mailpitcher

Track prospects with projects and stages

Make a project for each client, add prospects, and follow every deal on a board from first email to live link, with prices and a CSV export.

Updated · 3 min read · 11 steps

A project holds the sites you pitch for one client, on a board. Each site (a prospect) sits in a column for its stage. Campaigns move prospects along by themselves: emailed, replied. You move them the rest of the way.

  1. NewFound, not emailed yet
  2. ContactedPitched, waiting for a reply
  3. RepliedThey answered
  4. NegotiatingTalking price or topic
  5. AgreedPrice agreed, post in progress
  6. LivePublished with your link
A prospect's stages, left to right. Dead is for a no, or no answer.

Create a project

Open Projects

Click Projects in the sidebar, under Outreach.

Click New project

Fill in:

  • Name, for example “Acme Fintech, Q4 links”.
  • Client (optional): who the links are for.
  • Colour: helps you tell projects apart.
  • Notes (optional): target pages, anchors, budget.

Click Create project.

Projects, opened from the sidebar under Outreach.
  1. New project
  2. A project's card: open it to see the board

Add prospects

Paste a list, or start a campaign

Open the project. Then either:

  • Click Add prospects and paste rows from a spreadsheet (with the header row), or one email per line. Click Upload CSV for a file. Every column is kept on the prospect.
  • Click New sequence. The campaign editor opens with this project chosen. Its recipients join the board under New straight away.
A project's board. Campaign recipients appear by themselves and move to Replied when they answer.
  1. Add prospects
  2. New campaign in this project
  3. Board or Table

Move prospects along

Let campaigns do the first stages

When a campaign emails someone, their card moves to Contacted. When they reply, it moves to Replied. If their address bounces, it moves to Dead.

Move a card yourself

Drag a card to another column. Or click the card’s ⋯ menu and pick a stage under Move to. On a keyboard: focus the card and press Alt with the left or right arrow.

Each card's menu moves the prospect to another stage. You can also drag cards between columns.
  1. The card's menu
  2. Pick the new stage

Moving a card to Agreed asks At what price? Moving it to Live asks for the price and Where’s the link? Click Skip if you don’t know yet.

You can change these any time: click the card to open it, then edit Price, Live link and Notes. They save when you click away.

Moving a card to Agreed or Live asks for the price, and the live link. Skip if you don't know yet.

Keep track

Read the numbers

At the top of a project you see Prospects, Contacted, Replied, Agreed, Live links and Spend (agreed plus live). The Funnel shows how far prospects got.

Switch to a table

Click Table next to Board to see everyone in rows. Sort by any column, search, tick several and use Move to… to change their stage together.

Export for a report

Click Export CSV. You get every prospect with stage, price and link.

Compare the sequences

Click the Sequences tab. Each of the project’s campaigns is a row: status, steps, contacts, sent, replies, reply rate, bounces, how many of its people are at Agreed and Live, and when it started and last sent. Click a column to sort, and a name to open the campaign. Duplicate copies one as a new draft.

Click Compare to set the campaigns’ emails side by side (first email against first email, and so on) and to see every subject A/B test. Reply rate counts replies only: Mailpitcher doesn’t track opens. A difference is only called once each side has at least 30 sends.

Act on selected prospects

In the Table view, tick prospects and open Add to sequence:

  • New campaign with these or Add to an existing campaign…. Nothing sends.
  • Review and send now… to send their first emails one by one. See Review and send.
  • Pause or remove in a campaign…: pick one of their campaigns, then Pause for these (nothing more goes to them there until you click Resume) or Remove from campaign.

In a campaign that belongs to a project, the Stage column on its Recipients tab shows each person’s stage in the project. Click it to open them there.

Good to know

  • Click a card to see every email you and the prospect sent each other. Under Sequences you see each campaign they are on: every email’s status for them, the subject variant they got, the next email and any reply, with a link to the campaign.
  • Templates can belong to one project: in Templates, set Available in to the project.
  • Done with a client? Open the project’s ⋯ menu and choose Archive. Tick Show archived on the Projects page to see it again.