Suppli Leads¶

Suppli Leads finds businesses that match the customer you describe, pulls a real contact email from each business's own website, sends outreach from your own email address, and keeps track of every reply so you know who answered and what they said.

How it works¶

1. Find businesses — Suppli searches Google for businesses that match your customer profile and location.
2. Choose an email — Suppli reads each business's own website and picks the best published address to write to. No bought lists, no guessed addresses.
3. Review and send — every draft waits for your approval, then goes out from your own company email (or a connected Gmail or Outlook account), a few at a time through the day.
4. Track replies — replies are matched back to the business you wrote to and labelled, so you can see who is interested without reading every email yourself.

A campaign reads Sending while emails are queued, Sent once the queue is done and at least one email actually went out, and Failed if the queue is done and none did — each row says why.

When you create a campaign you pick how many leads ready to send you want. Suppli keeps searching until that many businesses have an address and a draft that passed its checks — or until the search runs dry (Google lists at most 60 businesses per search) or 60 websites have been read, whichever comes first. The review page says which of those stopped it. Businesses you have already written to are skipped before their website is even opened.

How Suppli chooses an email address¶

A website usually shows several addresses: the business's own, a web designer's in the footer, a placeholder the template shipped with, a newsletter sender. Suppli reads the homepage and, if it needs to, the contact page, and then decides:

• Never used: anything that isn't a real address, addresses on a website vendor's or font supplier's domain, template placeholders such as yourmail@ or name@, no-reply and newsletter mailboxes, addresses that don't belong to the business's own web domain, and a named person at a school district, university or government body (a staff-directory entry, not the buyer — a role mailbox such as office@ on the same domain is still used).
• Preferred, in this order: a sales, orders or purchasing mailbox; the owner or manager; a general contact mailbox such as info@ or hello@; a named person; then a department that doesn't handle suppliers (admissions, HR, billing); and last, a support or technical mailbox.
• Own domain first. An address on the business's own domain always outranks one on a related domain, and an address on Gmail, Yahoo or similar is used only when the business publishes nothing else.

Every draft on the review page says which address was chosen and why, and how many other addresses on the site were passed over. When the only address Suppli could find is a department or support mailbox, the draft is still there for you to approve — but a campaign that sends without approval leaves it out, because nobody would have looked at it.

Send from your own email¶

Every campaign sends from an address you connect in Leads → Settings → Email transport:

• Your company email — connect the mailbox you already use. Replies come back to your normal inbox, and Suppli reads them from there.
• Gmail or Outlook — sign in with Google or Microsoft.

Only addresses you've connected and verified appear when you create a campaign.

Reply categories¶

Every reply gets one or more labels, so you can sort your campaign at a glance.

There are four built-in categories. They are always on and can't be deleted:

• Interested — the person wants to hear more, asked a question about your offer, or asked for a call or a quote.
• Not interested — the person declined this offer. They may still be a good fit for something else later.
• Automated — no person wrote the reply. Out-of-office messages, ticket acknowledgements and "we received your email" notices land here.
• Waiting for human — an automated reply that promises a person will follow up, such as "someone from our team will get back to you within 2 business days".

You can add up to three custom categories of your own, such as "Wants pricing" or "Already has a supplier". Each one has a name and a description. The description matters more than the name: it is what Suppli reads when deciding whether a reply belongs in that category. Describe what a matching reply looks like, and what looks similar but shouldn't count.

A reply can carry more than one label. "Not right now, but send me your price list" can be both Not interested and Wants pricing, and both labels show.

If someone asks to be removed ("take me off your list", "stop emailing me", or just "unsubscribe"), Suppli marks them unsubscribed and never emails that address again. It is read from the subject line and from what they wrote, so a reply that only says the word counts — that is what your own follow-ups invite them to send.

Automated replies¶

When the only reply you get is an autoresponder, nobody has actually answered you yet. So Suppli treats it differently from a real reply:

• It doesn't create a contact. An out-of-office message isn't a customer, and adding one would clutter Suppli Contacts with inboxes instead of people.
• It doesn't close the lead. The business is still open, and a real person's reply will still be matched to it when it comes.
• It doesn't count as a reply in your campaign's reply totals.

Waiting for human means the automated reply said a person will follow up. It is a lead still in play, not a rejection. The person who answers often writes from a different address at the same organisation, such as a named staff member instead of the general inbox. Suppli watches for that reply (see Same-company suggestions below).

Reply tracking¶

Suppli matches a reply to the business you wrote to in three ways, from most certain to least.

1. In-thread replies — matched automatically. When someone presses Reply on your email, their reply carries a hidden reference to the exact email you sent. Suppli uses it to link the reply, even if they answer from a different address.

2. Replies to the address Suppli gave them — matched automatically, where your mail provider supports it. When you send from your company email, Suppli can set a personalised reply address: your own address with a short tag added, such as you+lead123@yourcompany.com. A reply to that address is matched even if it isn't in the same thread.

This one depends on your mail provider. Some deliver mail sent to a tagged address straight to your inbox; others reject it or quietly drop it. Suppli checks this for you when you connect the mailbox (see below), and only uses tagged reply addresses when your provider handles them. If yours doesn't, you still get in-thread matching and same-company suggestions. Gmail and Outlook sends don't use tagged reply addresses.

3. A reply from someone else at the same organisation — suggested, never linked automatically. Sometimes a different person answers from a new address at the same company. Suppli spots a reply like this when all of these are true:

• the lead is labelled Waiting for human,
• the reply arrives within 14 days of your email,
• it comes from the same company domain, such as another @acme.com address,
• the domain is a real company domain. Free email domains (Gmail, Outlook, Hotmail, Yahoo, iCloud, AOL, Proton and similar) never count, because two people with Gmail addresses aren't colleagues.

When all of these match, Suppli suggests the link on the campaign page, and you confirm or dismiss it.

Why Suppli asks instead of linking it: a wrong link corrupts the thread. The wrong person's reply would be attached to the lead, their details would be saved on the wrong contact, and the campaign would report a reply that never happened. A missed match costs you one click; a wrong one silently damages your records. So Suppli only acts automatically when it is certain.

Checking your mailbox when you connect it¶

When you connect a company email, Suppli runs one quick check that answers two questions at once:

• Can Suppli send as this address? Suppli sends a test email from your mailbox to itself and waits for it to arrive, which proves it can send as you and read replies back.
• Does your provider support tagged reply addresses? At the same time, Suppli sends a second test to your address with a tag added and watches whether it arrives.

The mailbox finishes connecting with both answers. There's nothing else to set up. Its card in Leads → Settings → Email transport tells you whether tagged replies are on, and what still works if they're off. If your provider rejects the tagged test, or it never arrives, the mailbox still connects: tagged replies are simply marked off.

Re-verify runs both checks again. You don't need it for normal setup. Use it if you change the mailbox's password, move to a different mail provider or host, or notice replies no longer being matched.

The Reply tracking panel¶

Each Suppli Leads contact's page has a Reply tracking panel. It shows the campaign they replied to, when you wrote and when they answered, their labels, what Suppli is still waiting for, and which of these three kinds of matching are on for the mailbox that sent the email.

What you get from a draft¶

A draft is finished text, not a starting point. Review is there to catch a claim you don't want to make — not to fill in blanks — so every draft Suppli shows you is one it believes is ready to send.

• No placeholders. A draft never contains "[Your name]", "{company}" or a gap for you to complete.
• No sign-off written by the AI. The email ends on its last sentence, and your signature is added when it actually sends, so it reads the same on every email.
• One sender. A draft speaks for the business sending it and never for another one, and it won't link to a website that is neither yours nor the recipient's.
• Claims about you come from your own words. A capability, coverage area or credential that isn't in your Business Info or your campaign brief doesn't go out.
• Claims about them come from real data. What Suppli says about a business comes from their listing and their own website — their name, what they do, where they are. It won't invent history, size, age or growth that their data doesn't show.
• Out-of-place facts are left out. A true fact about you that doesn't apply to this business — coverage that doesn't reach their country, say — is dropped rather than sent.

If a draft breaks one of those, Suppli tells the writer exactly what was wrong and has it rewritten once. Most come back clean. If the second attempt still isn't right, the draft is held back rather than sent: the row shows what was wrong on both attempts, and you can write that one yourself or skip the business. Nothing is sent that failed these checks, and nothing is quietly "fixed" into something you didn't say.

Your signature¶

Your signature lives in Settings → Business Info, not in the campaign. Fill in the fields you want — name, title, phone, website, and optionally a logo — and pick one of the designs. It is added to the bottom of an outreach email at the moment it sends, and it is never shown to the AI, so it can't end up paraphrased into the body.

Leave every field blank and emails go out with no signature at all.

Already contacted¶

Once a business replies to your outreach and becomes a contact, Suppli remembers it. New campaigns skip that business: it won't be suggested again, and the campaign review page counts it ("3 already replied to you") so it doesn't look like a search that found nothing.

This keeps you from cold-emailing someone you're already talking to. It is not a block and not a do-not-contact. You can still email them directly from their contact page, and replying to their own questions is always fine. It only stops them being picked up by new outreach campaigns.

• Deleting the contact lifts it. If you delete the contact, the business can appear in new campaigns again.
• Blocking does not. If you block the contact, the address stays out of future campaigns even though the contact is removed.

Bounced and unsubscribed addresses are different. They stay excluded whether or not the contact exists.

Potential Leads¶

Leads → Potential Leads is the inbox for your outreach. It holds every business Suppli has emailed for you, across every campaign and every sending address, whether or not they ever wrote back — and it keeps the whole thread: each email that went out and each reply that came in, in order.

Why this exists when you already have Suppli Contacts¶

Contacts is for people who have actually talked to you. It carries their summaries, their campaign answers, and the actions you take on them — call them, email them, add a note. Somebody only gets in once they have said something.

Potential Leads is the other half. It holds everyone you have written to, including the large majority who never answer. Those businesses are not contacts and should not be filling up your contacts list, but you still need to be able to find them: to see what was sent, to see whether the third follow-up went out, to read the autoresponder that said someone would be in touch. It is the same relationship Suppli DM has to Contacts — the conversation lives in one place, the person lives in the other.

A lead who replies like a human appears in both. They become a contact, and their thread stays here. The thread ends with a line saying so, and a link straight to their contact page.

Why one place for all of it matters¶

Outreach is scattered by nature. The emails leave from a mailbox you also use for everything else, replies arrive days later with a different subject line, and an autoresponder in between buries the one real answer under a hundred other messages. A month in, "did we ever hear back from that gym?" is a question your own inbox cannot answer without twenty minutes of searching — and the honest answer is usually that nobody looked.

Potential Leads answers it in one row. One line per business, with the campaign and the address it was written from, how many emails have gone, and when anything last happened. Open it and the entire exchange is on one page, in your own timezone, with the autoresponders stripped back to whatever they actually said. Nothing is spread across mailboxes: every address you send from feeds the same inbox, because you think in businesses, not in mailboxes.

Finding a business¶

Two filters, and they work together. Search by business name or email address, and narrow by reply category — your own categories, the built-in ones and any you have added. Choosing "Interested" and typing a name gives you interested leads with that name.

Reading a thread¶

The business sits down one side — its Google listing, category, address, phone and website, its current outreach status, which campaign reached it and from which address, and when it was last messaged. The conversation fills the rest: every email sent and every reply received, each with who it was from and to, the date and time, the subject, and the message itself. Replies carry the labels Suppli applied. The events in between are there too — added to Unsubscribed, bounced, retired to Ignored, declined, and any follow-up that was cancelled or skipped.

Every time on the page is in the timezone you set in Business Info, and says which timezone that is.

Follow-ups in the thread¶

When a follow-up is due, a banner at the top of the thread says which one it is and counts down to it, and shows the email that will be sent. If your campaign reviews follow-ups before they go, you approve or cancel it there.

You can also write one yourself. The box at the foot of the thread sends a follow-up in your own words, always from the address that business was first written to — never a different mailbox, because to the person reading it a new sender halfway through is a stranger joining the conversation. A manual follow-up counts as one of the three, restarts the timer for the next one, and is limited to one a day per business.

The record belongs to the business¶

Not to the campaign. Each business is recognised by its Google listing, not by its web address: two branches of the same chain are two businesses, and writing to one, or one asking to be removed, says nothing about the other. If both branches publish the same inbox, Suppli writes to that inbox once. Delete a campaign and its emails stay here, with the campaign's name marked as removed.

Two different kinds of erasing¶

Erase a thread — in Potential Leads, on the thread itself, and on a sent row of a campaign. It removes every email on record to that business from your account: the counts, the campaign links, the message text, and their entry on the Ignored list. The next email to them is a genuine first email. It never removes an unsubscribe, a bounce, or a decline; the confirmation says exactly what goes and what stays, and if one of those applies it says plainly that Suppli still will not email them.

Erase a campaign's report — under Leads → Settings → Campaign reports. It removes that campaign's own pages and figures. The emails it sent are not touched: every business it reached stays in Potential Leads with the campaign's name marked as removed, and Suppli still remembers not to write to them again.

The two live in different places and read differently on purpose. Erasing a report forgets the campaign; erasing a business forgets the business.

Why Unsubscribed can't be erased¶

Someone who asked you not to contact them asked for good — not just for this campaign. That request is honoured permanently: no erase, no contact delete and no new campaign can undo it. The same holds for a bounced address: writing to a dead mailbox again only harms your own mailbox's reputation. Both lists are under Leads → Settings → Unsubscribed & bounced, to read, not to edit.

Following up¶

A campaign can follow up with businesses that do not reply. It is off unless you switch it on when you create the campaign, and it only ever applies to campaigns made after that — a campaign that has already sent is never given a sequence after the fact, because the people it wrote to were only ever going to get one email.

The shape. The first email, then up to three follow-ups — four emails at most, ever. You choose how many days apart, with a minimum of two. A shorter gap is not a follow-up; it is the same email twice, and it is the pattern that gets a sending domain treated as bulk.

Each one knows it is a follow-up. It knows what the previous email said and refers back to it instead of introducing you again, it is shorter than the one before, and it does not apologise for writing or ask whether you got it. From the first follow-up on, every email carries one quiet line offering two ways out: a link to click, or replying with the word "unsubscribe". Both work. It is the same sentence every time rather than something rewritten per email, because it is a promise and a promise you word differently each time is not one.

When it stops, permanently. A reply from a person. An unsubscribe. A bounce. You declining the business. Or the third follow-up having gone. All of these are checked at the moment an email is about to leave, not when it was scheduled — so if someone replies on Monday and a follow-up was queued for Tuesday, Tuesday's email does not go.

When it waits. An autoresponder that names a period — "we respond within 48 hours", "one to two business days" — pushes the next follow-up past that point, and it resumes if no person has written by then. This matters: a gym's autoresponder once promised 48 hours and no human ever wrote, and treating that as a final answer would have lost the lead. An autoresponder that names no period changes nothing at all; the timer keeps running. "We'll reply when we can" is not information, and Suppli never invents a delay it was not told about.

Reviewing them. Follow-ups have their own review setting, separate from how the first email is handled — you can read every first contact and still let the follow-ups go out on their own, or the other way round. If you review them, the draft waits for you in the thread for 24 hours. If you do not get to it, that follow-up is skipped and tried again after the next gap: missing a day costs a delay, not one of your three. The skip is shown in the thread so it is never silent.

After the last one. A business that has had all four emails with no reply moves to the Ignored list and Suppli stops. If they write to you later, they come straight back as a live lead.

Who a new campaign will never email¶

Suppli keeps outreach off businesses it shouldn't touch, so a new search quietly skips them instead of writing again:

• People who replied. Once a business replies and becomes a contact, new campaigns leave them alone — you're already talking.
• Businesses you've already emailed. A business your account has written to stays out of new searches; the review page counts them as "you have already emailed". Without that, the same silent businesses come back in every search and get the same email again.
• People who unsubscribed or bounced. Anyone who asked you to be removed, reported your email as spam, or whose address bounced, is excluded permanently from your outreach.
• Businesses on your Ignored list. After six emails with no reply, Suppli stops writing to them.
• People you blocked. A blocked contact stays excluded.
• Businesses you declined. Declined on review, out until you allow them again.

The review page counts each of these separately — "3 already replied to you, 9 you have already emailed" — so a thin result reads as a search that has already worked through the area rather than one that found nothing. Those are different facts and the page says which.

None of this reaches other Suppli customers. Every Suppli account is a separate business: that you've emailed someone, that they replied, that they asked you to stop or that their address bounced for you says nothing about whether another business may make its own approach. Your lists are yours, and nobody else's list ever shrinks your reach.

Declining a business¶

Decline on a campaign's review page is a decision about the business, not just that campaign: it stays out of every later search until you say otherwise. You can add a short reason when you decline; Suppli keeps it with the business so you can see later why you passed.

Declined businesses are listed under Leads → Settings → Declined with the reason and date. Allow again reverses it, and the business is treated like any other from then on. Erasing a business's history does not undo a decline — that is a separate decision, and this list is where it is changed.

Unsubscribed and Ignored are different lists¶

Unsubscribed (Leads → Settings → Unsubscribed & bounced) is everyone who asked not to be contacted: they clicked the unsubscribe link in an email, replied asking you to stop, or reported an email as spam. It is permanent. Suppli Leads never writes to those addresses again on your behalf, and nothing you do — erasing history, deleting a contact — removes one. Bounced addresses sit beside them on the same page, for the same reason: writing to a dead mailbox again only harms your own reputation.

Ignored (Leads → Settings → Ignored) is the businesses that simply never answered. After six emails with no reply Suppli stops writing to them and lists them there. Nobody asked to be removed — they just didn't respond — so this list is yours to clear: erasing a business's history takes it off, and the next email to them is a first email again.

The two lists never mix. "Asked me to stop" and "never answered" are different facts, and Suppli keeps them apart so one can never be treated as the other.

Sending limits¶

Two limits apply, and a send needs room under both.

Your account's daily cap is the most outreach emails your account sends in a day, across every mailbox and every campaign. It starts at 20 and you can change it in Leads → Settings → Email transport, up to 100. This is the number Suppli plans around: a daily schedule aims for as many ready-to-send drafts as your account has room for today.

Each mailbox's warm-up limit protects that address. A brand-new mailbox that suddenly sends lots of cold email looks like spam to the providers that deliver it. That can damage your domain's reputation, and then even your everyday business email starts landing in junk folders. So Suppli ramps each mailbox up slowly:

• A new mailbox starts at around 5 emails a day.
• The limit rises gradually over about three weeks of sending to around 20 a day. Days you don't send don't count towards the ramp, so it can't be skipped by waiting.
• Emails over today's limit aren't lost. They wait and go out the next day.

Whichever limit is lower is the one that applies. With two warmed-up mailboxes and an account cap of 20, you send 20 a day, not 40. With one brand-new mailbox and an account cap of 100, you send 5.

The mailbox limit belongs to the email address, not the connection. If you connect the same address twice (for example as your company email and as an Outlook account), both share one daily limit. Connecting it twice doesn't double what it can send.

What your email provider allows¶

Above both of those sits a third limit that isn't Suppli's: the number of emails your provider lets the mailbox send in a day at all. Suppli plans against the provider's own published figure, and shows you where it came from:

Cold outreach never gets close to these, because the warm-up limit is much lower. They matter for campaign email to your existing contacts — see below.

Emailing your existing contacts¶

Surveys and announcements go to people who already know you, so they don't go through the warm-up above. They still send from your own company mailbox, never from a Suppli address: the reply lands in your inbox, the email is in your Sent folder, and your customers see your address. You need a company email connected, verified and switched on for sending under Leads → Settings → Email transport — the campaign page tells you if you don't, and links to where to connect one.

Because it's your mailbox, your provider's limit above is the ceiling. A campaign bigger than today's room is queued across days, never cut short: before you activate, the page says how many go today and when the rest go, and above 50 recipients it asks you to type the number back so nobody sends to a thousand people by accident. Your cold-outreach warm-up keeps its own room — a survey to your customers can't use up the slots outreach was going to use.

Every one of these emails carries an unsubscribe link. Someone who clicks it goes on a separate list from the outreach lists above — they've asked not to get campaign email from you, which is a different thing from a stranger asking not to be prospected. They stay in your contacts and still get replies to their own questions; the next campaign skips them and the campaign page says so. You can see the list under Contacts → Settings. It's permanent.

Running it every day¶

When you create a campaign you can tick Repeat daily. Suppli then runs the same search every day: finding new businesses, writing the emails, and — if you want — queueing them, without you starting anything.

The campaign you create becomes the first day's round and runs straight away, so you see real results immediately rather than waiting until tomorrow to find out whether it works.

By default it writes but doesn't send. Every day's emails wait on the review page for you to approve, exactly like a one-off campaign. You can turn that off, and then it sends on its own — but it's off by default, because finding businesses and drafting is one promise and putting mail in front of a stranger unprompted is a different one.

Your mailbox's daily limit always wins. You set how many businesses a day you want; if that's more than your mailbox can safely send today, Suppli sends the lower number. A warming mailbox means smaller early rounds — never larger ones. If there's no room left today, that day is skipped and it tries again tomorrow. A skipped day isn't a failure and doesn't stop anything.

When it stops on its own¶

Daily outreach runs while you're not watching, so it's built to stop rather than keep going when something's wrong. It pauses itself if:

• too many emails bounce — more than 5% of a round, once the round is at least 10 emails, because one bounce out of three isn't a pattern;
• too many people ask not to be contacted — more than 5% of a round;
• your mailbox refuses a login — nothing can send until it's reconnected, and repeated attempts look like a break-in to your provider;
• three sends fail in a row — that's the connection failing, not three unlucky businesses;
• more than half a round's drafts fail their checks — the search or your business information needs attention, and every further day would repeat the same problem.

"Not interested" never stops it. People declining is outreach working, not outreach breaking. It's reported to you, and that's all.

A pause never lifts itself. Whatever tripped it is something to look at, so it waits for you. You'll find the reason written out on the Auto section of Leads settings, and you resume it there.

The daily summary¶

Once a day you get one message in Suppli Inbox covering every schedule: what was found, what was written, what was queued, and what the earlier emails did — replies, bounces, opt-outs and how many weren't interested. Drafts that needed rewriting are reported separately from drafts that were dropped, because a rising rewrite rate is an early warning that something's drifting while the emails are still going out fine.

If a schedule stopped itself, that's the headline and the reason is in the message.

Trying it first¶

Test run does everything except send: a real search, real drafts, all the same checks, and then it tells you how many emails it would have queued. It's there so you can prove a schedule works before a single stranger receives anything.

Changing or stopping it¶

Everything lives under Auto in Leads settings — pause, resume, stop, delete, test run, and editing what it searches for and how many a day.

Deleting a schedule stops future rounds and nothing else. Campaigns it already created, and emails already sent, are untouched — those went out, and replies to them still need to find their way back.

Editing drafts before they send¶

Every draft waits on the campaign review page until you approve it, and you can edit the subject and message of any draft before it goes out. Once you've edited a draft, Suppli never overwrites your version.

Edit is there for catching things you don't want to say, like a claim about your business that isn't quite right. It isn't for filling in blanks: every draft should arrive complete and ready to send. When Suppli writes a draft that mentions something it couldn't find in your business information, it flags that draft Check before approving, and Approve all skips it until you've looked.

Suppli Contacts integration¶

Replies that come from real people become contacts in Suppli Contacts, with the reply details attached. You can also email an existing contact directly from their contact page using the same addresses you've connected here. See Suppli Contacts for the full flow.