Outreach Buddy

List	Description	Contacts	Unsub	Sent	Action
All (distinct emails)	Shows unique emails across all lists	—	—	—
List #1		3	0	0

What Outreach Buddy is

Outreach Buddy is a lightweight CRM designed for email outreach. It helps you:

Organize contacts into meaningful lists (Warm Prospects, Follow-up, Customers, etc.).
Write and manage templates (your outreach messages).
Run campaigns to a list and track delivery outcomes.
Control follow-ups by excluding a contact from specific campaigns once they respond.
Track outreach stage (New Lead, Contacted, Replied Positive/Negative, Closed Won/Lost, etc.).
Use AI to write sequences, redesign HTML layouts, and analyze performance.

Tip: lists are your segmentation buckets, while state is your pipeline stage.

Contacts

Manage people, their outreach stage, list assignments, and campaign exclusions.

What you can do

Filter contacts by List and State, and use Search.
Set a contact’s State (pipeline stage) from the dropdown.
Assign to List to segment contacts (Warm Prospect, Follow-up, Customers).
Manage Campaigns to exclude contacts from scheduled follow-ups after they respond.
Delete a contact to remove them from all lists/campaigns.

What to achieve

Keep your pipeline clean: New Lead → Contacted → Engaged → Qualified → Closed.
Immediately mark replies: Replied Positive or Replied Negative.
Stop unwanted follow-ups: exclude responders from future campaigns.
Build meaningful lists to focus work (e.g., “Needs Follow-up”, “Warm Leads”).

Note: Suppressed (unsubscribed) contacts should not be contacted again.

Recommended outreach stages

New Lead Attempted Contact Contacted Engaged Follow Up Needed Warm Lead Qualified Proposal Sent Negotiation Closed Won Closed Lost Replied Positive Replied Negative No Response Nurture Do Not Contact

List Management

Create lists, upload contacts, and organize audiences.

What you can do

Create and rename lists (audience buckets).
Upload contacts via CSV to a selected list.
Add a single contact manually to the selected list.
Update or delete lists.

What to achieve

Build lists that represent meaning: “Warm Prospects”, “Partners”, “Newsletter Sponsors”.
Create workflow lists: “Needs Follow-up”, “Replied Positive”, “Closed Won”.
Keep lists small and intentional—don’t dump everything into one mega list.

CSV tips

Map the Email column carefully (Email is required).
First/Last/Company improve personalization.
Duplicates by email are merged (upsert).

Templates & Campaigns

Create messaging, generate AI sequences, design HTML, and run campaigns.

Templates (Text + HTML)

Create templates in Text or HTML.
Insert images, links, tables, and an unsubscribe link.
Use Write with AI to generate an initial message + follow-ups, then save them as templates.
Use Design with AI to re-layout your current HTML content (images/text) into different formats.
Single-send a test message to yourself before campaigns.

Campaigns (Send + Follow-ups)

Create a campaign by selecting a List + Template.
Schedule campaigns in UTC with the built-in scheduler.
Use Lists to represent meaning (Warm Leads, Follow-up #2, Qualified, etc.).
When someone replies, go to Contacts → Manage Campaigns and exclude them from follow-ups.

Useful template tokens

{{FirstName}}, {{LastName}}, {{Email}}, {{CompanyName}}, {{CampaignName}}, {{UNSUBSCRIBE_LINK}}

The system replaces tokens at send time (including click tracking + unsubscribe).

Reporting

See campaign performance and diagnose delivery issues.

What you can do

View sent vs delivered vs bounced vs complaints.
See Clicks and Unsub totals per campaign.
Update campaign schedule/status.
Delete campaigns (removes recipients/events/exclusions for that campaign).

What to achieve

Identify which lists and templates perform best.
Reduce bounces and complaints.
Use exclusions to avoid annoying people who already replied.

Interpretation tips

High bounces: verify list quality + remove bad emails.
Complaints: improve subject line clarity and ensure opt-out is present.
Lots of “Pending”: check runner scheduling / SMTP credentials.

AI Tools

Quick actions

Write with AI → Design with AI → Analyze with AI → Contacts → Reporting →

Use AI to write sequences, redesign HTML, and analyze outreach performance.

Write with AI (Sequences)

Go to Templates and click Write with AI…
Describe Audience, Offer, and Goal, then choose number of follow-ups.
AI generates: 1 initial outreach + follow-ups.
Click Save as Templates to create multiple templates in one shot.
Use those templates to build a follow-up campaign sequence (List 1, List 2, etc.).

Design with AI (HTML re-layout)

In the HTML editor, paste text and upload images (rough layout is fine).
Click Design with AI… to reformat what’s already in the editor.
Choose a layout preset (Classic / Two Column / Newsletter).
Edit the prompt to experiment with different designs (like “preset variants”).
Click Generate HTML to replace the editor with a cleaner email-safe layout.
Use Undo to revert the last AI design.
For best results in Outlook, keep layouts table-based and avoid complex CSS.

Analyze with AI (Performance insights)

Use the Analyze with AI tab to open your analytics screen.
Ask: “Which template performed best?”, “What should I change in subject lines?”, “Which list is most responsive?”
AI can summarize pipeline health by stage and campaign effectiveness.

Tip: Write with AI helps create message sequences, Design with AI re-layouts HTML, and Analyze with AI summarizes performance.