Cold Email Secrets: Switching From Instantly to HighLevel for Lead Gen

How we handle the email thread change

One common worry is this: when we move the conversation from the original sending address in Instantly to the workspace address in HighLevel, the thread will be different. Will the contractor be confused? Will the reply get lost? In over a year and a half of using this system, we have not had a single lead complain about this.

“I've not ever once had that ever brought to my attention by any contact.”

Here’s why we think it’s not a problem:

• All our cold sending domains redirect to the main brand site. If a prospect checks the sending domain, they land on our main site (for example, treehq.com). That keeps brand clarity.
• The message and brand are consistent. Even if the address changes, the recipient recognizes the company.
• People rarely check the exact sending address. They focus on the message and the brand name.

Domain strategy we use

We use multiple sending domains for cold email. Examples might include treehqmail.com, treehqmail.net, and similar. Each cold sending domain redirects back to the main site. That means a prospect who clicks a domain from an email will still get to the same place—our directory listing or homepage.

The tradeoff: automation and control vs staying in one thread

Yes, we lose the tidy single-threaded email history when we switch from Instantly to HighLevel. But the tradeoff is worth it. We gain full automation inside HighLevel. We can create cards, assign tasks, and track progress without a VA logging into Instantly and copying replies manually.

We prefer to have the work managed inside HighLevel. That way we avoid the extra manual step of a VA handling replies inside Instantly. Automations keep things moving and reduce the chance of human error.

When the tradeoff might matter

There are edge cases. If a small number of prospects demand perfect email threading, you can handle those manually. But in our experience, that rarely happens. More often, trying to solve every hypothetical problem stops progress.

“If we wait till everything is just right, you never get started. Ready, fire, aim.”

How to set up the same flow step-by-step

We like simple steps. Here’s the flow you can copy:

1. Create your cold email sequences in Instantly and use a set of sending domains that map to your brand.
2. Set up an inbound webhook in Instantly to trigger a HighLevel workflow when a reply arrives.
3. In HighLevel, make the workflow create a contact and then create an opportunity card in the right pipeline stage (for example, Lead Replied).
4. Have the workflow send a notification or task to your VA for lead processing (research + directory optimization).
5. Configure your workspace SMTP in HighLevel (use an address like [email protected]) so that all future emails send from one place.
6. Test the flow with a few seed replies to make sure everything creates correctly and notifications trigger.

When you test, look for these things:

• Does the contact appear in HighLevel with the right details?
• Is the opportunity card placed in the correct pipeline and stage?
• Does the VA get the notification with clear instructions?
• Are follow-up emails sent from the workspace address via SMTP?

How we handle mistakes and why action matters

We are not afraid to make mistakes. We set things up to a minimum viable level and then launch. When something breaks, we fix it fast. This approach gave us better results than waiting until everything was perfectly planned.

One real example: we hired a salesperson who kept delaying campaigns because of “what if” scenarios. He would change plans right at the starting line. After many cycles of never launching, we had to let him go. We want people who move, test, and learn.

“My philosophy is ready, fire, aim.”

Common objections and our responses

Here are the usual worries people bring up and short answers based on our experience:

• Will prospects be confused by a new email address? In practice, no. Brand consistency and redirects handle that. We haven’t had a single complaint.
• Isn’t it risky to stop using a single thread? Only if you make a point of letting a few edge cases stop the whole campaign. Use automations and monitor for real issues.
• Can a VA manage replies in Instantly instead? Yes, but it adds manual steps and more chances for mistakes. We prefer automated handoffs to HighLevel so the VA works inside one system.
• How do you keep deliverability high if you switch domains? Use well-configured sending domains, rotate responsibly, and keep tracking metrics in Instantly.

Best practices for this setup

• Keep your brand name consistent across sending domains so prospects recognize you.
• Redirect cold sending domains to the main site so any curious clickers land on a brand page.
• Automate the contact and opportunity creation in HighLevel to remove manual steps.
• Create a clear VA task template: research the company, update the listing, publish, and mark the opportunity ready for follow-up.
• Monitor the first 100 replies closely. If one pattern of confusion shows up, fix it quickly.

What to watch for in the first weeks

When you launch this flow, watch three things every day for the first two weeks:

1. Reply volume and where replies show up (Instantly vs HighLevel).
2. Whether opportunity cards are created correctly and assigned to the right VA.
3. Any messages from prospects mentioning confusion about who they are talking to.

If you see confusion, you can do small fixes fast. For example, add a short first-line in your HighLevel follow-up like: “Thanks for replying to our outreach from [original email]. This is [name] at [brand]. I'll handle this thread from here.” That simple line clears doubts and keeps the follow-up process inside HighLevel.

Conclusion

We get better results when we use the right tool for each job. Instantly is great for large-scale cold outreach. HighLevel is better for managing leads, automations, and team workflows. The small cost of starting a new thread is much less than the headache of manual handoffs. We recommend you set up a webhook, make HighLevel the home for replies, and run the process. Start small, watch the first replies, and fix anything real that pops up. Don’t let “what if” thinking keep you from launching.

FAQ

Will moving the conversation to HighLevel break things?

Not usually. The reply in Instantly triggers a webhook to HighLevel that creates the contact and opportunity. After that, HighLevel handles the follow-up. In our experience, prospects understand the brand and don’t complain about a new sender address.

What if a prospect asks why the email thread changed?

Use a simple one-line clarification in your first HighLevel message: explain you’re following up from the outreach sent earlier and you’ll handle things from here. That clears up any confusion in seconds.

Can we keep everything in Instantly instead?

Yes, you can, but it requires the VA to manage replies inside Instantly and then manually copy things into your CRM. That creates more manual work and more chances for mistakes. Automating into HighLevel saves time and keeps your pipeline consistent.

How do we set up the webhook from Instantly to HighLevel?

Set a reply action in Instantly to call a custom webhook URL that triggers your HighLevel workflow. In HighLevel, build a workflow that listens for the webhook, creates the contact, creates the opportunity, and sends the VA a task or notification.

What if replies go to different sending domains?

Make your sending domains redirect to your main brand site. That keeps the message consistent. The thread change is rarely an issue if your brand is clear and consistent across domains.

How should we train the VA?

Give the VA a short checklist: research the company (5 minutes), update or create the directory listing, publish it, and mark the opportunity ready for follow-up. Keep the steps simple and repeatable.

What is your final tip?

Start. Launch a small test and watch what happens. Fix real problems when they show up. Ready, fire, aim.