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POPULAR VISUAL GUIDE

Set up SMTP & verify your domain

6 steps · About 8 minutes

Find details
Enter settings
Test connection
Verify domain
Enable sending

Start visual guide

1SMTP hostsmtp.yourprovider.com

2Portyour secure port

→Test connection

✓ Connection successful

Browse by topic

Getting Started
Create your account and complete first-time setup.→Leads & Contacts
Find leads, import lists and manage contacts.→Campaigns & Templates
Create outreach campaigns and reusable email templates.→Sending Setup & Deliverability
Connect SMTP, verify your domain and warm up your mailbox.→Pipeline & Reports
Track replies, stages and campaign results.→Workspace & Account
Manage your profile and account settings.→Billing & Credits
View plans, usage, invoices and credits.→Troubleshooting & FAQ
Fix common problems with guided checks.→

Getting Started

From zero to ready-to-send in about ten minutes.

Create your account

Click Start Free Trial on the homepage.
Enter your work email and a password, then submit the form.
Check your inbox for the confirmation email and click the link inside.
Log in - you will land on the Workspace Home page.

First-time setup checklist

Open Sending Setup and connect your mailbox (see the Sending Setup guides below).
Open Find Leads and run a first search to see your library.
Import a few leads into a Contact list.
Create an Email Template.
Launch your first Campaign to a small list to test the full flow.

Find Leads

Search the whole library free - you only spend an import when you claim a lead.

Search the library

Open Find Leads in the left menu.
Type what you want in plain words (for example: freight forwarders with a director email) - or leave it blank to browse everything.
Optionally pick an Industry and Sub-category from the two dropdowns.
Click Search. Matching companies appear below with their industry, website and a masked email.

Narrow results with filters

Scroll to NARROW IT DOWN under the search row.
Tick Only with email to keep only leads with a contact address.
Tick Hide already imported to hide leads you have claimed before.
Click Apply filters. The result list refreshes.

Import leads

Tick the checkbox on each company you want, or use the top checkbox to select the page.
Click Import on a single row, or the bulk import button for your selection.
Each import spends one import credit from your daily allowance (the counter at the top of the page shows what is left today).
Imported leads appear in Contacts, ready for campaigns.

Contacts

Everything you send starts from a contact list.

Create a contact list

Open Contacts in the left menu.
Scroll to Contact lists and type a name in the new-list field.
Click the create button - the list appears with a List ID you can use in campaigns.

Import contacts from a CSV file

Prepare a CSV with at least an email column; name and company columns are recommended.
In Contacts, click Choose file and select your CSV.
Match the columns when prompted (email to email, name to name).
Click Import. A summary shows how many rows were added, skipped or invalid.
Open the target list to confirm the contacts are inside.

Manage a list (rename or delete)

Click a list card to expand it (Tap to view / manage).
To rename: type the new name in Rename list and click Rename.
To remove one contact: click Remove beside it.
To delete the whole list: Delete list keeps the contacts in your account; Delete list & contacts removes both - this cannot be undone.

Unsubscribes and suppression

When a recipient unsubscribes, their address is added to your suppression list automatically.
Suppressed addresses are skipped by every future campaign - you do not need to clean lists manually.
You can review suppressed emails inside Contacts under Suppressed emails.

Email Templates

Write once, personalise automatically.

Create a template

Open Email Templates in the left menu.
Click the new-template button and give it a clear internal name.
Write your subject line and body.
Insert variables where you want personalisation - for example a first-name or company-name placeholder shown in the editor toolbar.
Save. The template is now selectable in every campaign.

Personalisation variables

Variables are filled per recipient at send time from your contact data.
If a contact is missing a value, the variable falls back to a neutral default so the email never shows a broken tag.
Send yourself a test from the campaign review step to see the final rendering.

Campaigns

From list to launched in five steps.

Launch a campaign

Open Campaigns and click + Create campaign.
Name the campaign and choose the Target contact list (use the List ID shown in Contacts).
Pick the Email Template to send.
Set the schedule - start time and daily sending window. Your daily send limit is shown so you cannot overshoot.
Review the summary and click launch. Sending starts at the scheduled time and respects your limits automatically.

Monitor a running campaign

The campaign card shows sent, delivered, opened, clicked and replied counts updating as it runs.
Open Reports for the full funnel across campaigns.
You can cancel a running campaign from its card - already-sent emails are not affected.

Pipeline & Replies

Replies are detected automatically and turned into next actions.

How reply detection works

NexlyFlow checks your connected mailbox for replies every few minutes.
When a lead replies, they appear in Pipeline with the reply snippet attached.
A suggestion card may appear (for example Move to Interested) - click it to accept, or the X to dismiss.

Work the pipeline board

Open Pipeline in the left menu.
Leads are grouped by stage. Drag a card between stages, or use the suggested action buttons.
Click a card to see the full history for that lead - every email sent and every reply received.

Sending Setup

Connect your own mailbox so emails come from your domain.

Connect your mailbox (SMTP)

Open Sending Setup in the left menu.
Enter your SMTP host, port, username and password from your email provider.
Click Test connection - you must see a success message before saving.
Click Save SMTP settings. Leaving the password blank on later edits keeps the stored one.

Pass the domain checks (SPF / DKIM / DMARC)

Click Check domain to scan your sending domain.
The result shows SPF, DKIM and DMARC status with a score out of 100.
If something fails, add the DNS records your email provider gives you, wait for DNS to update, then re-run the check.
Aim for all three green before launching real campaigns - it protects your deliverability.

Turn on reply detection

In Sending Setup, find the Reply detection toggle.
Switching it ON performs a live connection test to your inbox - it only stays on if the connection succeeds.
Leave the IMAP override fields empty unless your provider uses a different incoming server; the system falls back to your SMTP host automatically.

Billing & Credits

One credit = one email sent. Plans add free credits monthly.

Understand credits

Your current balance is always visible in the top bar and on Billing & Credits.
Sending one email costs one credit; importing a lead uses your daily import allowance, not credits.
Plan credits refresh monthly; top-up credits never expire while your account is active.

Buy a plan or top up

Open Billing & Credits.
Compare plans and click the one you want, or choose a one-time top-up package.
Complete payment on the secure checkout page.
Credits are added automatically after payment confirmation - pending orders do not add credits yet.

Invoices and refunds

Every purchase row in Top-up history has an Invoice button - click it to download.
For refunds, see our Refund Policy and contact us via the Contact page with your order number.

Workspace & Account

Your profile and account settings.

Update your profile

Open Account in the left menu.
Click Manage profile.
Edit your details and save. Changes apply immediately.

Change your password

Open Account and click Reset password.
Follow the email link we send you and set the new password.
Log in again on your other devices afterwards.

Log out securely

Open Account and click Log out.
On a shared computer, also close the browser window after logging out.

Troubleshooting & FAQ

Guided checks for the most common problems.

SMTP connection failed

Re-check host and port exactly as your provider lists them - one wrong character fails the test.
Confirm the encryption type matches the port your provider specifies.
Run Test connection again after every change; only save once it succeeds.

Authentication failed

Username is usually your FULL email address, not the part before @.
If your provider uses two-factor login, generate an app password in the provider dashboard and use that instead of your normal password.
Re-type the password rather than pasting - invisible spaces are a common cause.

Domain verification failed or DNS still pending

DNS changes can take from minutes up to 24-48 hours to spread - wait, then click Check domain again.
Make sure you added the records to the exact domain you send from (not the www subdomain).
Never create a second SPF record - merge into the single existing one, then re-check.

Campaign is not sending

Check the campaign status on its card - a scheduled campaign waits for its start time.
Confirm your daily sending limit has not been reached (counter shown in Sending Setup).
Confirm the SMTP account passed Test connection and is enabled.
Check the target list actually contains contacts with valid emails.

Emails landing in spam

Get SPF, DKIM and DMARC all green in Check domain first - this is the biggest factor.
Ramp up slowly with a new mailbox: start with small daily volumes and increase week by week.
Avoid spammy wording and always include your unsubscribe link (added automatically).

Emails are bouncing

Bounced addresses are marked automatically - do not resend to them.
High bounce rates usually mean an old or bought list; re-verify your data source.
Keep sending to engaged, valid contacts to protect your sender reputation.

Replies are not detected

Open Sending Setup and check the Reply detection toggle is ON - it only stays on if the live inbox test passed.
If your incoming mail server differs from your SMTP host, fill the IMAP override fields; otherwise leave them empty.
Toggle it off and on again to re-run the connection test after changing mailbox passwords.

A personalization variable shows empty

Open the contact and check the field the variable uses actually has a value.
Variables fall back to a neutral default, so emails still read naturally - but filling the data gives better results.
Send yourself a test email from the campaign review step to see the final text.

CSV import problems

Ensure the file is a real .csv with a header row and an email column.
Check the column matching step - email must map to email.
The import summary tells you how many rows were skipped and why; fix those rows and re-import just them.

How to contact support

Open the Contact page and send us a message - it opens WhatsApp with your details pre-filled.
Include your account email, what you clicked, and a screenshot if possible.
We reply within 1 business hour during Singapore business hours.

Still stuck? Send us a message - include a screenshot if you can, and we will walk you through it.