Smartlead + Puzzle Inbox Setup for Agencies: Complete Guide

By Puzzle Inbox Team · May 20, 2026 · 7 min read

Agency setup guide for connecting Puzzle Inbox cold email inboxes to Smartlead with per-client workspaces and white-label client reporting.

Smartlead + Puzzle Inbox for Agencies

Cold email agencies running multi-client operations benefit from Smartlead's workspace features combined with Puzzle Inbox's pre-warmed infrastructure. This setup guide covers complete agency configuration.

Why This Stack Works for Agencies

• Puzzle Inbox provides bulk pre-warmed inboxes with WhatsApp support — agencies need fast reply when client inboxes have issues
• Smartlead provides per-client workspaces, white-label reports, and Master Inbox for reply ops
• Together: Operational efficiency + deliverability foundation for 5+ client agencies

Step 1: Plan Inbox Allocation per Client

Typical agency structure:

• Each client: 10-30 inboxes
• Mix of Outlook ($0.35) + Google Workspace ($3-4.50) per client based on ICP
• 3 inboxes per Google Workspace domain
• Up to 100 inboxes per Outlook domain

Step 2: Order Puzzle Inbox per Client

For each new client onboarding:

1. Provision new domains specifically for that client
2. Order Puzzle Inbox 10-30 inboxes per client
3. Specify client-relevant naming patterns (john.smith@trycompanyA.com)
4. Receive credentials in 24-72 hours

Step 3: Set Up Smartlead Agency Account

Visit smartlead.ai. Choose Pro plan ($94/month) or Custom for larger agencies.

Step 4: Create Workspace per Client

Settings → Workspaces → New Workspace:

• Name: Client name
• Configure white-label branding (logo, colors, custom domain for reports)
• Set client-specific permissions (who from your team can access)

Step 5: Connect Puzzle Inbox to Each Workspace

Per client workspace:

1. Settings → Email Accounts → Add Account
2. OAuth or SMTP/IMAP with Puzzle Inbox credentials
3. Connect all inboxes provisioned for that client
4. Configure Smart Sender Rotation

Step 6: Configure White-Label Client Reports

Per workspace → Reports settings:

• Upload client logo
• Set custom report domain (reports.clientname.com)
• Customize email templates
• Schedule weekly automated reports

Step 7: Build Client-Specific Prospect Lists

Per workspace, upload client's ICP-matching prospects from Apollo, Clay, or other data tool. Verify emails per workspace.

Step 8: Create Campaigns per Client

Per workspace → Campaigns → New Campaign. Sequences specific to client's offering and ICP. Connect to that workspace's Puzzle Inbox accounts only.

Step 9: Reply Ops via Master Inbox

Master Inbox aggregates replies across all client workspaces:

• Reply ops specialist views all replies from one interface
• Filter by client
• Auto-classify replies (interested, objection, unsubscribe)
• Route to per-client team or external email

Step 10: Client Reporting

Automated weekly white-label reports per client:

• Branded with client logo
• Custom domain (reports.clientname.com)
• Includes: sends, opens, replies, meetings booked, ICP performance

Operational Advantages of This Stack

Deliverability

Pre-warmed Puzzle Inbox accounts produce consistent 3-5%+ reply rates across clients vs 1-3% on self-warmed alternatives.

Onboarding Speed

New client onboarding: 24-72 hours from contract signing to first cold email send. Old setup process took 3-4 weeks.

Replacement Speed

When client inboxes suspend: Puzzle Inbox replaces within 24-72 hours. Smartlead workspace stays intact.

Support Speed

Puzzle Inbox WhatsApp support resolves issues in 15-30 minutes. Critical when clients have campaign emergencies.

Cost Analysis for 10 Client Agency

• Puzzle Inbox 200 inboxes (20 per client): $70-220/month
• Smartlead Pro: $94/month
• Apollo seats (3 users): $297/month
• Total: $461-611/month for 10-client agency cold email infrastructure
• Average revenue: $25,000/month from 10 clients at $2,500 each
• Margin: 95%+ on tools alone (before team costs)

Common Agency Setup Mistakes

• Mixing client inboxes across workspaces (compliance risk)
• Not using white-label features (lose client differentiation)
• Skipping Master Inbox setup (reply ops become impossible at scale)
• Using budget infrastructure to save money (kills client retention through bad results)