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Automated Personalized Email Outreach with AI, Database Tracking & Scheduling

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Created by: Buay Biel || bielbuay

Buay Biel

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Last update a day ago

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Initial Outreach Email Workflow

This n8n template demonstrates how to automate personalized cold email outreach using AI and a lead database.
It’s designed to contact unengaged leads, personalize messages at scale, and schedule follow-ups automatically.

Use cases are many: Reach out to new leads, qualify prospects, start conversations, and set up consistent follow-up routines.
Great for sales teams, recruiters, and agencies running cold outreach campaigns.


Good to know

  • Each AI personalization costs about $0.001 with Groq (free tier available; pricing may vary by provider).
  • The workflow limits emails to 15 per day by default to protect your email reputation and reduce spam risk.
  • The email template is fully customizable to match your brand tone and offer.
  • Outreach timing and follow-up intervals are easy to adjust within the workflow.

How it works

  • NocoDB fetches leads who haven’t been contacted yet (no “Initial Contact Date”).
  • The Limit node ensures no more than 15 emails per run.
  • AI personalizes your chosen email template with lead name and company.
  • Emails are sent via SMTP or Gmail node.
  • Each contacted lead is updated in the database with today’s Initial Contact Date and a Next Follow-up Date (default 3 days later).
  • The workflow runs on a daily schedule at 10:30 AM (configurable).

How to use

  • Set up a NocoDB/any database table with:
    • first_name
    • email
    • Initial Contact Date
    • Next Follow up/Contact
    • organization_name (optional)
  • Customize the email template inside the AI node.
  • Adjust the daily limit and schedule to match your outreach capacity.
  • Import leads into NocoDB and configure credentials for NocoDB, AI provider, and SMTP.
  • Run the workflow manually for testing before going live.