Build a daily automated prospecting routine

Most outbound fails because of inconsistency, not bad copy. A team sends a big batch on Monday, gets busy with replies on Tuesday, and forgets to follow up until the leads have gone cold. A routine fixes that. You describe the work once, and your prospecting agent runs it every weekday morning, the same way, whether you are in the office or not.

In this guide you will build a daily prospecting routine in Norixia’s visual builder, starting from the Daily prospecting template. Then you will add a second, smaller routine for reply triage, so the conversations your first routine starts never sit unanswered.

What you will build

The Daily prospecting template is described in the app as: “Every weekday: find 10 new qualified leads, send a personal first email, then follow up after 3 business days without a reply.” Here is the shape of it, step by step:

Trigger: weekdays at 09:00.
Source leads: find new leads that match your ICP.
Send an email: a personal first email to each lead.
Wait: 3 business days.
Condition: has the lead replied?
No branch: send a follow-up. Yes branch: create a task for you.
End.

Every node lives on a canvas. You drag nodes from the palette, configure them in the inspector, and connect Yes and No branches where a decision happens.

Before you start

You will get the most out of this guide if you already have:

A project with a completed setup, so the knowledge base holds your company, offers, ICP and tone.
A prospecting agent, for example the Léa agent from the starter team.
A connected mailbox, either Gmail (OAuth) or SMTP/IMAP.
An Apollo key, if you want to source from the B2B database. Web sourcing also works.

Tip: If your mailbox is new, keep warmup on. Norixia starts at 10 emails a day and adds 5 per day, which protects your domain while the routine ramps up.

Step 1: Create the routine from the template

Open your project, go to Routines, and pick Daily prospecting from the templates. Assign it to your prospecting agent. The canvas opens with every node already in place, so your job is to tune each one rather than build from scratch.

Step 2: Set the trigger

Click the Trigger node. The template uses a schedule trigger set to weekdays at 09:00, which the inspector reads as “Every week on Mon–Fri at 09:00”.

You can keep that, or adjust it to your audience:

Option	When to use it
Weekdays	The default for B2B outreach.
Daily	Rarely useful for cold email, since weekend sends tend to get buried.
Weekly	Good for slower, higher-touch campaigns.
Cron	When you need an exact custom schedule.

Keep in mind that the routine starts the work, but sending still respects your guardrails. By default, emails go out Monday to Friday between 09:00 and 18:00 in your workspace or project timezone, with random spacing of 90 to 300 seconds between sends. A 09:00 trigger fits neatly into that window.

Step 3: Describe your ICP in plain English

Click Source leads. This is where you tell the agent who to look for. Choose Apollo or web as the source, then write your ideal customer profile in natural language, the way you would brief a new teammate.

A vague ICP gives you vague leads. Compare:

Weak: “Tech companies in Europe.”
Strong: “Heads of marketing or growth at B2B SaaS companies in France and Belgium, 20 to 200 employees, selling to mid-market customers, ideally with an active blog.”

Add filters on top of the description when you have hard rules, such as country or company size. The plain-English part handles the nuance, the filters handle the non-negotiables.

Ten leads a day is a sensible starting volume. It is enough to build a pipeline over a month, and small enough that you can still read every draft while you build trust in the agent.

Tip: Norixia deduplicates by email, then by domain and lead type. An agent never takes a lead owned by another agent, so a daily routine will not keep re-contacting the same companies.

Step 4: Write the email instructions

Click Send an email. You are not writing a template here, you are writing instructions. The agent combines them with what it knows from your knowledge base (offers, selling arguments, objections, tone and signature) and with what it finds about each lead.

Variables let you anchor the email to the lead. For example:

Write a short first email (under 90 words) to {{lead.first_name}}.
Open with one specific observation about {{lead.company}}, based on
their website or recent news. Connect it to one problem our offer
solves for companies like theirs. End with a low-pressure question,
not a meeting request. Use our tone and signature from the knowledge base.

A few habits that tend to produce better first emails:

Ask for one thing. A single, easy question beats a calendar link in a first touch.
Keep it short. Most people decide in a few seconds whether to reply.
Be specific. One real observation about {{lead.company}} is worth more than three generic compliments.

This step also has an option to Always ask for approval. Turn it on if you want to review every first email, even when the agent runs on autopilot. It is a good default for the first couple of weeks.

Step 5: Wait 3 business days

The Wait node pauses each lead’s path. The template uses 3 business days, so an email sent on Thursday is checked the following Tuesday, not on Sunday.

Three business days gives people time to see and answer your email without letting the thread go cold. Business days are the right unit for most B2B outreach.

Step 6: Branch on “has replied”

The Condition node checks whether the lead has replied. It splits the path in two.

No branch: follow up

If there is no reply, the Follow-up node sends the next message in the thread. Norixia’s default follow-up sequence is bump, value, breakup, and follow-ups stop automatically as soon as a lead replies.

Give the follow-up its own angle instead of repeating the first email:

Bump: a short, friendly nudge in the same thread.
Value: a useful resource, insight or example relevant to {{lead.company}}.
Breakup: a polite close that leaves the door open.

Yes branch: create a task

If the lead replied, the Create a task node puts a task in your Todo. That way a human looks at every live conversation, and nothing slips through while the routine keeps prospecting.

Both branches then lead to an End node, which records the run as a success or a failure.

Step 7: Test, publish, and read the run history

Never publish a routine you have not tested. The builder gives you three buttons, in this order:

Save draft keeps your work without running anything.
Test runs the routine so you can check each step’s output.
Publish makes it live on its trigger.

After publishing, open the run history. Every run lists its steps, the tokens used and how long each step took. The routine page also shows a 7-day success rate and the number of runs in the last hour, day and week.

What to look for in your first week:

Source leads: are the leads actually in your ICP? If not, tighten the description.
Send an email: do the drafts sound like you? If not, refine the instructions or the Tone & signature section of the knowledge base.
Failures: open the failing step and read what happened before changing anything.

Every agent run is also logged with its token count and cost in USD, and the project overview compares LLM spend to a soft monthly budget, $50 per project by default. Nothing is blocked when you pass it, but it is a useful signal.

Add a reply triage routine

Your daily routine starts conversations. A second routine makes sure you handle them well. Norixia ships a Reply triage template, and you can also build one from a blank routine.

The core idea is simple:

Trigger: when a lead replies. You can filter by reply classification.
Condition: check the reply classification. Norixia classifies replies as Interested, Not now, Not interested, Unsubscribe or Out of office.
Actions: route each case. For example, create a task for Interested replies so you can answer quickly, and let the rest end cleanly.
End.

Here is one way to think about each classification:

Classification	Suggested handling
Interested	Create a task so you reply the same day.
Not now	Create a task to check back later.
Not interested	End. Follow-ups already stopped on reply.
Unsubscribe	End. Unsubscribes go to the suppression list automatically.
Out of office	End, or add a Wait and a gentle follow-up.

Norixia syncs inboxes every 5 minutes, so the triage routine reacts quickly. And because every send passes the same checks (suppression list, unsubscribed or already-replied leads, quotas, send window), a triage routine cannot accidentally email someone who asked to be left alone.

Tip: In Discussions, each email thread shows whether it is “Handled by agent”, “Needs you” or “Taken over”. Pair your triage tasks with the Take over toggle when you want to answer a hot lead yourself.

Keep the routine healthy

A routine is not something you set and forget. Spend ten minutes a week on it:

Check the mailbox health panel: bounce rate, replies over 30 days and today’s capacity.
Read a handful of sent emails and a handful of replies.
Update the knowledge base when your offer or objections change. Every agent in the project reads from it.
Raise volume slowly, only once replies look healthy and bounces stay low.

Try it in your own project

You can build both routines in about fifteen minutes, then let your agent run them every weekday. Start in Validation mode, review the first drafts, and switch to autopilot when you trust the output.

Create your free account and pick the Daily prospecting template on day one. To see everything the builder can do, visit Routines, or see how the pieces fit together on the Outbound page. For the email itself, cold email that gets replies explains the one observation, one question shape your agent should follow. New to Norixia? Start with the setup guide.