How to actually use Mailvantis, start to finish — finding leads, scoring them, writing emails, sending, and tracking what happens after.
Before Mailvantis can score leads or write an email that sounds like you, it needs to know what you actually sell. Go to Settings → Service Profile and fill in:
Every one of these fields feeds directly into both lead scoring and email generation, so the more specific you are here, the better everything downstream gets. There's also an optional Email Template Prompt field on the same page if you want to steer the AI's writing style beyond the fields above — a specific instruction like "always end with a one-line question, never use exclamation marks."
Go to Find Leads and search by industry/business type plus a location (a city, region, or country). Mailvantis searches real business listings, visits each one's website, and only keeps a lead if it can find a real contact — so results take a little time, but every lead that comes back is one you can actually reach.
Leads already in your account are automatically skipped — you'll never pay for or see a duplicate of something you already have.
Once a lead is in My Leads, Mailvantis can score it against your service profile — how good a fit this specific business actually is, not a generic quality score. Scoring reads the business's own website and Google listing to judge real signals (a rating, what they focus on, who they serve) and gives you a score plus the reasoning behind it, so you know exactly why a lead is HOT, WARM, or COLD before you spend a credit writing to them.
From a scored lead, click Generate Email to get 3 distinct variants (A/B/C), each grounded in something real about that specific business — never a generic template. Pick whichever variant reads best, edit it if you want, and it's saved as a draft.
Prefer a different voice? Set a tone (professional, bold, casual, etc.) in Settings, or use the Email Template Prompt field from Section 1 to give the AI your own exact instructions for structure and voice.
Connect either your Gmail account or your own SMTP details in Settings → Email Setup, then send drafts from Email Drafts — immediately or scheduled for a specific time. Every sent email is tracked for opens automatically, so Sent & Tracking shows you who's actually engaging, not just who you emailed.
The Pipeline tab tracks every lead's real status as it moves from a first email through a reply and, hopefully, a closed deal — so you always know at a glance what needs a follow-up and what's actually progressing.
Once the basics are working, save your best-performing emails as Templates so future generations start from something proven, and lean on your daily send goal (Settings) to keep a consistent outreach habit — consistent volume, sent to well-scored leads, is what actually moves the needle over time.