to automation system



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3. Automation & Reply Management – n8n.io

The freelancer will build two n8n workflows:

Workflow 1: Reply Classification & CRM Update

Triggered by reply webhook from Instantly

Cleans and preprocesses the raw message content

Uses OpenAI (GPT) API or rule-based logic to classify replies into categories:

"Interested", "Not Now", "Not Relevant", "Bounced"


Based on classification:

Pushes qualified leads to Google Sheets, Airtable, or Notion

Posts alerts to a team collaboration tool (Pumble or Slack)

Schedules follow-up reminders (e.g., 14-day delay) for soft replies



Workflow 2: Weekly Digest Summary

Scheduled via cron (every Friday, e.g., 17:00 UTC)

Pulls campaign performance statistics from Instantly via API:

Total emails sent

Open rates, reply rates, positive response rates

Bounce and unsubscribe data


Formats summary into a digest and posts to team workspace


Success Criteria:

Replies are correctly classified and stored in CRM system

Team is notified immediately of “Interested” replies

Digest reports are delivered accurately on schedule



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Requirements

Proven experience configuring cold outreach systems using platforms like Instantly, Smartlead, Mailshake, or Lemwarm

Familiarity with SPF/DKIM/DMARC records and inbox warm-up tools (Inframail or comparable)

Proficiency in building automation workflows using n8n, Zapier, Make, or similar tools

Ability to create and document logic for webhook triggers, classification flows, and CRM sync

Basic understanding of APIs, webhooks, and JSON formatting

Fluent written English and strong attention to detail



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To Apply

Please submit the following:

A short summary of similar projects you have implemented

Time estimate to complete all three stages (inbox setup, campaign build, automation)

Confirmation of your experience with the platforms listed (especially n8n and Instantly)

Optional: a screenshot or Loom video showing a cold email or automation system you’ve built previously



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This project requires a highly disciplined and technically proficient individual who understands email deliverability, data safety, and workflow optimization. We are looking to build a long-term, stable outreach engine with minimal manual intervention and maximum transparency.

If you're confident with this stack and know how to build it end-to-end, we'd love to hear from you.


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