SDRclose documentation

Creating an account

Sign up with Google, with Microsoft, or with an email address and password. Google and Microsoft sign-in use only your name, email address and profile picture. With email signup, we send a one-time verification code to the address; enter it to confirm the address before continuing.

If the code does not arrive within a minute, check the spam and promotions folders before requesting another. Codes are rate limited, so wait a moment before asking for a new one.

Choosing a plan

After the account exists, choose a plan and add a card before the app unlocks. The trial lasts 7 days and nothing is charged until it ends. Cancel during the trial and nothing is charged at all.

Starter is $39 a month billed annually, or $49 billed monthly. Professional is $69 a month billed annually, or $89 billed monthly. Enterprise has no public price and includes custom monthly credits, a custom mailbox allowance, unlimited active sequences, priority support and onboarding. Pricing is per workspace, not per seat. Full details are on the Pricing page.

Card details are entered on the payment processor's hosted checkout and never touch SDRclose servers.

Workspaces and mailboxes

Once you are in, you are working inside a workspace, which the app calls a space. A space holds its own leads, sequences, prospecting filters and writing controls, and nothing is shared between spaces. Connected mailboxes are account-wide and available to every space.

A single space is enough for most customers. Create a second only for a genuinely separate business or brand.

What to have ready

• A mailbox you control with SMTP and IMAP access. A dedicated sending domain is better than your main company domain, because cold outbound carries risk you do not want on the address your customers use.
• Access to the DNS records for that domain, or a quick line to whoever manages them. SPF, DKIM and DMARC should be in place before anything cold is sent.
• A card for checkout. Nothing is charged until the trial ends.
• A calendar connected through the scheduling integration, if you want the product to offer times and book meetings. This is optional and can be set up later.

Mailbox limits

Mailboxes belong to the account, not to a space, so a mailbox connected once is available in every workspace. Plan limits apply to sending mailboxes: Starter includes 3, Professional includes 6, and Enterprise has a custom allowance.

After connecting

Run the SPF, DKIM and DMARC check in the app for the sending domain and fix anything it flags before sending cold. Then start warmup on the new mailbox. The settings are described under Deliverability settings below, and the method is covered in the Deliverability guide.

Lead mining with filters

Lead mining searches our prospect data provider by job title, seniority, company headcount, country, region or city, and industry keywords. Each result is enriched and saved with a work email address and the provider's verification status, plus title, company, headcount, industry, location, LinkedIn URL and the complete enrichment record. Mining a lead costs 3 credits.

Keep industry keyword phrases short, at 1 or 2 words. Target primarily with title, seniority and location, and use keywords as a light filter on top. Specific filters produce a list you will actually contact, which keeps credit spend on prospects that matter.

SDRclose does not scrape LinkedIn, does not verify email addresses independently of the provider's status, and does not supply intent data, dialing or SMS. The Lead mining page describes the data in more detail.

Auto-mining

Auto-mining tops up a sequence on a daily schedule so it does not run out of prospects. Set the daily number to what the sequence can send well, not the largest number available. Auto-mining keeps its place in the results between runs, so each day brings new people rather than the same ones again.

CSV import

Your file needs a header row containing firstName, lastName, email, title and company. Optional columns are website, linkedinUrl and phone. Common header variants are recognized, for example first name, job title and organization. Any row missing one of the five required fields is skipped rather than imported incomplete.

CSV export

Export covers the leads currently in view and carries name, email, title, company, status, lead score, website, LinkedIn and phone. For everything held on the account, including the complete enrichment record, use Download my data in Settings > Privacy & Data, which produces JSON.

Lists, tags and scoring

Leads can be organized into lists and tagged, scored, and filtered into a Hot leads view. Individual leads can be deleted at any time. Leads enter a sequence from mining, from a list, from a CSV import, or one at a time by hand.

Smart research

Before a prospect is written to, a research step looks them up from public web sources through a third-party research provider and saves notes on the lead record. The notes are visible in the app, so you can check what the writing is based on. Research is a one-time pass per prospect, not ongoing monitoring, and costs 3 credits per lead.

The notes give the opening line a real reason to exist instead of a restated company description. The Smart research page explains what the notes contain.

Writing controls

Writing controls live on the space, not on the sequence, and shape everything generated inside that space. The subject line is set separately, per email step, in the sequence builder.

• Tone: how formal or direct the writing is.
• Call to action: what each email asks for.
• Subject style: the shape of subject lines across the space.
• Personalization depth: how much of the research is used in each email.
• Custom instructions: free-text guidance applied to every generated email in the space.

Generated copy or locked templates

Each email step in a sequence uses either generated copy or a hand-written locked template. Generated copy is drafted for each prospect from the research notes and the space's writing controls, and costs 1 credit per email. A locked template is sent as written: merge fields are filled in and the copy is never rewritten. Sending a locked template costs no credits.

Locked templates suit steps where you already know what converts. Generated copy suits steps where the value is in the personalization. Copy is generated by a third-party language-model provider on terms under which your data is not used to train its models, and SDRclose does not train models on customer or prospect data.

The outbound filter

An outbound filter runs on every product-written email before it leaves. It removes the tells of machine writing, including em dashes and stock openers, and strips the tool-fingerprint headers that mark mail as sent by software. Replies you type yourself are sent verbatim.

Building a sequence

A new sequence starts empty. You add each email step and each wait step, with waits measured in days. A starting shape of 3 steps with a few days between them works for most audiences. Each step can carry A/B variants, and the app reports statistics per variant. Any sequence can be duplicated, which is the fastest way to test a different angle on the same audience without rebuilding it.

Plan limits apply to active sequences: Starter includes 3, Professional includes 10, and Enterprise has no limit.

Entering and leaving

Leads enter a sequence from mining, from a list, from a CSV import, or one at a time by hand. A lead leaves the sequence the moment they reply, unsubscribe or bounce, so nobody receives a scheduled follow-up after they have already answered.

The review queue

By default nothing sends without your approval. Drafts land in the review queue and wait for you to approve, edit or reject them. Approving a draft sends it. Editing a draft and then approving it sends your version, not the original. The queue remains the default for every sequence until you switch autopilot on for that sequence.

Read the first batch of drafts closely. Where you make the same edit twice, adjust the writing controls or switch that step to a locked template. That work is worth doing before automation, not after.

Built-in behaviors

• Cold first touches do not propose meeting times and carry no marketing links.
• Per-mailbox caps and gaps apply to every send. A direct reply in a thread the prospect has already answered is not a cold send and is not held back by the cap.
• A reply, an unsubscribe or a bounce removes the lead from the sequence immediately.
• Sequences are email only. There are no LinkedIn, SMS or call steps.

Reply detection

Connected mailboxes are polled over IMAP about every minute. When a prospect replies, the lead is removed from the sequence at once. Quoted history is stripped from what you read, so you see the new message rather than the whole thread repeated.

Reply classifications

Every reply receives one of 8 classifications. Bounces, out-of-office messages and auto-replies are never counted as replies, so reply statistics reflect people who actually wrote back.

• Interested: the prospect wants to continue. Answered by you, or by auto-reply where it is on.
• Not interested: the prospect has declined. No further steps are sent.
• Out of office: the return date is parsed from the message and the follow-up resumes on the next business day after it.
• Bounce: a hard bounce marks the address and stops further sending to it.
• Auto-reply: an automatic acknowledgment. Not counted as a reply and not answered.
• Unsubscribe: the prospect asked to stop. The lead leaves the sequence and the address is suppressed.
• Referral or hand-off: the prospect points to a colleague. Left for you to act on.
• Already booked: the prospect has already scheduled a meeting, so no further steps are sent.

The unified inbox

Replies from every connected mailbox appear in one inbox. Reply in the original thread from the original mailbox, so the conversation stays where the prospect expects it. Click any contact to open the full conversation view, including every message sent and received.

Auto-reply and booking

With auto-reply on for a sequence, the product answers in your voice. With auto-book on, it offers times from your real calendar through the scheduling integration and books when the prospect agrees. Anything it is not confident about is handed to you through the needs-attention list. Each generated reply costs 1 credit. Replies you type yourself are sent verbatim and cost nothing.

Addresses that should never be contacted again can be added to the do-not-contact list by hand at any time.

Domain authentication

The app runs SPF, DKIM and DMARC checks for each sending domain and shows what passes and what is missing. It cannot add DNS records on your behalf. Add them at your DNS host, allow time for the change to propagate, then re-run the check.

Warmup

Each mailbox can be warmed with a progressive ramp before it carries cold email. A warmup guard keeps a warming mailbox out of cold sends, and warmup mail is archived automatically so it does not clutter the inbox.

Caps, gaps and rotation

Sending volume is controlled per mailbox. The caps cannot be raised for a one-off blast; they exist to protect your domain.

• Daily cap: the maximum number of cold sends from a mailbox in a day.
• Hourly cap: the maximum in any hour, so volume is spread across the day.
• Minimum gap: the shortest interval between two sends from the same mailbox, so nothing goes out in a burst.
• Rotation: sends are spread across every connected mailbox that is cleared for cold email.

Mailbox health alerts

Mailbox health monitoring watches each connected mailbox and alerts you in the app when a mailbox needs attention. Treat an alert as a reason to pause and look, not to raise a cap.

Opt-out handling

Product-sent cold email carries a one-click List-Unsubscribe header and an opt-out link. Opt-outs go on a permanent do-not-contact list that spans every sequence and every mailbox on the account, and you can add addresses to it by hand. Suppression records are retained even if the account is deleted, so a person who opted out stays opted out.

Open and click tracking

Tracking is under your control. The account-level default is off, and it can be enabled per sequence. Where it is off, nothing is added to your mail to track it. Where it is on, opens and clicks appear in the sequence statistics.

Sequence statistics

Each sequence reports sends, replies and bounces per step and per A/B variant, so you can see which subject line or opener is doing the work. Reply counting is strict: bounces, out-of-office messages and auto-replies are excluded.

Daily digest and notifications

A daily digest email summarizes activity across your sequences and mailboxes and anything that needs a decision. The notifications bell in the app carries alerts as they happen, including mailbox health.

Dashboards and views

• Outcomes dashboard: results across sequences, from sends through replies to meetings.
• Activity timeline: a chronological record of what happened to each lead.
• Needs-attention list: replies and events waiting for a human decision, including hand-offs from auto-reply.
• Hot leads: the leads with the highest scores, in one view.

Monthly allowances

Fully working one lead, from mining through research to a short sequence, typically costs about 8 to 10 credits. Starter includes 7,500 credits a month and Professional includes 15,000. Enterprise includes a custom allowance. The allowance resets at the start of each billing month, and unused monthly credits do not roll over.

Top-up packs

On annual billing the whole year of credits is granted at once at the start of the year, not released monthly. Top-up packs are a one-time purchase and do not expire with the billing period: 2,500 credits for $19, and 10,000 credits for $59. Buy them from Settings > Billing when a month needs more than the allowance.

Managing the subscription

Settings > Billing opens the payment processor's hosted billing portal, where you can change plan, update the card and cancel. Subscriptions renew automatically. The renewal date, plan and amount are shown at all times in Settings > Billing, where the subscription can be canceled before the renewal date. Cancellation takes effect at the end of the paid period.

After cancellation or a lapsed trial you can still sign in, view and export your data, and resume a subscription. Sending, mining, research, drafting and other metered features are unavailable until you do. The Terms of Service set out the full billing terms.

Download my data

Produces a JSON export of your profile, leads, drafts, sent mail, sequences and activity. The password hash is excluded and mailbox credentials are redacted.

Delete my account

Removes the account and its data from the live service. Deletion requires re-authentication and is irreversible. Residual copies in routine backups fall out of retention within 30 days. Suppression records are retained so that people who opted out stay opted out.

Data retention

An optional retention sweeper is off by default. When switched on, it runs daily and purges the bodies and subjects of replies, sent mail and finished drafts older than a period you set, between 7 and 730 days, together with old notifications and activity logs. Leads, meetings, statistics and the suppression list are kept.

Where to read more

The Privacy Policy describes what we collect and why. The Security page describes how data is protected. Customers who need a processing agreement can use the Data Processing Addendum, and the GDPR page covers the European position.

Reporting a security concern

Report a suspected vulnerability through the contact form with enough detail to reproduce it. The Security page describes how reports are handled.