FAQ – Frequently Asked Questions

8 min read Last updated: June 23, 2026

FAQ

What is ProperSend?

ProperSend is an advanced cold emailing system built for the Polish B2B market. It integrates directly with KRS (National Court Register) and CEIDG (Central Register of Business Activity), letting you search for companies, purchase verified B2B contacts, and launch multi-step email campaigns — all from one platform. See the Getting Started guide for a full overview.

Is ProperSend GDPR compliant?

Yes. ProperSend operates under legitimate interest (Art. 6(1)(f) GDPR) as the legal basis for processing business contact data for cold emailing. Key compliance features include:

  • Mandatory unsubscribe link in every message
  • Data sourced from public registers (KRS, CEIDG) and verified B2B databases
  • Automatic suppression of opted-out contacts (see Suppressions)
  • GDPR data export available in Settings

⚠️ This is not legal advice. Consult a lawyer about your specific use case.

How much does ProperSend cost?

ProperSend offers several plans starting with a free tier. Pricing is based on features, sending volume, and credit allocation. See full pricing at propersend.pl/pricing. Payments are processed securely via Stripe in PLN. You can upgrade, downgrade, or cancel anytime from Settings → Billing.

Can I use my own domain?

Yes. Using your own sending domain is strongly recommended for deliverability. ProperSend supports multiple domains with full DNS authentication:

  • SPF – authorize ProperSend to send on your behalf
  • DKIM – cryptographic signing of messages
  • DMARC – policy for handling unauthenticated messages

See the Domain Health guide for DNS setup instructions and the Mailboxes guide for connection steps.

How many emails can I send daily?

Daily sending limits depend on your plan and domain warmup status:

  • New domains: start with 10-20 emails/day
  • After 2 weeks warmup: 30-50 emails/day
  • After 4+ weeks warmup: 80-120+ emails/day per mailbox

With multiple mailboxes and domain rotation, your total daily capacity multiplies. See Mailboxes → Warmup for the recommended warmup schedule.

What are the recommended limits for beginners?

| Period | Emails/day | Hourly limit | |--------|------------|--------------| | Week 1-2 | 10-20 | 3-5 | | Week 3-4 | 20-50 | 5-10 | | Month 2+ | 50-100+ | 15-20 |

Can I send attachments?

Avoid attachments in cold emails. They increase spam risk and are often blocked by mail servers (Gmail, Outlook). If you must share a file, upload it to cloud storage (Google Drive, Dropbox) and include a link in the message body instead.

What is bounce rate and what should it be?

Bounce rate is the percentage of emails that were not delivered (returned by the recipient's server). A healthy level is below 3%. Above 5% — check list quality and domain configuration. If bounce rate exceeds 10%, Health Guard automatically pauses the campaign.

How to increase reply rate?

  1. Better personalization (Level 3 — specific problem, achievement, or event)
  2. Shorter messages (50-75 words is the sweet spot)
  3. Better prospect research (LinkedIn, company website)
  4. More value in the first message (case study, concrete help)
  5. Multi-step sequences (3-5 messages — one email rarely suffices)

Can I send SMS and voice campaigns?

Yes. ProperSend supports SMS campaigns (via Twilio or SMS-Fly) and AI voice campaigns (via ElevenLabs). You can combine channels in a single sequence. See Voice Bots and SMS Campaigns.

How to avoid spam filters?

Keep your emails out of spam by following these practices:

  1. Configure SPF, DKIM, DMARC — mandatory for every sending domain
  2. Warm up new domains — 2-4 weeks before ramping volume
  3. Verify emails before sending — use Email Verification to remove invalid addresses
  4. Avoid spam trigger words — "free," "guaranteed," "act now," excessive punctuation
  5. Keep bounce rate under 3% — monitor in Domain Health
  6. Include unsubscribe links — required by law and builds trust

Does ProperSend have an API?

Yes. ProperSend provides:

  • REST API — programmatic access to leads, campaigns, and analytics with scoped API keys (see API docs)
  • MCP Server — Model Context Protocol for AI agent integration (Cursor, Claude, ChatGPT)

Generate API keys in Integrations.

How to add a team member?

Go to Settings → Team, click "Add Member", enter their email, and select a role (OWNER, ADMIN, MEMBER, VIEWER). See Organization Settings for details.

How to unsubscribe from a campaign?

Every ProperSend message includes an unsubscribe link in the footer. Click it and your address is automatically added to Suppressions — you'll receive no further messages from any campaign.

What are the team roles?

OWNER, ADMIN, MEMBER, VIEWER. Details: Organization Settings → Team Management.

How to delete my account?

Go to Organization Settings, section "Account", click "Delete Account". The account enters a 30-day grace period — during this time you can cancel the deletion.

How is ProperSend different from SendBlue / MailerLite?

ProperSend is designed specifically for B2B cold emailing, not newsletters. Key differences:

| Feature | ProperSend | SendBlue/MailerLite | |---------|------------|-------------------| | KRS/CEIDG integration | ✅ Built-in Lead Finder | ❌ Not available | | Domain reputation system | ✅ Health Guard, warmup, blacklists | ❌ Basic monitoring | | Mailbox rotation | ✅ Built-in | ❌ | | AI voice bots | ✅ ElevenLabs | ❌ | | SMS in campaigns | ✅ Twilio, SMS-Fly | Marketing only |

How many leads can I store in CRM?

The limit depends on your plan. The basic plan offers several thousand leads; higher plans support tens of thousands. See propersend.pl/pricing for details.

How to import leads from Excel?

Go to CRM → Import, upload a CSV/XLS file, map columns (the system auto-detects field names), and click "Import". See Import Leads for a step-by-step guide.

For urgent issues, include your account email and a description of the problem for faster resolution.