Knowledge Base & Master Guide

Everything you need to master AI Mailer.

Purpose of the Project

AI Mailer is an automated, secure SaaS application designed to solve the biggest problem in cold outreach: sounding like a robot. Whether you are a B2B business trying to generate leads or a professional hunting for a job, this platform ensures your emails are 100% humanized, perfectly personalized with attachments, and delivered safely within SMTP limits.

How to Setup Gmail App Passwords

If you do not want to use OAuth 2.0, you can use Gmail's SMTP servers by generating an App Password. Note: Your regular Gmail password will NOT work.

  1. Go to your Google Account Security page.
  2. Ensure 2-Step Verification is turned ON.
  3. Search for "App Passwords" in the security search bar.
  4. Select "Other (Custom name)" and type "AI Mailer", then click Generate.
  5. Copy the 16-character password provided.
  6. In AI Mailer > Settings, enter:
    • Host: smtp.gmail.com
    • Port: 465 (or 587)
    • Username: Your full Gmail address
    • Password: The 16-character App Password (no spaces)

How to Get API Keys (Gemini & OpenAI)

Google Gemini API (Free Tier Available)

  1. Go to Google AI Studio.
  2. Click "Get API Key" in the left menu.
  3. Click "Create API Key in new project".
  4. Copy the key and paste it into AI Mailer Settings.

OpenAI API (GPT-4o)

  1. Go to OpenAI Platform.
  2. Create an account and add a billing method (required for API access).
  3. Click "Create new secret key".
  4. Copy the key. It begins with sk-.

How the CSV (Excel) Should Look

When importing your Lead Prospect List or Target Companies, your file MUST be in .csv format.

The system expects specific headers. The minimum required headers are contact name and email. Optional headers enhance personalization.

contact name,email,company,designation,company type
John Doe,john@example.com,TechCorp,CEO,B2B Software
Jane Smith,jane@startup.io,StartupIO,Recruiter,Agency
Pro Tip: Every time you upload a new CSV, the system clears your old list to ensure your campaign is fresh. Download your list from Excel by choosing "File > Save As > CSV (Comma delimited)".

How to Write the Perfect Prompt

AI Mailer already appends a strict system rule to make the AI sound human. Your "Base Prompt" just needs to provide the context and goal.

For Job Hunters

Write a warm, concise outreach to a hiring manager. Emphasize my 5 years of experience in React and my enthusiasm for the innovative work they are doing at [company]. Keep it under 100 words.

For B2B Sales

Write a casual, non-salesy email offering my SEO services. Note that I noticed some growth opportunities for [company] and want to ask if they are open to a quick 5-min chat next week.

Always use the [company] placeholder. The system will automatically inject the recipient's company name from your CSV!

Starting/Stopping the Queue & Attachments

The Queue Engine

Because sending 1000 emails at once will get you banned by Gmail, AI Mailer uses a Cron Queue. In Settings, you define your "Per Hour Email Limit" (Max 12). Once you click Start Queue on the Dashboard, the system will slowly send emails in the background 24/7 until the list is finished.

Attachments

In the Campaigns tab, you can upload a Master PDF or DOCX (like a Resume or a Business Pitch Deck). This file will automatically be attached to EVERY email sent in that campaign.