Frequently Asked Questions

General

What is OutSales?

OutSales is an AI-powered sales follow-up automation platform. It connects to your Pipedrive CRM and Gmail to automatically generate, review, and send personalized follow-up emails to your prospects. Learn more in What is OutSales?.

How does OutSales generate emails?

For each activity, OutSales collects data from your Pipedrive CRM (deal details, contact information, email threads, notes) and your Knowledge Base documents. It then uses AI (GPT-4o or GPT-4o Mini) to write a personalized follow-up email tailored to the specific prospect and conversation context.

Can I review emails before they are sent?

Yes. Each agent has an "Approve follow-ups" setting. When enabled, every AI-generated email pauses at the "Awaiting Approval" stage for your review. You can edit, approve, or regenerate the email before it is sent. See Reviewing Follow-Up Emails.

Can I send emails automatically without reviewing them?

Yes. You can turn off the "Approve follow-ups" setting in the agent's Settings tab. The AI will then generate and send emails without waiting for manual approval. We recommend using the approval flow initially to calibrate quality before switching to automatic mode.

Agents

How many agents can I have?

You can create multiple agents. Each agent can watch a different Pipedrive activity type and have its own configuration, prompts, and approval settings.

Can I have two agents watching the same activity type?

We recommend using one agent per activity type to avoid duplicate processing. If you need different handling for different scenarios, consider creating custom activity types in Pipedrive.

What happens if I deactivate an agent?

When you set an agent to inactive, it stops processing new activities from Pipedrive. Existing activities remain in their current stage and are not affected. You can reactivate the agent at any time.

Can I delete an agent?

Yes. Go to the agent's Settings tab and click "Delete Agent" at the bottom. You must type the agent's exact name to confirm. Deletion is permanent and removes all associated activity data, AI content, and Knowledge Base vectors. Your Pipedrive data is not affected.

Emails and Activities

What counts as a "credit"?

Each activity that reaches the "Completed" stage counts as one credit. This means one full cycle of: AI processing, email sent, activity completed, and next activity planned.

What happens when I run out of credits?

If you exceed your monthly credit allowance, additional activities are billed at the overage rate. The exact rate is shown on the Billing page. You can increase your allowance by purchasing additional seats or enabling the branding bonus.

Can I edit an AI-generated email before sending?

Yes. Open the activity in the Activity Drawer, click the Edit button (pencil icon), and modify the subject, content, and signature. Your edits are saved and used when the email is sent. See Reviewing Follow-Up Emails.

What if the AI-generated email is completely wrong?

You can regenerate the activity, which clears all AI content and reprocesses it from scratch using the latest CRM data. See Regenerating Activities.

How does OutSales handle email threads?

OutSales sends emails with proper threading headers so they appear as part of the existing conversation in both your and the prospect's inbox. The AI also reads previous email threads to maintain conversation continuity.

Integrations

Which CRM does OutSales support?

Currently, OutSales integrates with Pipedrive. The integration uses OAuth for secure access and automatically refreshes tokens.

Which email providers does OutSales support?

Currently, OutSales supports Gmail (including Google Workspace accounts). Emails are sent from your actual Gmail address using the Gmail API.

Will emails show as coming from OutSales?

No. Emails are sent from your connected Gmail account and appear as regular personal emails from your address. By default, a small "AI Generated by Outsales.ai" branding link is included in the email footer, but you can disable this in Settings > Billing (note: keeping it enabled earns you 200 bonus credits per month).

Does OutSales read all my emails?

No. OutSales only accesses email data associated with Pipedrive deals and activities. It does not read your full Gmail inbox.

AI and Customization

Can I customize the AI's writing style?

Yes. Each agent has three customizable AI prompts in the Settings tab. You can modify the system prompt to control the tone, style, length, and structure of generated emails. See Custom Prompts.

Which AI models does OutSales use?

OutSales uses OpenAI models: GPT-4o Mini (faster, lower cost), GPT-4o (more accurate), and GPT-4 Turbo. You can select a different model for each of the three AI prompts.

What is the Knowledge Base?

The Knowledge Base lets you upload documents (PDF, TXT, MD, DOCX) with company information, product details, or sales materials. The AI references these documents when generating emails, making the content more specific and relevant to your business.

What is the closing probability?

For each activity, the AI calculates a probability score (10-80%) indicating how likely the deal is to close. This score is based on engagement patterns, reply behavior, CRM notes, and deal data. See Closing Probability.

Billing

Is there a free trial?

Yes. New accounts start with a trial period that includes credits to test the platform. During the trial, the branding footer is required and cannot be disabled.

How do I get more credits?

You can increase your credit allowance by purchasing additional seats on your plan, or by enabling the branding bonus (+200 credits per month). Go to Settings > Billing and click "Manage Subscription" to adjust your plan.

What is the branding bonus?

By keeping the "AI Generated by Outsales.ai" link in your emails, you earn 200 extra credits per month at no additional cost. You can manage this toggle on the Billing page. See Billing and Credits.

How do I update my payment method?

Go to Settings > Billing and click the "Manage Subscription" button. This opens the Stripe billing portal where you can update your card, change your plan, or manage billing details.

Team

Can I invite team members?

Yes. Go to Settings > Team to invite team members by email. You can assign roles: Owner, Admin, or Member. Owners have full access to all settings including billing and account deletion. Admins can manage team members. Members have access to agents and activities.

What roles are available?

• Owner -- Full access to all features, billing, and account management. Can delete the organization.
• Admin -- Can manage team members and access all agent features. Cannot manage billing or delete the account.
• Member -- Can access and use agents and activities. Cannot access team management or billing settings.