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, $49/mo for warm-up, and $500 one-time for us 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. | $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 |
| To us | $500 once, then $49 / mo | |
| Domains and Microsoft licenses are billed to your own accounts, so you own everything. | ||
What we need from you
- The names and current email addresses of the 4 reps, so the new mailboxes can be named after them.
- Your IT contact for a 30-minute working session: they create the mailboxes and paste the DNS records while we check them live.
- Whoever holds the GoDaddy account, to buy the 3 domains we name.
- Someone to create the EmailPond account with a company card (we configure it, you own it).
- Each rep for two minutes to connect their new mailbox to HubSpot.
How the setup runs
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 |
|---|---|---|
| Domains | Buy the 3 we name, on GoDaddy | Pick names that pass spam filters, send the exact list |
| Mailboxes | IT adds the 4 domains to Microsoft 365 and creates 16 mailboxes | Naming list, step-by-step instructions |
| DNS and authentication | IT pastes the records we send into GoDaddy | Write every record, verify each domain from outside |
| Warm-up | Create the EmailPond account, connect the mailboxes with us on the session | Configure it, monitor it, tell you when each domain is ready |
| HubSpot | Each rep connects their new mailbox | Walk them through it, run test sends, confirm replies land |
| Final check | Nothing | Verify every domain and mailbox, 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 | Domains bought, working session with IT: mailboxes created, DNS records in, EmailPond account created |
| Day 2 | DNS verified, warm-up switched on, rep mailboxes connected to HubSpot, test sends checked |
| Week 3 | Reps start sending from the new domain |
| Week 5 | Cold email domains fully warm and on standby (Microsoft mailboxes need a longer warm-up than Google) |
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