Cold email infrastructure for agencies

01

Who this is for

The buyer is a lead-gen or outbound agency that runs email campaigns for 5 to 20 clients and wants to own the infrastructure instead of renting mailboxes per client. You run the campaigns, you read the replies and you report to the client. If your clients expect to log in and work their own replies, this is the wrong shape, and the section on Smartlead below says why.

The detailed mechanics of tagging, bulk provisioning, per-client filters and credential export are on the multi-client page. This page is the buyer-level view: what a client costs, what is shared and what is not, and where EmailPal stops.

02

How a client maps onto the account

Per client you create a set of sending domains, four to six mailboxes on each, and tag them tenant:<id> when you create them so the account carries the mapping. The mailbox form suggests four to six mailboxes per domain (about five) and warns past about 10, so a client with ten mailboxes needs two or three domains, a one-time cost of about $2 to $30 at $1 to $10 per domain. Domains are paid from a prepaid balance and are not a monthly fee.

Campaigns are separate objects in the sequencer, and each one chooses its own mailboxes, schedule and daily limit. Naming campaigns after the client is how you keep them apart in the campaign list, the Unibox filter and the CRM reports, because there is no client field. Each mailbox carries its own cold-email limit: 15 a day recommended and 100 a day hard cap, so a client with ten mailboxes can send up to 150 cold emails a day at the default.

A client who needs to send this week can lease pre-warmed inboxes at $3/mo each, with a 90-day minimum and 15 cold emails a day from the first day. Five leases are $15/mo and a $45 minimum commitment per client. They sit outside the plan’s mailbox allowance.

03

Cost per client at real prices

Plans are Starter $69 (50 mailboxes), Growth $189 (200) and Scale $499 (600). Mailboxes above the included count are $1/mo each, up to a hard ceiling of three times it, and warming is $0.60 per inbox. The table below uses warming on for every mailbox and excludes domains, payment fees, your own tooling and your margin.

5 clients with 10 mailboxes: 50 mailboxes on Starter, $69 plus $30 is $99, or $19.80 per client. 10 clients with 15 mailboxes: 150 mailboxes, which is Starter’s ceiling, so $69 plus $100 of overage plus $90 of warming is $259, or $25.90 per client. 20 clients with 10 mailboxes: 200 mailboxes on Growth, $189 plus $120 is $309, or $15.45 per client. 15 clients with 20 mailboxes: 300 on Growth, $189 plus $100 plus $180 is $469, or $31.27 per client. 20 clients with 25 mailboxes: 500 on Growth, $189 plus $300 plus $300 is $789, or $39.45 per client.

Growth stays cheaper than Scale up to 510 mailboxes, because Growth plus $1 each beyond 200 equals Scale’s $499 at that point. The cost is per mailbox, so a client that sends twice as much costs roughly twice as much, and an empty client slot costs only what you paid for the mailboxes you created.

04

What is separate per client and what is shared

Separate when you give each client their own domains: the sending domain and its DNS, its DKIM keys and its reputation as a domain, plus each mailbox’s warming progress, placement measurement and cold-email limit. A client with a poor list damages their own domains first, and providers correlate mailboxes on the same domain, so keep each client’s mailboxes on that client’s domains and never spread one client’s sending across another’s names.

Shared across every client in the account: the platform’s enforcement, which under Terms section 7 can throttle, pause or suspend any mailbox, domain, IP or the account, and which in code stops a throttled account adding domains or mailboxes at all; the sending IP pools, which EmailPal assigns (shared by default across four isolated pools, with dedicated IPs listed at $20/month on Growth and Scale, for the whole account rather than per client); the workspace blocklist; the daily verification allowance; the hourly API budget of 1,000 requests; and the Unibox.

So the honest summary is domain-level and mailbox-level isolation, account-level shared risk. A single client sending to a purchased list can bring account-level enforcement onto your other clients. Screen lists before launch, require verification, and pause a client’s mailboxes first if something looks wrong.

05

Replies: one Unibox for everyone

The Unibox shows replies from every mailbox in the account and filters by status, campaign and mailbox. There is no client filter, no tag filter and no per-client login, so everyone with dashboard access sees every client’s replies. In practice the agency works the replies, sets lead statuses and tells the client; a positive status opens an opportunity on the pipeline.

If a client must read their own replies, you either build a view on the API (GET /inbox by mailbox id, plus webhooks such as reply.received and lead.status_changed), or you send from a sequencer with client workspaces and use EmailPal for the mailboxes only.

06

Reporting for the client

Each campaign has an Analytics tab with a date range and an Export CSV button. The CRM has three reports: conversion by campaign, leads by status and pipeline by stage. Conversion by campaign lists one row per campaign with leads, contacted, emails sent, replied, reply rate (unique leads who replied over leads contacted), bounce rate, opportunities, pipeline and won value. The CRM reports have no export button.

With campaigns named by client you can read a client’s numbers per campaign. The help center documents no client-facing report, scheduled report or shareable link, so a branded monthly report is something you assemble from CSV exports or from GET /campaigns/{id}/analytics.

07

Agency gotchas that come from the shared workspace

One mailing address. Launch is blocked until a business mailing address is set once in the Engage workspace settings, and every email carries it in the footer. The code stores one address per workspace and no per-campaign override is documented, so every client’s email carries the same footer address. If a client’s campaigns need their own postal address, confirm how you will handle that before you launch.

One lead per address. A lead is one row per email address in the account. The import skips people already in any campaign by default, and an unsubscribe, bounce or complaint ends every sequence for that address and makes later imports skip it, whichever client’s campaign it came from. Prospects shared between two clients are therefore not independent. The platform-wide suppression list is shared by every customer of EmailPal.

One bounce setting. The auto-pause threshold is a workspace setting (5% by default, after at least 200 sends, adjustable from 0.5% to 5%); a campaign can only switch bounce protection on or off. A mailbox also pauses its own sending at 5% rejected mail.

08

Where Smartlead workspaces and white-label win

Smartlead’s pricing page, as recorded on the comparison page on 5 October 2026, lists client workspaces and a white-label add-on at $29/month per client workspace, unlimited connected mailboxes on every plan including Google and Outlook accounts, a master inbox with assignment and comments, and lead data as a separate product. It is also the established product, where EmailPal’s sequencer went live on 5 October 2026. If a client needs a login, their own inbox view, branding or a separate campaign space, EmailPal does not have it and tags will not substitute.

The two combine. EmailPal mailboxes are standard SMTP and IMAP and the credential export has a smartlead layout, so you can keep EmailPal’s domains, warming and authentication underneath and run the client-facing side in Smartlead workspaces, provided your Smartlead plan accepts custom SMTP accounts. For that setup the multi-client page covers exporting credentials per client by mailbox id.

09

What the Terms say about running this for clients

You are the sender of every message you send through the Service and responsible for the lawful basis of every list, including your clients’ lists (section 5), and acceptable use applies. Section 9 lets you embed mailbox and domain provisioning in your own product or service for your own end customers through the REST API or MCP server, under your own account and name. Reselling dashboard access, white-labelling the Service or using the EmailPal brand as your own needs written agreement, and API keys must not be shared between organisations (section 10), so do not give clients keys.

The Terms do not describe an agency running campaigns for clients as a separate case. If your model goes beyond running campaigns yourself and supplying provisioning through your own service, ask EmailPal in writing. This page is a summary, not legal advice.