Guide for Monthly Subscribers

1. Welcome & Orientation

Welcome to InfraSuite, and thank you for trusting us to handle one of the most sensitive and stability-critical components of your outbound operations: your mailboxes.

This document has been created specifically for clients on our subscription-based mailbox service, where InfraSuite provides and maintains the full sending environment on your behalf. You are not required to manage any of the technical infrastructure — our team handles all provisioning, maintenance, configuration, and warm-up processes for you.

Our mission is simple: Give you a dependable, high-quality outbound engine without the uncertainty, instability, or guesswork typical of traditional mailbox vendors.

We’ve worked with thousands of mailboxes, across countless sending environments, and we’ve been on the receiving end of outages, inconsistencies, and unreliable providers — the exact problems we were built to eliminate. InfraSuite exists so you can confidently run your outbound operations knowing:

• your mailboxes are created cleanly, correctly, and consistently
• your deliverability is protected by genuine operator-level best practices
• your sending environment is actively monitored and maintained
• you never have to troubleshoot domain setup, warm-up settings, mailbox formatting, or technical workflows
• you have a partner whose sole focus is long-term stability and predictable performance

Whether you're servicing your own clients, scaling outbound for your agency, or maintaining long-term campaigns, our role is to provide the infrastructure reliability you should expect from a professional mailbox provider — without requiring you to manage any backend systems.

We’re excited to support your growth, your campaigns, and the clients who rely on you. This manual will guide you step-by-step on how to receive your mailboxes, how to submit what we need, and how we ensure everything is set up correctly from day one.

Welcome to InfraSuite. You’re in good hands.

1.2 Mission Statement

At InfraSuite, our mission is to bring reliability, transparency, and long-term stability to an industry where inconsistency has historically been the norm.

We understand what it feels like to depend on vendors who disappear, break deliverability, or collapse under volume. Many of our clients come to us after experiencing downtime, burned domains, unstable warm-ups, or mailbox providers who simply didn’t understand the operational realities of high-volume sending.

InfraSuite exists to eliminate those problems entirely.

Our goal is to be the mailbox provider you never have to second-guess — the one partner you can rely on month after month, campaign after campaign. We prioritize:

• Longevity: Your mailboxes are created and maintained with long-term deliverability in mind.
• Consistency: We follow operator-grade processes, not shortcuts.
• Dependability: We build with durability, not disposability.
• Support: You have a partner who understands the needs of real outbound teams.

Whether you're running daily outbound campaigns, managing client accounts, or scaling volume across multiple offers, InfraSuite is designed to support high-volume senders and operators who require infrastructure that simply works.

Our responsibility is to ensure your sending environment stays healthy, stable, and predictable — so you can focus on running your business, not fighting with your mailboxes.

1.3 What InfraSuite Is Building

InfraSuite is built on a long-term vision: to modernize how serious operators run outbound by giving them a dependable, professional-grade infrastructure layer — first through our subscription service, and ultimately through full infrastructure ownership when they are ready.

Our subscription model is intentionally designed to meet teams exactly where they are today. Many clients are still growing, scaling their outbound, or learning the operational nuances required before stepping into full infrastructure ownership. We believe strongly in the power and freedom that comes with owning your sending environment, and we want to be a driving force in helping the market transition toward that model.

Until you reach that stage, our role is clear: provide stable, DFY sending infrastructure for as long as you need it — without compromise.

We are deeply familiar with the pressure our clients face when they’re responsible for delivering results to their clients. Outbound agencies, consultants, and operators often manage multiple campaigns with unique requirements, volume constraints, and deliverability challenges. We understand those nuances, and we build systems that support them.

That’s why InfraSuite is designed to offer:

• Reliable subscription-based mailbox environments for day-to-day and client campaigns
• Custom sending-power configurations tailored to the specific needs of your downstream clients
• A guided ramp into future infrastructure ownership when you’re ready to scale even further

Our philosophy is simple: support you with world-class infrastructure today, and help you graduate into full ownership tomorrow.

We are building an ecosystem — not just a product — that evolves with you, adapts to your client needs, and provides the reliability required to operate at scale.

2. Service Philosophy & Client Partnership

InfraSuite was built with a very specific type of operator in mind: teams who manage outbound at scale, often across multiple client accounts, each with its own requirements, timelines, and volume demands.

Unlike traditional mailbox resellers, we don’t treat your outbound as a commodity. We understand the workflow, the delivery expectation, and the pressure of running campaigns on behalf of clients who expect results. Our entire service philosophy is centered around being the reliable partner you can build a business on.

2.1 Relationship Approach

A large portion of our users operate outbound for their own clients — whether through an agency, consulting model, done-for-you service, or fully-managed growth program. These teams often need to spin up sending environments quickly, adjust capacity mid-campaign, or scale up and down based on active client rosters.

InfraSuite is structured to support every version of that model, including:

Short-Term Engagements

• Monthly or quarterly client campaigns
• Seasonal or project-based outbound
• Limited-duration engagements where mailbox demand fluctuates

Long-Term Retainers

• Multi-month or year-long outbound partnerships
• Evergreen sales programs
• Clients with ongoing, predictable sending volume

Our service adapts to both. You can scale your mailbox footprint up or down without needing to overhaul infrastructure or worry about technical constraints. We act as the stable backbone behind your outbound, regardless of the length or complexity of your client engagements.

2.2 Supporting Your Clients

We understand the operational reality of running outbound for multiple businesses at once: every client has different sending limits, different risk tolerances, and different deliverability considerations. There is no universal outbound setup — which is exactly why InfraSuite offers flexibility built into the subscription model.

We can structure custom mailbox packages based on:

• Engagement duration (short-term blitzes vs. long-term retainers)
• Sending requirements (daily volume, warm-up speed, domain rotation strategy)
• Client size (one-off founders vs. enterprise outbound programs)

For clients who rely on you to deliver results, our job is to make sure you always have the sending power required to execute — without rushing, overextending domains, or risking unnecessary deliverability issues.

We allocate mailbox capacity and sending volume based on your downstream needs and make sure each of your client campaigns runs on a clean, stable, properly warmed environment.

InfraSuite is designed to be the “quiet engine” behind your outbound — predictable, invisible, and reliable — so you can focus on results rather than technical maintenance.

3. Infrastructure Basics

InfraSuite provides a complete, done-for-you mailing environment designed specifically for outbound operations. This section explains how our system works, what is included in each environment we build for you, and what the process looks like every time you request additional sending capacity.

Our goal is to keep the technical layer entirely off your plate while giving you predictable, stable, high-trust mailboxes that can support ongoing outbound campaigns.

3.1 What a single Domain Includes

Each environment we provision for you is built on a standardized structure designed for stability and deliverability. Every “tenant” we create on your behalf contains:

• 1 domain
• 99 Outlook mailboxes
• 5 emails per mailbox per day (default sending behavior)
• ≈ 495 total emails per day per domain when fully warmed and active

This structure ensures consistency across your entire outbound setup while giving you enough daily volume for client campaigns, agency operations, or internal outbound initiatives.

All provisioning, formatting, configuration, and warm-up processes are handled entirely by InfraSuite. You do not need to manage any backend setup.

4. Domain Acquisition

Your domains are the foundation of your outbound environment. Even with the most stable mailbox provider, domain quality directly impacts deliverability, inbox placement, and the lifespan of your sending infrastructure. This section outlines how to select domains, structure your domain inventory, and maintain long-term hygiene using the systems we recommend.

Our goal is to make sure you understand how to choose the right domains — because strong domains dramatically improve mailbox performance and reduce the risk of early decay.

4.1 Domain Best Practices

Before requesting mailboxes from InfraSuite, it’s important that your domains follow a set of rigorous best practices. These standards were built from years of sending experience and thousands of domains tested in real-world outbound environments.

We strongly recommend using our Domain Bank Google Sheet to track every domain you purchase. It allows you to organize, manage, and monitor domains throughout their lifecycle.

Core Domain Principles

To maintain domain health and maximize deliverability:

• Prefer .com domains

These are the gold standard for trust and inbox placement.

• Until we Validate other TLDs - Avoid low-quality or “cheap” TLDs

Examples: .info, .cc, .xyz, .site, .click, etc. These are historically associated with spam and are heavily scrutinized by filters.

• Avoid numbers, hyphens, or unusual characters

These patterns reduce trust and may trigger negative spam signals.

• Keep names simple, branded, and natural

A domain should look like a real company’s secondary or tertiary domain — not a throwaway asset.

Following these practices ensures every domain you submit to InfraSuite has the best possible foundation for inbox performance.

4.2 Domain Portfolio Strategy

Professional outbound operators don’t buy domains chaotically — they build domain portfolios.

Each portfolio serves a different strategic purpose, and using the Google Sheet we provide, you can easily track and manage all of them. We recommend maintaining multiple domain groups, such as:

Aged Domain Portfolio

• Domains that already have history and trust.
• Ideal for high-deliverability campaigns or when launching new client accounts.

Fresh Domain Portfolio

• Newly purchased domains to be activated and warmed over time.
• Useful for scaling, rotation, or future sending volume.

Future Portfolio Options (Optional / Advanced)

• Warmed Portfolio — domains already in active use
• Retired Portfolio — domains that have reached end-of-life
• High-Trust Portfolio — your top-performing domains
• Experimental Portfolio — used for testing new patterns or angles

We recommend duplicating your Google Sheet tabs and creating a clean system for each portfolio. This ensures you always know which domains are available, which are warming, and which are active.

4.3 Recommended Registrar

We strongly recommend purchasing domains through Spaceship for several reasons:

• Cost efficiency — simple, fair pricing without unnecessary add-ons
• Clean UI — easier bulk purchasing and management
• Longevity — no unexpected limitations or restrictions
• No forced Google Workspace upsells — unlike some registrars that require you to purchase costly mailbox packages with each domain

Spaceship provides the best combination of user experience and outbound compatibility for our clients.

4.4 Why Avoid Cheap TLDs

Cheap or uncommon TLDs often appear attractive due to low pricing, but they come with significant drawbacks:

• Higher deliverability risk
• Shorter lifespan
• Poor alignment with infra hygiene
• Only suitable for advanced operators

Many of these extensions are overused by spammers. They tend to burn out more quickly, even with good sending practices, and they do not align well with clean, long-term sending environments. Teams who understand domain turnover, aggressive rotation, and risk management may use them — but they are not advisable for most subscription clients.

For long-term stability, .com domains remain the standard.

How to Receive Your Mailboxes

To ensure your mailboxes are created correctly and integrated smoothly into your sending tool, we follow a standardized onboarding process inside Slack.

This section outlines exactly what we need from you, what you will prepare in advance, and how we ensure each environment is structured using our best practices for deliverability and long-term domain health.

The system is intentionally simple. Your only responsibility is to prepare the required domains and CSV files — our team will guide you through the remaining steps.

What You Must Submit in Slack

All provisioning begins inside your private InfraSuite Slack channel.

Please submit the items below in one message or a short sequence of messages to keep your onboarding clean and organized.

(1) Your Domain Registrar

Let us know where your domains are registered.

This helps us anticipate:

• DNS propagation timing
• Registrar-specific behavior
• Expected setup timelines

Recommended registrar: Spaceship.com

Best Practice:

If possible, purchase and “age” your domains for ~30 days before activating them. Simply letting them sit unused improves long-term trust.

You should also build a domain portfolio over time — consistently buying and aging .com domains gives you a strong pipeline for future rotation.

(2) The Domains You Will Use for Gold (20 + 1)

For the Gold Package, you must provide:

• 20 domains that will be used for your mailboxes
• 1 additional domain reserved for long-term deliverability support (this domain should not be used for sending)

You only need to provide this additional domain once, future subscriptions will not require you to constantly provide additional domains.

Your 21st domain should be:

• As close as possible to your real company’s primary domain
• Clean, natural, and trustworthy
• .com preferred

Example:

Your company’s primary website domain: xyz.com

Your 21st domain: xyzkeyword.com

We will use this long-term domain internally for stability and deliverability purposes. You do not send from it.

(3) Create Your CSV Files Using the InfraSuite Persona Generator

Before submitting in Slack, you must generate 20 CSV files — one for each sending domain.

You will use the InfraSuite Outbound Utility Toolkit.

This tool automatically generates:

• 99 mailbox variations
• Clean persona formatting
• Secure passwords

Important:

A first name + last name often isn’t enough to create 99 clean variations.

We recommend adding a short, relevant “anchor word” tied to your:

• Abbreviated industry term (ie. “cap” for capital)
• Brand initials (ie. Capstone Capital = “cc”)
• Middle name (ie. John "Michael" Smith)

Avoid anything spam-adjacent or artificial.

You only create CSVs for the 20 outbound domains. Do not generate a CSV for the 21st long-term domain.

Once all 20 CSV files are generated, submit them in Slack along with your domain list.

(4) Update Your Name Server (NS) Records

After receiving your domains and CSV files, our team will provide you with the exact name server records you must apply.

You will:

• Update the NS records for all 21 domains
• Confirm in Slack once all records have been changed

We cannot proceed until all NS records have fully propagated.
Our team will inform you of any potential errors during propagation before moving to the next step.

What InfraSuite Does Once You Submit Everything

After receiving your registrar, 20 + 1 domains, 20 CSV files, and your confirmation of NS updates, here’s what happens next:

1. We verify all domains, CSV files, and NS changes.
2. We validate your CSV formatting and prepare your mailbox structure.
3. We’ll notify you once the CSV’s you submitted are ready for you to begin importing to your sending tool & enabling warmup.
4. If any of the CSV’s you submitted contained any mistakes, we’ll send a revised version to you.
5. You manually import these CSV files into your sending tool.
6. Please follow the warmup settings provided to you in the section below.

You do not need to adjust anything beyond these steps unless instructed.

6. Warm-Up Settings

Warm-up configuration is one of the most important components of creating a stable, long-term outbound environment. Because mailbox behavior and deliverability conditions shift over time, InfraSuite provides a standardized set of best practices that you should apply across all sending tools (Instantly, Smartlead, Bison, PlusVibe, etc.).

Below are the exact settings we recommend for both campaign behavior and warm-up behavior. Please implement them consistently across every mailbox you operate.

6.1 Campaign-Level Settings (Cold Email Sending)

These settings apply to the actual outbound campaigns, not the warm-up engine.

Daily Limit:

• Never exceed 5 cold emails per mailbox per day.

Sending Pace:

• Do not send your 5 emails in a tight burst.
• Minimum recommended interval: 55–75 minutes between sends.
• Avoid rapid firing (e.g., every ~30 minutes), as it completes all sending activity in 2–3 hours and creates unnatural patterns.
• Ideal total send window: minimum 4-8 hours per day.

Campaign Ramp-Up:

• You don’t need to apply the campaign-side “slow ramp-up.”
• All ramp-up should happen inside the warm-up settings, not the campaign engine.

Inbox Placement Tests:

• If your tool auto-generates a number, manually set Inbox Placement Tests = 0.
• Some tools default to 10 if the field is blank — always set to 0.

Tracking Settings (Mandatory):

• Disable custom tracking domains
• Disable open tracking
• Disable click tracking

Tracking is one of the fastest ways to trigger spam filters. Do not use it under any circumstance.

6.2 Warm-Up Settings (Mailbox Health & Reputation)

These settings apply to the warm-up engine only.

Warm-Up Daily Limit:

• Maximum of 10 warm-up emails per mailbox per day.

Slow Ramp-Up:

• Enable “Slow Ramp-Up” (or disable “Skip Ramp-Up,” depending on your tool).
• Increase sending by +1 email per day, per mailbox, until you reach the limit of 10.

Reply Rate:

• Set warm-up reply rate to 30–35%.

Advanced Warm-Up Settings:

If your tool offers these options, apply them as follows:

• Read Emulation: Enabled
• Spam Protection: 100%
• Mark Important: 30%
• Warm-Ups on Weekends: Enabled (you can send warm-ups 7 days/week)
• Custom Tracking Domain for Warm-Ups: Disabled
• Tracking Opens/Clicks: Disabled

Warm-Up Filter Tag:

If your tool allows Warmup filter tags, create a unique tag and use a word or phrase you would never include in a real email.

Warm-Up Duration:

• Warm up every mailbox for a minimum of 14 sending days before beginning any cold outbound campaigns.
• Never disable warmup on your mailboxes, even if they’re not being used in a campaign.

6.3 Bulk Editing Warm-Up Settings

If you use the same persona across multiple domains (for example: one persona duplicated over 2–4 domains), most sending platforms allow you to filter by that persona and bulk-edit its warm-up settings.

This feature is purely for convenience — it saves time and reduces manual mistakes.

We recommend:

• Filtering your mailboxes by persona (so only the relevant ones appear)
• Applying your warm-up settings in one bulk action
• Double-checking that each mailbox inherited the correct settings
• Making sure no mailbox is left on default settings by accident

Bulk editing doesn’t change performance or deliverability — it simply makes setup faster, cleaner, and more consistent across the mailboxes tied to the same persona.

Summary

Across all tools and environments:

• 5 cold emails/day per mailbox (campaign level)
• 10 warm-ups/day with +1/day ramp-up (warm-up level)
• Pacing of 55–75 minutes between campaign sends
• No tracking of any kind
• Warm-ups run 7 days/week
• Warm up for at least 2 weeks before sending cold emails and never disable warmup.

These settings provide the safest, most stable long-term performance for Outlook-based sending environments and dramatically reduce the likelihood of reputation decay.

Sending Best Practices

InfraSuite provides your infrastructure — but the health of your domains also depends on how you use them. To maximize lifespan and protect deliverability, follow these core rules:

Golden Rules for Healthy Sending

• Avoid spammy or overly aggressive copy
• Avoid heavy spintax or untested variations
• Avoid low-quality lead sources
• Favor conservative, stable sending strategies
• Monitor replies and engagement to ensure quality signals

Outlook heavily rewards accounts that follow predictable, low-risk patterns.

Domain Rotation Protocol

For long-term health, you should rotate domains regularly:

• Keep ~25% of your domains as a rotation buffer
• Replace aging domains with fresh ones periodically
• Retire domains from active sending when performance declines

With proper rotation and conservative sending, a .com domain can last a very long time — far longer than typical mailbox providers achieve.

Domain Replacement Policy

InfraSuite operates on a transparent, stability-focused replacement system.

Because domains—not individual mailboxes—are the true unit of deliverability health, all replacements are handled at the domain level, not the mailbox level.

This section explains:

• When InfraSuite replaces a domain for free
• When replacements cost $10 per domain (one-time)
• How responsibility is determined
• Why individual mailbox replacements are not offered
• How timing, warm-up behavior, and campaign activity affect eligibility

1. We Do Not Replace Single Mailboxes

If a mailbox becomes unusable, it is almost always a symptom that the entire domain has begun to decay, or that warm-up or campaign activity created negative trust signals.

For this reason: InfraSuite only replaces full domains — never individual mailboxes. Mailbox-level issues are domain-level issues.

2. Free Domain Replacement (InfraSuite Covers 100%)

A domain qualifies for a free replacement only if all conditions below are true:

• It is within the first 2 weeks of warm-up
• You strictly followed all warm-up settings in the Warmup Settings section.
• You did NOT begin normal cold email sending yet
• The failure clearly originates from infrastructure behavior, not usage
• You followed all of the domain TLD & registrar best practices (ie. not using .org domains from namecheap)

If all requirements are met, InfraSuite considers the domain failure our responsibility, and we replace it free of charge.

We can easily determine this because:

• Domains that fail during warm-up with perfect settings follow a very predictable pattern
• Deliverability logs show whether warm-up rules were followed
• Premature decay without any outbound activity indicates infra-level issues

If we determine the failure was infra-related, there is no charge.

3. Paid Domain Replacement — $10 per Domain (One-Time)

If a domain does not meet the eligibility criteria outlined above, the replacement simply falls under our standard policy of $10 per domain replacement.

InfraSuite Help Center

If you ever want deeper context on outbound best practices, infra hygiene, or sending strategy, you can visit the InfraSuite Help Center. Nothing in the document mandatory — it’s simply a collection of insights from real operators, long-term senders, and client environments that may be useful as you scale.

Visit the Help Center

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