Your outbound system, in one view
Tell us who you sell to and how many of them you want to reach each month. You get the monthly cost of everything it runs on, the people it actually emails to get there, and the meetings, pipeline and revenue that should come out of it.
Who do you sell to?
Who runs it?
Where these numbers come from
- 3.4% reply rate. The 2026 business-to-business cold email benchmark average, down from 5% in 2025 and 8.5% in 2019. Top performers reach 8 to 12%.
- 20% of replies are positive. An analysis of more than two million cold emails put the figure near 14%. Strong campaigns reach 50%. The page uses 20%.
- 50% of positive replies become a held meeting. The rest cancel, no-show or go quiet.
- 30 safe sends per mailbox per day. The conservative standard for cold sending from a warmed mailbox. Technical limits are far higher, deliverability limits are not.
- Every tool price was read from the vendor's own pricing page rather than a comparison article, and each one is editable in the section below.
- At these defaults, 2,100 contacts produce 7.1 held meetings. That is 0.34% of contacts, against a published contact-to-meeting range of 0.5% to 2.5%, so the funnel on this page sits below the benchmark rather than above it.
For whoever has to sign off on it Adjust every number
Start with what you want to send.
An account is one business you are trying to win, and it is worth one deal however many people you email inside it. Drive the model from whichever number you actually know. The other two are calculated from it.
The data stack depends entirely on your ICP.
This is where most cost estimates go wrong. Sending infrastructure is nearly identical for everyone. What changes is how hard your contacts are to find, and that difference is larger than the entire sending bill.
Sizing, derived from your volume.
Dashed fields are calculated. Type over any of them to override, and the badge turns gold so you can see what you have changed.
Domains, inboxes, sending software. Everyone pays these.
Domain pricing is the one line that changes materially in year two, which is why the rotation toggle sits here rather than in a footnote.
Sourcing, verification, enrichment.
Smartlead sends. It does not tell you anything.
There is no "email me when a lead replies", and a campaign that auto-pauses on its own bounce protection does not notify you either. Two n8n workflows on Smartlead's webhooks fix both: one fires on a reply, one fires only when a campaign moves to paused. They share one webhook address, so a new campaign is a settings change rather than a new workflow.
What the spend is supposed to buy.
Cost only means something next to what it returns. These defaults are conservative industry benchmarks, not promises. Replace them with your own numbers the moment you have them.
Cost per contact, and per meeting
The line item nobody budgets for Your warmup timeline, from today
This is the single most common reason an outbound engagement feels like it failed at week four. The client counts from the day they paid. The system counts from the first send, which is three weeks later. Both parties are looking at the same campaign and reading completely different results.
Read this before you set expectations.
Verified 21 September 2026 Domain pricing, and why year two moves
Registrar pricing at Spaceship, checked live. The pattern is consistent across registrars even where the exact figures differ: the cheaper the first year, the steeper the renewal. This is the table behind the rotation toggle.
| Extension | First year | Renewal | Renewal premium | Best for |
|---|
The counterintuitive part. Cheap first-year extensions are only cheap if you
rotate. Keep a .online for two years and it costs more than a .com.
Flat renewers like .us, .net and .biz cost more on day one
and less every year after, so the right extension is a function of the rotation toggle above,
not a matter of taste.
Sources Every default price, and where it came from
Published list pricing as of 21 September 2026. Reseller, annual and legacy rates differ, which is exactly why every field on this page is editable.
| Tool | Default used | What it buys | Source |
|---|---|---|---|
| Google Workspace | $8.40 / inbox / mo | Business Starter, monthly billing. $7.00 on an annual commitment. Cold-email resellers sell the same mailbox at $1.50 to $4.50, which is why the field defaults to $3.50. | workspace.google.com |
| Smartlead | $39 / mo | Basic: 2,000 leads and 6,000 sends a month, unlimited inboxes and warmup. Pro is $94 for 30,000 leads. The calculator steps the tier up automatically when your volume outgrows Basic. | smartlead.ai |
| Instantly | $97 / mo | Hypergrowth: 100,000 emails and 25,000 contacts a month. $77.60 billed annually. | instantly.ai |
| Lemlist | $79 / user / mo | Email Pro monthly, $63 annual. Multichannel Expert is $109 monthly. Only 3 sending addresses are included and each extra mailbox is $9 a month, which is the line that decides the real cost at cold-email volume. | lemlist.com |
| Reply.io | $49 / user / mo | Starter billed annually, no multichannel or CRM sync. Professional is $89. Monthly billing runs 20 to 30% higher and LinkedIn automation is a separate $69 per account. | reply.io |
| HeyReach | $79 / sender / mo | Growth plan, billed per connected LinkedIn sender rather than per seat, about $59 on annual. This is LinkedIn outreach, so it normally sits alongside an email sequencer rather than replacing one. | heyreach.io |
| Salesloft | $150 / user / mo (estimate) | No published pricing. Every quote is custom. Reported ranges land at $150 to $165 per user a month on Advanced at the 10-seat minimum, with 8 to 12% annual increases standard. Treat the default as a placeholder, not a quote. | salesloft.com |
| Outreach | $110 / user / mo (estimate) | No published pricing. Amplify Core is reported at $100 to $120 per user a month on a mandatory annual contract, with a consumption-based AI credit layer on top. Treat the default as a placeholder, not a quote. | outreach.io |
| Outscraper | $9 / 1,000 records | $3 per 1,000 base Google Maps results, roughly $6 with email enrichment and $9 with verification added. First 500 free. Usage-based, so it scales with your sourcing volume rather than sitting flat. | outscraper.com |
| MillionVerifier | $3.90 / 1,000 credits | $39 for 10,000 credits, one-time, never expiring. Charged here per thousand so the monthly maths stays honest, but you buy it in lumps. | millionverifier.com |
| Apollo | $49 / user / mo | Basic on annual billing, $59 monthly. Professional is $79 annual and $99 monthly. Credits and seats are the costs teams underestimate. | apollo.io |
| Prospeo | $49 / mo | Starter, 2,000 credits a month, $37 billed yearly. One credit per email, ten per mobile number. Credits roll over. | prospeo.io |
| SalesQL | $39 / mo | Starter, but only 100 credits a month. Advanced is $79 for 300 and Pro is $119 for 600. Check the credit line before the price line, because these volumes are small for outbound. | salesql.com |
| Clay | $185 / mo | Launch: 2,500 data credits and 15,000 actions. Growth is $495 for 6,000 credits and 40,000 actions. The old $149 Starter tier is legacy and closed to new customers, so quotes citing it are stale. | clay.com |
| Apify | $29 / mo | Starter, where the fee is prepaid platform credit rather than a flat subscription. Compute units burn it down and unused credit does not roll over. Scale is $199. | apify.com |
| n8n | $7 / mo | Self-hosted Community edition is free with unlimited executions, so you pay only for a small server at roughly $5 to $10 a month. Cloud Starter is €24 monthly, about $26, for 2,500 executions. | n8n.io |
| SDR, US in-house | $110,000 / year | Base of $55,000 to $60,000 and on-target earnings of $83,000 to $95,000, loaded with 7.65% payroll tax, roughly $18,000 of health cover, $3,000 to $5,000 of tooling, plus recruiting and ramp. Published fully loaded ranges run $95,000 to $210,000. | SalesHive |
| SDR, offshore | $26,400 / year | $2,200 a month loaded for a dedicated offshore rep. Published ranges run $1,000 to $3,500 a month depending on region and whether management is included. | Remote Growth Partners |
| Domains | See table above | Spaceship registration and renewal pricing, read from each extension's own pricing page. | spaceship.com |
Prices move. If you are reading this long after 21 September 2026, treat these as a starting point and check the linked pages. Nothing here is a quote, an endorsement, or an affiliate link.