Xzeom User Guide

Xzeom is a fully managed AI sales platform. No installation, no API keys to manage — everything is pre-configured. This guide covers every feature from first login to running a fully automated pipeline.

What Xzeom does

Xzeom automates every repetitive task in B2B sales: finding leads, researching companies, writing personalised emails, managing follow-up sequences, syncing inbox replies, and analysing conversations — through 13 specialist AI agents that coordinate end-to-end.

4-Step Setup

Follow these steps in order. You only do this once.

1. Create your account

   Click Get Started on the homepage and register with your work email. You'll receive a verification code — enter it to complete signup. Your workspace is created instantly with all AI and research infrastructure pre-configured.

2. Open Settings and configure your workspace

   Click Settings in the left sidebar of the dashboard. Set up three things:

   • Email Accounts — click + Add Account, enter your email address and App Password (see Gmail setup below). This is the address Xzeom sends outreach from. Add up to 5 accounts for rotation.
   • Auto Sync Schedule — set how often Xzeom checks your inbox for replies. 4 Hours is recommended to start.
   • Contact Enrichment Boost — toggle on to enable Apollo and Hunter for finding verified emails and phone numbers during pipeline runs.
3. Set your platform context in ICP Builder

   Click ICP Builder in the sidebar. Fill in Business Name, Product Description (be specific — every agent uses this), and Target Market. Click Auto-Generate ICP. The AI builds your complete Ideal Customer Profile in about 15 seconds. Review each field, edit anything, then click Save ICP. Every lead in your pipeline will now be scored against this profile automatically.

4. Run your first pipeline

   Go to Lead Generation, describe your target market, and hit Generate. Pick a lead from the results and click Run Pipeline. All 6 agents run in real time in about 90 seconds. The first email is sent automatically when done.

Settings

The Settings page is the control centre for your workspace. Navigate here via the Settings icon in the left sidebar.

Email Accounts

Add the email addresses Xzeom will use to send outreach. Click + Add Account and fill in:

• Account Label — a name for your own reference (e.g. "Main Outreach")
• Your Name (From) — the name recipients see in their inbox (e.g. "Alex at Xzeom")
• Email Address — the sending email address
• App Password — for Gmail: Google Account → Security → 2-Step Verification → App Passwords → create one. Use this 16-character password, not your Google password.

The advanced section (collapsed by default) lets you change SMTP/IMAP host and port. Gmail defaults are pre-filled: smtp.gmail.com:587 for sending, imap.gmail.com:993 for inbox sync.

You can add up to 5 accounts. Xzeom rotates across all active accounts for follow-up sending, which improves deliverability and avoids daily sending limits on any single account.

Auto Sync Schedule

Controls how often Xzeom automatically polls your inbox for new replies and processes them. Options: Off, 1 Hour, 4 Hours, 12 Hours, 24 Hours, 3 Days, 7 Days.

When a sync runs, Xzeom imports new emails from outreach contacts, runs the Reply Intelligence agent to classify each reply, updates pipeline conversation states, and pauses follow-up sequences for any contacts who have replied.

Contact Enrichment Boost

When toggled on, the Contact Intelligence Agent queries Apollo.io and Hunter.io during each pipeline run to find verified email addresses and mobile phone numbers for the prospect. When off, it falls back to web search only. Toggle this on once you have active pipeline runs to improve contact-finding accuracy.

Sync Filters (optional)

Under the Auto Sync card you can add Track Only — Email Addresses and Subject Keywords filters. When set, Xzeom only imports emails matching those addresses or subjects — useful if your inbox also handles non-outreach email and you want to keep things separate.

ICP Builder

Your Ideal Customer Profile tells every agent who to target, how to score leads, and how to frame your outreach. It's the foundation the entire pipeline builds on. Set it once, refine it as you learn what converts.

Platform context fields

At the top of the ICP Builder are three free-text inputs that define your platform context — this context is injected into every AI agent in the system:

• Business Name — your company name
• Product Description — what you sell and who it's for. Be specific: "AI-powered virtual photoshoot platform for D2C fashion brands — eliminates expensive physical studios" produces far better scoring than "B2B SaaS".
• Target Market — who you're selling to, e.g. "D2C fashion brands, 10–200 employees, using Shopify"

Auto-Generate ICP

Click Auto-Generate ICP after filling in the three fields above. The AI infers a complete ICP spec including: target industries, company size range, ideal revenue band, geography, tech stack signals, pain points, and best job titles to contact. Takes about 15 seconds. A reasoning explanation is shown so you can see why each field was chosen.

Review and save

After generation, edit any field directly. Common adjustments: narrow the industry if too broad, adjust company size based on your real customer conversations, add specific tech integrations your buyers typically use, remove titles that don't champion your product. Click Save ICP.

How leads are scored

Lead Generation

Xzeom finds real companies that match your ICP using live web research — no static databases, no stale lists. Every result is sourced fresh at the time you run it.

1. Click Lead Generation in the sidebar

   You'll see a form with target market description and optional filters.

2. Describe your target market

   Be specific. "Series B SaaS companies in the US with 50–200 employees that use Salesforce and have hired SDRs in the last 6 months" generates far better results than "tech companies". Use the Suggest Market button to let the AI propose target segments based on your ICP.

3. Review and select leads

   Results appear as cards showing company name, domain, industry, size, why they match, and buying signals detected. Each lead shows an AI confidence score. Click Add to Pipeline on the leads you want, or click Run Pipeline to immediately start the 6-agent pipeline on a single lead.

What Xzeom researches per lead

Pipeline & Outreach

The pipeline runs 6 AI agents in sequence on a single lead — from research to 3 ready-to-send personalised emails — in about 90 seconds. You watch it happen live in the dashboard.

The 6 agents (in order)

1. ICP Scoring Agent

   Scores the lead 0–100 against your saved ICP. Returns a tier (1/2/3/Parked) with a written rationale. Parked leads are flagged and skipped from email generation.

2. Prospect Research Agent

   Builds a 360° dossier: company overview, recent trigger events, tech stack from their website, and specific "hooks" — angles that make your outreach relevant to what's happening at this company right now.

3. Contact Intelligence Agent

   Identifies the best person to reach: name, title, email, LinkedIn, and the specific angle to use when writing to them. Uses Apollo and Hunter for email verification when enrichment is enabled.

4. Email Personalisation Agent

   Drafts 3 emails using the research and contact data. Each email references something specific to this company — a recent hire, a product launch, a tech they use. Not a template — a unique email per lead.

5. Email Sending

   Email 1 is sent immediately via your connected SMTP account. Send time is randomised slightly to avoid spam filters. Xzeom rotates across your email accounts automatically.

6. Follow-up Sequencing Agent

   Schedules Email 2 for Day 3 and Email 3 for Day 7. They are queued in the Follow-up Queue and sent on schedule — unless a reply is detected, in which case the sequence is paused automatically.

Inbox Sync

Xzeom connects to your inbox via IMAP and imports all outreach-related emails. This keeps your pipeline state current and enables automatic reply handling.

1. Ensure IMAP is configured

   Go to Settings → Email Accounts and verify your account has the IMAP host and port filled in. For Gmail: imap.gmail.com, port 993. Use your App Password as the IMAP credential. Also make sure IMAP is enabled in Gmail settings (Settings → See all settings → Forwarding and POP/IMAP → Enable IMAP).

2. Run Inbox Sync

   Go to Inbox in the dashboard and click Sync Now. Xzeom fetches emails from your configured time range, imports replies to your outreach, and runs the Reply Intelligence agent on each thread. The sync log shows exactly how many emails were fetched and classified.

3. Automatic reply detection

   After syncing, the Reply Monitor classifies each reply: Interested replies trigger the Meeting Scheduler, objections trigger the Objection Handler, opt-outs pause the sequence. Pipeline conversation states are updated automatically.

Conversation Intel

Xzeom reads every email thread and classifies each conversation into one of 13 states — giving you a live view of where every prospect stands without reading a single email yourself.

The 13 conversation states

Running Analyse

Click Analyse Conversations to run the Conversation State Agent across all unanalysed threads. It reads the full context, assigns the correct state, writes a summary of what was said, identifies the next action needed, and gives an urgency rating. Run this after every inbox sync. Click any conversation to see the full email thread, AI classification reasoning, suggested next action, and sentiment score.

Follow-up Queue

Every lead that gets Email 1 automatically has Emails 2 and 3 queued here with scheduled send dates. The queue pauses automatically when a reply is detected.

1. View pending follow-ups

   Go to Follow-up Queue. You'll see all pending emails organised by send date. Each shows the prospect name, company, which email in the sequence it is (Day 3 / Day 7), and the subject line.

2. Review and edit before sending

   Click any follow-up to read the full email. You can edit the body before it sends. Emails marked Due are ready to go. Click Execute Follow-ups to send all due emails at once.

3. Automatic pause on reply

   After inbox sync, any lead who has replied has their queued follow-ups automatically set to Paused. This prevents sending a generic follow-up to someone who already showed interest — the Reply Monitor handles that conversation separately.

Autopilot

Autopilot is a background automation engine that runs your entire sales operation on a schedule — 24/7 — without you touching anything. Configure it once and your pipeline runs itself.

The 6 automation jobs

How to configure Autopilot

1. Open Autopilot in the sidebar

   You'll see a panel with all 6 automation jobs and their current status (running / stopped / last run time).

2. Enable each job

   Toggle on the jobs you want. Each has a configurable run interval (every N hours). Start with Inbox Sync (every 2h) and Follow-up Execution (every 24h). Add Lead Generation and Signal Monitoring once you're comfortable.

3. Set target region and market

   For automated lead generation, fill in the target region and market description that Autopilot will use when sourcing new leads daily.

4. Monitor the logs

   Go to Autopilot → Logs to see every job that ran, when it ran, what it did, and whether it succeeded. If a job fails, the log shows the error.

Sales Copilot

The Sales Copilot is a conversational AI with full visibility into your live pipeline. Ask it anything about your leads, conversations, and performance — it answers instantly using real data from your workspace.

Accessing it

Click Sales Copilot in the main dashboard sidebar. The chat interface opens with full pipeline context pre-loaded. The Copilot has memory within the session — you can ask follow-ups without repeating context.

What you can ask

1. Pipeline questions

   "Which leads have shown the most engagement this week?" · "How many leads are in the Interested state?" · "Show me all Tier 1 leads that haven't been emailed yet."

2. Lead briefings

   "Brief me on Acme Corp before my call today." · "What objections has TechCorp raised?" · "What's the latest activity on the Stripe deal?"

3. Strategy and analysis

   "Which industry is converting best this month?" · "What's our reply rate across all outreach?" · "Which leads should I prioritise today?"

4. Draft help

   "Draft a follow-up for the Monzo conversation handling their pricing objection." · "Write a re-engagement email for leads with No Response status."

Insights Agent (separate from Copilot)

Click Generate Insights on the Reports page to run the Insights Agent. Unlike the Copilot — which answers questions — the Insights Agent proactively analyses your entire pipeline and delivers a structured executive report: top opportunities, risks, pipeline health, and specific recommendations. Run it weekly.

Reports & Exports

Xzeom generates a full board-ready pipeline analysis and exports it as Excel or PowerPoint with one click.

1. Generate AI insights

   Go to Reports and click Generate Insights. The Insights Agent analyses your full pipeline — lead counts by tier, conversation states, reply rates, top performing leads, and risks — and writes a structured summary. Takes about 20 seconds.

2. Export to Excel

   Click Export Excel to download a full campaign report as an .xlsx file. Includes lead details, ICP scores, email history, conversation states, open/click tracking data, and follow-up status across all leads.

3. Export to PowerPoint

   Click Export PPT to download a .pptx presentation. Contains pipeline funnel charts, top lead highlights, conversation state breakdown, and the AI insights summary — ready to share with your team or management.

4. Email analytics

   The Mail Analytics tab shows open rates, click rates, and reply rates across all your outreach. Filter by time range. Use this to identify which subject lines and email styles are working best.

LinkedIn Outreach

Send personalised LinkedIn connection requests automatically from within Xzeom using PhantomBuster as the sending layer.

1. Connect PhantomBuster

   Go to Settings → Integrations → LinkedIn and add your PhantomBuster API key along with your LinkedIn session cookie (exported from your browser while logged into LinkedIn). Xzeom handles everything else.

2. Send LinkedIn connections

   Go to LinkedIn Outreach in the dashboard, select leads that have a LinkedIn URL, and click Send Connections. Xzeom generates a personalised connection message for each lead using their research data and sends it via PhantomBuster. Max 20 per launch to stay within LinkedIn's daily limits.