Introduction to ProperSend

8 min read Last updated: June 23, 2026

What is ProperSend?

ProperSend is an advanced cold emailing system designed specifically for the Polish B2B market. Unlike general email marketing tools, ProperSend integrates directly with official business registries – KRS (National Court Register) and CEIDG (Central Register of Business Activity).

This allows you to find newly registered companies, verify their contact data, and immediately launch cold email campaigns – all from one place. The platform is built for B2B outbound efficiency — every feature, from Lead Finder to Mailboxes, is purpose-built for cold outreach.

When to use ProperSend: You're running B2B outreach in Poland, need to find verified company contacts without manual scraping, and want an all-in-one system that handles everything from lead discovery to reply management. If you're currently juggling separate tools for lead generation, email sending, and CRM — ProperSend replaces all of them.

💡 Tip: ProperSend is not just about sending emails. It's a complete system for lead management, communication sequences, domain reputation, and result analysis. Think of it as your entire outbound sales infrastructure in one platform.

For example, a typical workflow looks like this: you search for SaaS companies registered in Warsaw last month using Lead Finder, purchase their contacts, build a 5-step email sequence in the Campaign Editor, connect your mailboxes, and launch — all without leaving the platform.

System Architecture

ProperSend consists of several connected modules that work together to form a complete outreach pipeline. Each module is accessible from the left sidebar after login:

| Module | Description | Tied To | |--------|-------------|---------| | Cold Mailing | Campaign creation, multi-step sequences, message variants | Campaigns, Sequence Editor | | CRM | Lead database, sales pipeline, deals, lists, import/export | Pipeline, Tasks | | Unibox | Unified inbox for all email accounts | Mailboxes, Notifications | | Lead Finder | Company search via KRS/CEIDG with contact purchasing | CRM, Lists | | Voice Bots | AI voice campaigns via ElevenLabs | Integrations | | SMS | SMS campaigns via Twilio or SMS-Fly | Sequence Editor | | Mailboxes | SMTP/IMAP management, warmup, reputation | Domain Health, Unibox | | Health | Domain monitoring (SPF, DKIM, DMARC), alerts | Notifications |

These modules are designed to be used independently or as an integrated pipeline. You can, for instance, use your own lead list and skip Lead Finder, or run SMS campaigns without touching Cold Mailing.

How Cold Mailing Works in ProperSend

The cold mailing process follows a logical flow from lead acquisition to result analysis:

  1. Find leads – use Lead Finder to search company registries, or import your own list via the Import module
  2. Build a campaign – define multi-step message sequences, set schedules, and configure daily sending limits in the Campaign Editor
  3. Configure mailboxes – connect your sending domains, set up SPF/DKIM/DMARC authentication, and start mailbox warmup
  4. Launch the campaign – the system automatically sends emails within your configured limits across all connected mailboxes
  5. Monitor results – track open rates, reply rates, bounce rates, and click-through rates in real-time on the Dashboard
  6. Receive and manage replies – Unibox groups all responses in one place, letting you reply without switching between inboxes

Practical example: A campaign targeting 500 leads with a 4-step sequence (Day 1: intro, Day 3: case study, Day 7: follow-up, Day 14: final touch) spread across 5 mailboxes at 30 emails/day each will complete in approximately 5–7 days.

Who Should Use ProperSend?

  • Marketing agencies – running cold email campaigns for multiple clients from a single dashboard. Track performance across accounts with separate campaigns and mailboxes.
  • B2B sales teams – finding new leads, automating outreach, and tracking deals through the CRM pipeline. ProperSend automates follow-ups so your team focuses on closing.
  • Freelancers and consultants – building a sales pipeline without manual follow-up work. Set up sequences once and let the system handle the rest.
  • Startups – acquiring customers at scale without hiring a large SDR team. Start with a lean outbound machine that grows with you.

Technical Requirements

ProperSend works entirely in your browser – no software installation needed:

  • Modern browser (Chrome, Firefox, Safari, Edge — latest 2 major versions)
  • Internet connection
  • Email account with SMTP/IMAP configuration
  • Your own sending domain (recommended for deliverability)

Best Practice: Use dedicated sending domains (e.g., mail.yourcompany.com) rather than your primary corporate domain. This protects your main domain's reputation if a mailbox gets flagged. See the Domain Health guide for setup instructions.

Next Steps

  1. Register at ProperSend — create your free account
  2. Go through onboarding – step-by-step account setup and initial configuration
  3. Connect your first mailbox – configure SMTP/IMAP and start warmup
  4. Find your first leads – search KRS/CEIDG or import your list
  5. Create your first campaign – build and launch your first sequence

For a guided walkthrough, check the Introduction to Cold Email course linked from this page.