Perfex CRM is far more powerful than most businesses realise when it comes to email communication.
Yes, you can:
-
- Send birthday wishes
-
- Automate follow-ups and reminders
-
- Trigger emails based on customer activity
However, in this guide, we are focusing on something every business needs: How to send a one-off promotional email or newsletter to a targeted group of customers or leads. This is one of the fastest ways to generate revenue using Perfex.
Why Targeted Emails Matter (Not Just Bulk Emails)
Most businesses send the same email to everyone.
That approach rarely performs well.
With Perfex, you can parameterise exactly who receives your email, which leads to:
-
- Higher open rates
-
- Better engagement
-
- Increased conversions
The more relevant your message is to the recipient, the better your results will be.
How to Set up your Email Section, so that you can send and receive emails from and to different email addresses.
Step 1: Create Your Promotional Email
Navigate to:
Menu → Email Templates→Email Templates
Create a new email template or update an existing one.
Key elements of an effective email:
-
- A clear and compelling subject line
-
- A strong opening that speaks to the customer
-
- A specific offer or message
-
- A clear call-to-action
Example:
Subject:
Special Offer: Book Your Next Service This Month
Body:
Hi {contact_firstname},
We’re running a limited-time promotion for our valued customers.
Book your next service now and secure your preferred time slot.
Step 2: Define Exactly Who Will Receive Your Email
Navigate to:
Menu → Mail Timer→ top right button [+Add Mail Timer]
This is where Perfex becomes particularly effective.
Instead of sending emails to everyone, you can filter your audience using specific parameters.
Customer Filters
-
- Customer Group
For example: Residential, Commercial, VIP
- Customer Group
-
- Ignore Clients
Select customers who should not receive the email
- Ignore Clients
Lead Filters
-
- Lead Status
For example: New, Contacted, Proposal Sent
- Lead Status
-
- Lead Source
For example: Website, Referral, Advertising
- Lead Source
-
- Lead Tags
For example: High Value, Interested, Follow-up Required
- Lead Tags
This allows you to run highly targeted campaigns such as:
-
- Promotions to warm leads only
-
- Offers to existing customers only
-
- Reactivation campaigns for older prospects
Step 3: Control How and When Emails Are Sent
Perfex allows you to control how your emails are delivered, which is important for both performance and deliverability.
You can configure:
-
- Sending Date
Select the exact date your campaign will be sent
- Sending Date
-
- Sending Hour
Choose the most effective time of day
- Sending Hour
-
- Number of Emails per Batch
Limit how many emails are sent at once
- Number of Emails per Batch
-
- Send Every X Minutes
Space out batches to improve delivery success
- Send Every X Minutes
Example:
-
- Send 50 emails
-
- Every 5 minutes
-
- Starting at 09:00
This approach helps:
-
- Improve deliverability
-
- Reduce the risk of emails being flagged as spam
-
- Maintains server stability
Step 4: Send Your Campaign
Once everything is configured:
-
- Select your filtered audience
-
- Choose your email template
-
- Apply your sending settings
-
- Send the campaign
Step 5: Follow-Up (Recommended)
Although this is a one-time campaign, follow-ups can significantly improve results.
A simple approach:
-
- Day 1: Initial promotion
-
- Day 15: Reminder
-
- Day 30: Final message
Consistent follow-up often makes the difference between low and high conversion rates.
- Sending emails to everyone without segmentation
- Sending all emails at once without batching
- Not following up after the initial email
Real Business Example
For a service-based business:
- Send a promotion to customers who have not booked in the last 30 days
- Exclude customers who were recently serviced
- Target leads tagged as “Interested”
This creates a highly relevant campaign that is far more likely to convert.
Pro Tip
Perfex is not just a CRM — it is a communication and revenue tool.
Businesses that consistently:
- Stay visible
- Follow up
- Send relevant offers
will always outperform those that do not.
What You Can Do in Perfex (Beyond This with PERFEX from the email side)
Perfex offers significantly more than one-off campaigns. You can also:
-
- Send automated birthday emails
-
- Trigger follow-ups after invoices or completed jobs
-
- Schedule reminders at specific intervals
-
- Request reviews after service delivery
-
- Work your email boxes from within PERFEX CRM
These features are extremely powerful; however, for this article, we are focusing specifically on manual promotional campaigns.