Mailbutler News

How Mailbutler’s CRM Feature “Contacts” Supports Freelancers & Entrepreneurs to Run a Successful And Modern Business

Mailbutler is perfect for freelancers and entrepreneurs who are starting their business. Learn how.

First published


Last edited


Read time

6 minutes

    By Tiffany

    Tiffany studied Language and Economics, and now likes to write about business topics and conduct interviews with interesting people. She spends her free time looking after her plants and with her dog.

    The email has long been an essential part of freelancer and SME strategies. 

    Of course, it’s long been one of the best for ROI, with up to $40 return for every $1 invested. Email is also nearly 40 times as effective for gathering customers as Facebook and Twitter combined. 

    It’s no wonder then, that email is the first stop when it comes to growing your business. After all, what better way to reach and nurture hundreds, or thousands of people at once?

    Particularly now, with covid-fuelled socially distanced working, and more people communicating online than ever before.

    Growing fast

    It’s this magic that is one of the email’s biggest strengths – and weaknesses. Once you start having all these different conversations with customers, prospects, and colleagues…your inbox starts to get really cluttered, really fast.

    The brain too. Your poor old hippocampus has to remember every person’s needs, motivations, and the relationship you have with them. 

    That’s why Mailbutler gives you Contacts. In this blog, you’ll discover some of the many ways you can use this feature – from right inside your inbox.

    We’ll look at how it helps you run your business, builds customer relationships, and gives you more of that oh-so-precious resource – time. 

    Ready? Great – let’s start by looking at Notes

    The Notes feature acts like your second memory. Attach your thoughts and comments to each of your contacts, and you can refer back whenever you need to, such as while replying or chatting to them. You can also share Notes with colleagues, so they can quickly get to know who they’re speaking to. 

    Being able to recall small details will make all the difference when it comes to closing deals.

    Particularly at the growth stage, when you’re building and nurturing relationships, and probably pitching against competitors.

    Imagine how happy your recipients will be when they don’t have to repeat themselves every time they talk to someone new!

    Ok, now you can remember everything on an individual basis about who you’re emailing. The next challenge is to find the time to write emails. After all, always starting from a blank page can become laborious.

    That’s when you can use Mailbutler’s Email Templates. Create a few for different growth use cases. Pitches, onboarding, inquiries…all the things you do to run a business.

    You’ll then be on the way to building an awesome reference library to refer back to.

    Let’s say you’ve freed up some time to write your emails. Brilliant! Your next challenge is to find when is the best time to send your emails.

    Some recipients may open their inbox only at certain times, or when they’re traveling.

    So, to maximize your chances of getting replies, click on the Sidebar>Contacts>the person you’re contacting. You can see how the sidebar serves you with the crucial insight you need.

    This data gets even more powerful when you consider that Mailbutler’s Email Tracking feature also tells you when, how often, and on which devices your emails are being opened.

    On top of this, if you use an IMAP or iCloud email address in Apple Mail, you can see precisely who has opened your email if you send a message to multiple recipients.

    Once you have this form of CRM information, you’ve opened the doors to getting really targeted with your email strategies.

    Enjoy watching all those leads come in and seeing your customer base grow!

    Workflows that work for you

    Earlier we said Notes is like your second memory. So you always remember everything about the people you’re emailing. Here’s a way to have your own personal assistant, reminding you of… pretty much anything.

    Maybe during a call, you’ve promised to follow up on something. Or an email conversation has resulted in you thinking, ‘Hmm, I need to act on that before our next call’. 

    Then, well, you know how it often goes. Maybe you check the time and realize you have another meeting right now.

    A colleague might ask, ‘Do you have a minute to discuss something?’ perhaps you have to respond to a customer immediately. 

    Before you know it, you’ve forgotten what you meant to follow up on. For situations like this, Tasks is your friend, colleague, and partner.

    Create a task, and add all the things you need to remember. How about a to-do list to deliver everything you’ve promised your customer?

    A deadline by when you need to have a piece of work finished? Maybe a reminder to yourself, to follow up on a conversation with a prospect?

    Sure, it will take you a few seconds to add your notes or tasks. But these sorts of workflows will save you so much time, help you stay organized (with less stress!), and generally give your contacts a good impression of you and your business.

    Data into knowledge

    When you speak to your customers on a one-to-one basis, you soon build up a picture of what they’re like – and what they like. That way you can make sure you always give the right sort of customer experience. 

    Naturally, when you scale up, things get more challenging. You could be sending out your emails, with no real idea of what your recipients are thinking. You might not know if they’ve opened your messages.

    You can’t see which messages are working, and whether your beautifully designed HTML newsletters are outperforming your plain text. 

    In other words, you need data.

    Well, you’ll find plenty of data within Mailbutler. All the essential ingredients are there to measure your email campaign impact – open rates, replies, and click-throughs. Head to your Dashboard and it’s all presented.

    The Dashboard gives you the key performance indicators you need, including how often you’ve used an email’s template

    This data works in the same way as many email software systems. A pixel is included in the emails you send. When the recipient opens your email, their mail client sends our server a request to open the pixel.

    That request is then logged as part of the metrics, which are available for your templates and also for the signatures you create in Mailbutler

    With this sort of insight, you can add yet another dimension to your emailing… AB tests. 

    When it comes to AB tests, it’s common to start by testing just one element at a time. If your Version B email has a different subject line and different content and it beats Version A’s click-through rates, you won’t know if it was because of the subject line or the content.

    So before you do your AB test, decide which element you want to test. For example, the subject line first and then content, or content first and then the subject line. 

    This method can take longer, but at least you can be sure of the results. However, if you really need to get a result quickly, go for a multivariate test. By testing two completely different versions of your emails, you’re more likely to get two really different results, and a clearer ‘winner’.

    Over to you

    That’s it! Hopefully, this has shown you how easy it is to get started with Contacts. Dive straight in and see for yourself! And if you have any questions or feedback – please let us know!

    Are you a freelancer who’s spending so much time organizing and juggling different clients, that you barely find time to do your actual work? Mailbutler helps you break out of this vicious circle with “Contacts”.

    Read more about it in our article: How Customer Relationship Management Helps Freelancers Win More Clients.

    Recommended articles

    Leave a comment

    Your email address will not be published. Required fields are marked *

    It only takes 30 seconds to get started

    It only takes 30 seconds to get started

    Try for free