FAQ & Troubleshooting

LeadFlowX uses a managed AI backend that handles enrichment, intent scoring, and outreach drafting. The platform takes care of all AI configuration — you just focus on your leads.

Leads are deduplicated by email. If a duplicate arrives and the existing lead is in an early stage (Inbound, AI Qualifying), the data is merged. If the existing lead is in High Intent or Ready for Human, the duplicate is rejected and shown in the Pipeline page's Duplicates modal.

That could be due to various reasons, such as API connectivity issues. You can also retry failed leads using the 'Retry Failed' button in the queue.

Go to the AI Agents page. In the AI Processing Queue section, click the red 'Retry N Failed' button. This resets failed items and immediately triggers reprocessing.

Yes. Select 'SMTP' as the provider and enter your SMTP host, port, username, and password manually. The IMAP auto-detect will try to find your IMAP settings automatically.

The queue runs on its own every couple of minutes. If Auto-Process is enabled, leads are processed immediately when they arrive. Otherwise, click 'Process Now' in the queue.

LeadFlowX checks your connected inbox for new replies every few minutes. Each reply is matched to the right lead, analyzed for sentiment by AI, and triggers automatic actions: positive replies move the lead to 'Ready for Human', while negative replies pause the sequence.

SMTP and IMAP passwords are encrypted before storage. They are never shown in plain text — the UI only displays masked values.

Yes. Upload your company logo under Settings → Branding (PNG, JPG, SVG, or WebP up to 512KB) and it appears in your email headers and across your capture, QR, booking, and form pages. Under Settings → Templates you can create a Custom style with your own header, accent, background, text, and button colors. Paid plans send unlimited branded, custom-styled emails; free accounts get 5 custom-styled sends to preview the full experience.

Free workspaces can create custom styles and send up to 5 custom-styled emails total, so you can see branded outreach in action before subscribing. It's a lifetime allowance per workspace — deleting and recreating templates does not reset it. After 5 sends, emails use the standard platform style until you upgrade to Monthly or Yearly for unlimited branded sending.

Yes. Mark any template as the default from the Email tab in Settings, and it's applied automatically — including its custom colors — when you compose outreach on a lead. You can still pick a different template per email, and change the default at any time.

Yes, we display advertisements through Google AdSense to support the free tier and ongoing development. Ads are shown only in the dedicated ads page and is styled to display appropiately. You can opt out of personalized ads through Google's Ad Settings at google.com/settings/ads.

You can opt out of personalized advertising by visiting Google Ads Settings (google.com/settings/ads) or www.aboutads.info/choices. This won't stop ads from appearing, but they will be less relevant to you.