AI email prospecting

What Kaptia email prospecting is

Kaptia email prospecting is sending first-contact emails (cold emails) to businesses that may need what you sell, straight from the CRM and from your own address. You connect your mailbox once, pick the lead, let Claude write the message based on the research about that business, and send. When the lead replies, the reply shows up in their conversation inside Kaptia and the pipeline moves from Contacted to Replied.

It is the same pipeline as WhatsApp: you can reach a lead through one channel, the other or both, and the history stays on the same record.

It exists because many companies, especially abroad, do not answer WhatsApp messages from an unknown number, but they do read and answer email. If you sell to other countries, email is usually the way in.

How it works, in four steps

Going from zero to the first email sent takes a few minutes. Here is the path:

1. Connect your email. On the Email screen, click Connect and enter the address and the app password. Kaptia detects the provider and tests sending and reading before saving: a wrong password is never stored.
2. Pick the lead. From the lead record, from the Email screen or from the WhatsApp conversation, when the lead asks you to email them. If they have no address yet, you type it and Kaptia checks that it exists and has no typo.
3. Write with Claude. One click and it drafts the subject and the body from your profile, the lead's research and what has already been said. You can ask for a change in one sentence: shorter, another tone, mention a given service.
4. Send and follow up. The email is sent from your address. The reply comes back to the same conversation, with an on-screen alert, and the follow-up stays in the same email thread.

Which email providers you can connect

Kaptia connects with an app password or with the mailbox password, over encrypted sending and reading. These providers are preconfigured:

The form shows the step-by-step for the provider you pick, with a link to the right page.

What Claude writes

Claude writes three kinds of email and picks the right one from what is already in the conversation: the first outreach, the follow-up in the same thread when the lead has not replied, and the reply to what the lead wrote. It reads your account profile (what you sell and to whom), the lead's research, the email conversation and your reply playbook. The text comes out in the language you set for your leads: Portuguese, Spanish or English.

Nothing is sent on its own. The text goes into the compose box, you review it, change whatever you want and click send. The signature is yours, and any link that is not in your account's data is removed from the text.

Claude runs on your company's Claude account, the same one used across Kaptia.

Limits and care for your mailbox

Prospecting by email without burning your address comes down to pace and a clean list. Kaptia ships with the safeguards on:

• Daily limit. 30 emails by default, adjustable from 1 to 500. A new mailbox should start low and ramp up slowly.
• Only lead replies are read. Kaptia checks the inbox without marking anything as read and stores only messages from the people you contacted. The rest of your email is not downloaded.
• Protected password. The app password is stored encrypted and no screen ever shows it again.
• Bounced email. The address goes on the do-not-contact list, so you do not keep writing to an address that does not exist.
• Auto-replies. Out-of-office and message-received notices stay in the conversation, but they do not move the lead in the pipeline.

The legal basis for contacting each lead and the anti-spam rules of their country are the sender's responsibility. Contact only people who relate to what you sell, and stop when asked.

Frequently asked questions