Email setup plan for Amertrans Logistics
Sending domain and mailboxes for the sales team now, plus three warmed-up cold email domains ready for when you want them. Updated after our call on September 4.
Short version: your reps keep sending from HubSpot, but from amertrans-logistics.com (already bought) so amertranslogistics.com never carries any risk. Alongside it, three more domains get warmed up so cold email can start the day you give the green light. Everything is Microsoft, provisioned by your IT, and we never need access to your systems.
Cost: 3 more domains at GoDaddy, 16 Microsoft mailboxes through your IT at your usual rate, and $49/mo for warm-up, all on your own accounts. The only thing paid to us is $500 one-time to run the setup and check every step.
What gets set up
Sales team sending via HubSpot
- 1 domain: amertrans-logistics.com (yours, on GoDaddy)
- 4 Microsoft mailboxes, one per rep, named after them
- Connected to HubSpot so the send-from-HubSpot flow keeps working the same way
- Replies land in HubSpot and in each rep's normal inbox
- Warmed up first, so the emails land
Cold email, warming in the background
- 3 domains, 4 Microsoft mailboxes each (12 senders)
- Capacity for ~90 cold emails a day once live
- Warm-up runs on autopilot until you say go
- Nothing for your team to manage day to day
- More domains later take the same steps at the same cost
Why a separate domain for the reps
When an email gets marked as spam, the damage sticks to the domain it was sent from. Right now that is your main company domain, the one your invoices, quotes and customer emails go out on. Moving rep outreach to amertrans-logistics.com means the worst case is a $12 domain, not your main inbox landing in spam at a customer.
Your reps' day doesn't change. Same HubSpot button, same workflow, replies come back to them.
How it works with your security rules
We do not need logins to GoDaddy, Microsoft 365 or HubSpot. For every step you get exact written instructions, your IT applies them, and we verify the result from the outside: DNS checks, test sends, and the warm-up dashboard. Nothing moves to the next step until the previous one is confirmed working.
What it costs
| Item | What it covers | Cost |
|---|---|---|
| Domains | 3 more domains on your GoDaddy account (we send the exact names). amertrans-logistics.com is already yours. | GoDaddy price, ~$12 to $20 / yr each |
| Mailboxes | 16 Microsoft 365 mailboxes (4 per domain), created by your IT on your existing tenant | Your Microsoft rate per user |
| Warm-up | EmailPond, the warm-up platform that gets the mailboxes landing in the inbox. Starter plan covers all 16. Your account, your card. | $49 / mo |
| Setup | Domain names, DNS and authentication records, mailbox naming, HubSpot connection, warm-up configuration, and a check of everything at the end | $500 one-time |
| Paid to us | $500 one-time, nothing recurring | |
| Domains, Microsoft mailboxes and the EmailPond warm-up account are all in your name and billed to you. You own all of it. The only thing paid to us is the $500 setup. | ||
How the setup runs
Four steps. You own every account and approve every purchase. We tell you exactly what to buy and click, your IT applies it, and we check each step before moving to the next.
| Step | You | Us |
|---|---|---|
| 1. Domains | Buy the 3 domains we name, on your GoDaddy | Pick names that pass spam filters, send you the exact list |
| 2. Configuration and mailboxes, with your IT | IT adds the 4 domains to Microsoft 365, creates the 16 mailboxes, pastes in the DNS records we send. Each rep connects their new mailbox to HubSpot. | Mailbox naming list, every DNS and authentication record written out, live on the session to check each one, HubSpot walkthrough and test sends |
| 3. Warm-up | Create the EmailPond account in your name | Configure it, load all 16 mailboxes, start the warm-up, monitor it and tell you when each domain is ready |
| 4. Final checks | Nothing | Verify every domain and mailbox is configured properly, hand you a written summary of what was set up |
Every step comes with a written checklist, and nothing moves to the next step until the previous one is confirmed working.
Timeline
| Day 1 | Step 1 and 2: domains bought, working session with IT, mailboxes created, DNS records in |
| Day 2 | Step 3: DNS verified, EmailPond account created, mailboxes loaded, warm-up switched on, rep mailboxes connected to HubSpot, test sends checked |
| Week 3 | Reps start sending from the new domain |
| Week 5 | Step 4: cold email domains fully warm and on standby, final checks done, written summary sent |
When you're ready for cold email
The 12 warm senders move onto the sending platform in a day, with no new warm-up wait. That platform includes warm-up, so the EmailPond subscription drops away rather than stacking on top. Adding more domains and senders later takes the same steps at the same cost.
Email infrastructure and outbound, Bottle Rocket Growth