Email Dispatcher
Outbound that sends itself — on schedule, without duplicates.
Claims approved prospects from the pipeline, sends personalized email sequences via Instantly with timezone optimization, creates CRM contacts and deals, and tracks delivery status. Uses atomic claim_batch to prevent duplicate sends.
Teams report 95%+ delivery rates with atomic claiming eliminating duplicate sends entirely.
What is Email Dispatcher?
Email Dispatcher is an outbound email agent that claims approved prospects from the pipeline, sends personalized emails via Instantly with timezone optimization, creates HubSpot CRM contacts and deals, and tracks delivery. It runs every 4 hours with atomic batch claiming to prevent duplicate sends. Built for sales teams automating outbound execution.
20 min
Setup time
4 hours
Run frequency
50/day
Default daily limit
0
Duplicate sends
The problem — and how this kit solves it.
The Problem
Sales reps manually pull approved prospects from spreadsheets, paste emails into Instantly, then switch to HubSpot to create contacts and deals. This context-switching takes 30+ minutes per batch and inevitably leads to duplicate sends, missed prospects, and CRM records that lag behind reality.
The Solution
Email Dispatcher runs every 4 hours. It atomically claims a batch of approved prospects from the shared pipeline (preventing any other run from touching them), sends personalized emails via Instantly with timezone optimization, and automatically creates CRM contacts and deals in HubSpot with AI-generated deal notes. Every send is tracked end-to-end.
The Outcome
Eliminates manual send-and-log workflows, processing approved prospect batches every 4 hours with zero duplicate sends and automatic CRM record creation.
How this agent works
This agent runs autonomously on a schedule. Here's what happens each run.
Trigger
Each run includes
Atomic claim_batch to prevent concurrent duplicate sends
Instantly campaign lead creation with custom variables
CRM contact upsert and deal creation
AI-written deal intelligence notes
Timezone-optimized sending windows
Automatic status tracking (approved → sending → sent)
Error recovery: failed sends release back to approved pool
Atomic claim_batch to prevent concurrent duplicate sends
Completed in 2.1s
Instantly campaign lead creation with custom variables
Completed in 4.8s
CRM contact upsert and deal creation
Completed in 1.3s
AI-written deal intelligence notes
Completed in 1.4s
Timezone-optimized sending windows
Completed in 5.3s
Automatic status tracking (approved → sending → sent)
Completed in 1.8s
Here's what Email Dispatcher actually produces.
Real output from a typical run — not a mockup.
Claimed 23 approved prospects. Sent 22 successfully, 1 bounced. Created 22 CRM contacts and deals. Average send time: 2.3s per lead.
Three steps to autonomous.
Connect
Link your ad platform account via OAuth. Scoped permissions, encrypted credentials.
Configure
Set your targets, guardrails, and approval mode. Choose observe-only, approve-first, or full-auto.
Deploy
Activate the agent. It runs on schedule, analyzes data, and proposes or executes actions automatically.
Everything this kit does.
- Atomic claim_batch to prevent concurrent duplicate sends
- Instantly campaign lead creation with custom variables
- CRM contact upsert and deal creation
- AI-written deal intelligence notes
- Timezone-optimized sending windows
- Automatic status tracking (approved → sending → sent)
- Error recovery: failed sends release back to approved pool
Runs every 4 hours to send approved prospects
Who is this for?
SDR team with a growing approved pipeline
An SDR manager approves 30 prospects in the morning. Email Dispatcher sends them automatically throughout the day in timezone-optimized batches, with CRM deals created before the rep even opens HubSpot.
Multi-person sales org preventing overlap
Two reps work the same pipeline. Atomic claiming ensures each prospect is claimed by exactly one run — no duplicate emails, no awkward "sorry we already reached out" moments.
Founder automating end-to-end outbound
A solo founder uses Prospect Finder to build the pipeline and Email Dispatcher to execute sends. The entire outbound motion runs unattended with CRM records always in sync.
Frequently asked questions
Each run atomically claims a batch of prospects by setting their status to "claimed" in a single database transaction. If two runs overlap, the second run sees the prospects as already claimed and skips them. This guarantees zero duplicate sends regardless of timing.
Bounced emails are marked with a "bounced" status in the pipeline. The CRM contact is still created but flagged. The bounce count is included in the run summary notification.
Email Dispatcher uses the prospect's location data to schedule sends during local business hours (8 AM - 6 PM in their timezone). Prospects without location data are sent during the run window.
Yes. The default limit is 50 emails per day, configurable in setup. This limit is per-day across all runs, so 4-hour runs will distribute sends evenly within the cap.
Email Dispatcher creates a HubSpot contact (name, email, title, company) and an associated deal with the prospect's fit score, outreach angle, email variant used, and AI-generated deal notes summarizing why this prospect was targeted.
Pairs well with.
These kits complement each other. Deploy them together for coverage no single agent can provide.
Prospect Finder
Prospect Finder fills the pipeline with scored, email-ready prospects that Dispatcher sends.
Learn moreReply Analyst
Reply Analyst monitors responses to emails Dispatcher sent, classifying and drafting follow-ups.
Learn moreYou might also want.
Prospect Finder
The Prospect Finder is the entry point of the outbound pipeline. It searches your prospecting provider (Apollo) for contacts matching your ICP filters, deduplicates against existing pipeline records, enriches each contact with company data, AI-scores them for ICP fit, and generates two personalized email variants (A/B) per prospect. Results land in the shared Prospect Pipeline catalog for human review or auto-approval.
Reply Analyst
The Reply Analyst closes the feedback loop. It fetches new email replies from Instantly, uses AI to classify each reply into one of 6 categories with confidence scores, looks up the prospect record to get campaign context, drafts follow-up responses using objection handling patterns, and updates the pipeline and CRM with reply data.
Intelligence Analyst
The Intelligence Analyst is the learning engine. It pre-aggregates pipeline statistics (never sending raw records to the LLM), analyzes CRM closed-won deals via search_deals_with_contacts, and generates three types of insights: outreach performance (what emails/angles work), ICP quality signals (which segments convert), and objection patterns. These insights are written back to knowledge bases that the other agents consume, creating a continuous improvement loop.
Ready to deploy?
Email Dispatcher is one of 100+ starter kits.
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