Managed Service Providers (MSPs) mostly rely on email to communicate with clients. This method has remained a vital part of building relationships, even in today’s social media age. However, with thousands of messages flooding inboxes daily, handling everything manually can quickly become overwhelming.
This is where email automation comes into play. By automating repetitive tasks and streamlining communication, MSPs can save time, reduce errors, and focus on delivering exceptional service to their clients.
In this article, we’ll explore top email automation tools designed to help MSPs optimize their workflows and enhance client communication.
Outline:
According to a study by McKinsey Global Institute, the average worker spends 28% of their time reading and replying to emails. This highlights the growing need for a solution that boosts productivity. For MSPs, email automation offers a game-changing approach—saving time, minimizing errors, and ensuring consistent, effective communication with clients.
The advanced automation tools that are now available can handle everything from onboarding emails to client follow-ups. With the right software, MSPs can send customized emails in bulk and improve their overall business efficiency.
With that said,, let’s explore the tools and software MSPs can leverage to automate email campaigns.
Best automation software for MSPs
MSP email tools are the foundation for managing their operations and providing excellent service to your clients. Here are some of the most used software categories with standout tools for managed service providers.
1. Email security tools
Security is a top-most priority. These tools help protect client data and networks while ensuring compliance. Some major names in this space are:
a) PowerDMARC
PowerDMARC focuses on improving email security by implementing DMARC, SPF, and DKIM protocols. It protects against email spoofing and phishing while enhancing email deliverability for clients. The features that make it stand out are:
- Hosted DMARC, SPF, DKIM, MTA-STS, TLS-RPT, and BIMI-managed solutions
- Detailed DMARC reporting and AI-driven analytics for email threats
- Comprehensive PDF reports
- Multi-tenant and multi-domain support for MSPs managing multiple clients.
- DMARC MSP program: MSPs can offer advanced DMARC protection to their clients, enhancing their security posture and driving revenue.
- Full-platform white labeling
b) SentinelOne
SentinelOne offers AI-driven endpoint protection to guard against malware, ransomware, and other advanced threats. It’s a powerful security solution for MSPs who prioritize proactive threat detection. Some unique features of this platform are:
- Autonomous threat resolution without manual intervention.
- Advanced AI to predict and prevent zero-day attacks.
4. Email automation tools
Email marketing automation tools help MSPs stay in touch with clients, nurture leads, and improve communication between MSPs and clients. The important names to remember in this category are:
a) Snov.io
Snov.io is an all-in-one email automation and lead generation tool. It helps MSPs simplify outreach campaigns, automate follow-ups, and track email engagement. This platform helps you put your sales on autopilot through email marketing.
With Snov.io, you get:
- Built-in lead generation tools to find potential clients quickly on LinkedIn or anywhere else on the web.
- Powerful customization features, such as Dynamic Content and Spintax, to help you send targeted emails.
- Multichannel outreach with automated LinkedIn actions.
- Deliverability features that will warm up your email account and help you avoid spam filters.
And much more.
b) HubSpot
The last software tool in this list is HubSpot, which is a powerful platform that combines email automation, customer relationship management (CRM), and marketing tools into one seamless solution. It helps streamline client communication, nurture leads and manage customer interactions for MSPs.
The key features of HubSpot are:
- Allows MSPs to create and schedule personalized email campaigns.
- Offers insights into email performance, including open rates, CTR, and engagement.
2. Remote monitoring and management (RMM) tools
First up are the RMM tools that allow MSPs to monitor and manage client networks, devices, and systems from a single point. These tools help identify issues, resolve them, and ensure uptime for client systems. Here are two of the most common names in this category:
a) Pulseway
Pulseway is a remote monitoring and management (RMM) platform designed for IT professionals and managed service providers (MSPs). It allows you to monitor, manage, and control your IT systems from anywhere, using a mobile device or desktop.
The key features of this platform are:
- Real-time monitoring
- Remote management
- Mobile apps and agents for various operating systems.
b) ConnectWise
ConnectWise is another RMM that offers a powerful suite for remote monitoring, incident management, and automation. Its user-friendly interface makes it easy to track client networks, maintain devices, and improve efficiency.
The unique features of ConnectWise are:
- Advanced analytics for performance insights.
- Seamless integration with other ConnectWise tools for a unified MSP experience.
3. Professional services automation (PSA) tools
Next in line are the PSA tools that are essential for MSPs to handle project management, billing, and service delivery. These tools ensure smooth workflows and help manage resources effectively. Some famous tools you can use in this category are:
a) Projectworks
Projectworks is a cloud-based Professional Services Automation (PSA) software designed to streamline operations for professional services firms, including those in engineering, architecture, software development, and management consulting.
Here are the key features of Projectworks:
- Easy-to-use time-tracking software
- Revenue forecasting
- Built-in reports.
b) Kaseya BMS
Kaseya BMS simplifies MSP business management by automating workflows and integrating project management with customer support. Its design makes it a great choice for MSPs especially the ones who are looking for budget-friendly PSA solutions.
The unique features of Kaseya BMS are:
- Advanced ticketing system to manage client requests.
- Efficient resource allocation for projects and tasks.
The power of email automation for MSPs
Email automation is a game-changer for MSPs. It saves time and improves overall business communication. Here’s a detailed analysis of why automated emails for MSPs are beneficial and how MSPs can use them effectively.
Benefits of email automation for MSPs
The various benefits of automating emails for MSPs are:
1. Increased efficiency
Automation is ideal for taking over repetitive tasks like sending onboarding emails or follow-ups. This reduces manual work and gives MSPs more time to focus on more important activities.
Research shows that businesses using email automation save up to 20 hours per week on various tasks, including communication.
2. Improved client communication
Automated emails ensure clients receive updates and notifications on time. Whether it’s service alerts or reminders, automation ensures clients receive the desired information in a timely manner. This helps build trust and improve business relationships.
3. Enhanced lead generation
Another benefit of using automation is that it helps capture leads through sign-up forms or free trials. Follow-up emails can nurture these leads with helpful content and convert them into paying clients.
4. Boosted sales and revenue
Customized marketing campaigns powered by automation help MSPs target the right audience with the right message. Automated upsell and renewal emails also improve sales and increase revenue without extra effort.
Use cases for email automation in MSP operations
Email automation has become a cornerstone for Managed Service Providers (MSPs) seeking to streamline operations and enhance client relationships. By automating key communication processes, MSPs can save time, deliver a more personalized experience, and ensure critical information reaches clients without delays.
Here’s where it’s used most commonly:
1. Automated client onboarding
We’ve always heard that first impressions matter, and with automation, that can be achieved in the best way. With automation, you can send welcome emails to every new client and guide them in using your services. This makes the onboarding process smooth and consistent.
2. Timely service updates and notifications
According to various surveys, approximately two-thirds of consumers expect companies to send highly relevant emails to readers. This highlights the importance of sending timely service updates and notifications about important service updates. With the help of automation, no one is left in the dark, thus improving transparency.
3. Personalized marketing campaigns
Email automation for MSPs helps them send targeted emails based on client preferences or behavior. For example, they can offer a service upgrade to clients nearing the end of their contract. Additionally, personalized emails positively impact email engagement rates compared to the generic ones companies usually send.
4. Efficient follow-up and lead nurturing
Because of email automation, lead nurturing becomes much more efficient as MSPs never lose touch with potential clients. It helps them send follow-up emails based on client actions, such as clicking on a service demo or downloading a brochure. This also keeps the sales funnel active without much manual effort.
Best practices for MSP email automation
Email transformation can transform how MSPs communicate with clients and manage leads. To make the most of email automation for MSPs, it’s essential to follow best practices that ensure your emails are effective, engaging, and results-driven. Below are five best practices to improve your email automation efforts.
1. Segmentation: target specific audience segments with custom messages
In segmentation, the companies divide their audience into smaller groups based on criteria such as industry, client needs, or the stage in the sales cycle. This technique allows MSPs to send custom messages to these groups that resonate with recipients and feel relevant.
For example, you can create segments for new clients, long-term clients,, or leads who have shown interest in a specific service. In fact, Mailchimp conducted research to prove this theory. It revealed that segmented campaigns have a 14.31% higher open rate and a 100.95% higher click-through rate than non-segmented ones.
2. Personalization: use dynamic content to create personalized emails
Personalization goes beyond addressing your recipient by name. With dynamic content, you can customize entire sections of your email based on user preferences, behaviors, and demographics.
For MSPs, this means highlighting a specific service relevant to a client’s needs or offering tips based on past interactions. A report by Twilio Segment reveals that 60% of consumers are inclined to become repeat buyers after a personalized shopping experience with a retailer.
3. A/B testing: experiment with subject lines, content, and send times
A/B testing involves creating two variations of an email and testing them to see which performs better. You can quickly test subject lines, email content, call-to-action placement, or even the time of day the email is sent.
For instance, sending one email with a professional subject line and another with a conversational tone to see which one generates more engagement.
4. Automation workflows: set up triggers based on specific events
Automation workflows are emails triggered by specific actions, such as a client signing up for a newsletter or simply clicking on a service demo. Because of this automation, MSPs can rest assured that their communication is timely without any manual effort.
For MSPs, common workflows might include a welcome series for new clients or reminders about contract renewals. Additionally, a study by Campaign Monitor showed that automated email campaigns generate 320% more revenue than non-automated campaigns and have a higher CTR of 119%.
5. Analytics and reporting: track key metrics to measure campaign performance
Tracking the performance of your email campaigns is essential if you want to improve their effectiveness. Use your automated MSP email tools to monitor metrics such as open rates, click-through rates, bounce rates, and conversion rates.
For example, you can experiment with different calls to action or email designs if your CTR rate is low. Data-driven decision-making is essential for MSPs if they want to succeed. In fact, companies that use email analytics see a 43% improvement in ROI for their campaigns, which is better than 21% for those who don’t.
Common issues for automated emails for MSPs
While email automation for MSPs offers significant benefits, it’s not without challenges. It’s quite crucial to address these common issues to maximize the effectiveness of your automated email campaigns. Here are those common problems:
1. Lack of personalization
One common issue is creating automated emails that feel generic or impersonal. Emails without personalization often fail to engage recipients, leading to lower open rates and CTR. As an MSP, you should know that recipients want content customized to their needs, preferences, and behavior.
Solution: Use personalization features in your automation tool. For example, adding the recipient’s name and referencing their specific services.
2. Technical difficulties
Setting up email automation can sometimes lead to technical challenges such as configuring workflows, integrating CRM systems, or ensuring emails are delivered without landing in spam folders. These issues can disrupt your communication efforts and cause frustration.
Solution: Choose a user-friendly email automation tool that integrates easily with your existing software. Also, test your workflows thoroughly before launching and monitor delivery rates to ensure emails reach the inbox.
3. Data privacy concerns
MSPs are responsible for handling sensitive client data. Email automation involves using customer information, and improper handling can lead to data breaches or violations of privacy regulations like GDPR or CCPA.
Solution: Ensure your email automation tool complies with data protection standards and encrypts sensitive information. Additionally, always get your clients’ consent before using their data for email campaigns.
A study by the Pew Research Centre revealed that 81% of Americans have concerns about how companies use the data they collect about them.
4. Measuring success
Another challenge in automating emails is accurately measuring the success of email automation campaigns. Many MSPs struggle to identify which metrics matter most or how to optimize campaigns based on performance data.
Solution: Focus on key metrics such as open rates, CTR, and conversion rates. Use A/B testing to identify what works best and analyze campaign reports regularly.
The future of email automation for MSPs
The future holds exciting advancements enabling MSPs to personalize communication and create engaging client interactions. Below are three critical trends that will shape the future of automated emails for MSPs.
1. AI-powered automation
Artificial Intelligence (AI) transforms email automation by enabling smarter and more efficient campaigns. With AI, MSPs can easily analyze customer data to deliver hyper-personalized emails tailored to individual client needs.
AI can predict what type of content will resonate with a client, suggest the best time to send emails, and even automate responses to common inquiries. In addition, AI-powered email systems can automatically recommend upsell opportunities to clients.
2. Conversational email
These types of emails are changing how MSPs interact with their clients. Also known as interactive email experiences, these emails are more than just messages someone can skip. They have content so that readers can easily take action within them, such as booking a meeting or interacting with a chatbot.
Benefits
- Improves client engagement with actionable content.
- Reduces friction with instant responses without going to external websites.
Example: As an MSP, you can send a service update email where clients can choose maintenance slots or provide feedback. And they do all of it without leaving their inbox.
3. Voice-enabled email
Voice technology is becoming quite popular for email automation. It allows MSPs to compose, schedule,, and send emailsusing only voice commands. However, this trend is impossible without virtual assistants and smart devices, which simplify workflows for busy professionals.
This is particularly beneficial for tasks that require precise communication and on-time follow-up.
Example: As an MSP, you can teach your employees to dictate an email update to clients through voice commands while doing other things as well. This will ensure timely communication without interrupting their overall work.
Key takeaways
Email automation offers MSPs a powerful tool for enhancing client communication, saving time, and improving overall efficiency. MSPs can focus on more critical tasks by automating key processes like onboarding and follow-ups.
Remember to consider email security as part of your automation strategy. This will ensure that your communications remain safe from potential threats like phishing and spoofing.
Start automating today and watch your MSP business thrive!
