Scaling Email Ops for Klaviyo Agency - 20 to 500+ Emails/Month
Digital Marketing
Table of contents
The Problem Wasn’t Strategy; It Was Scale
When the agency first reached out to us, they were in a familiar spot:
Big vision. Small team. Bottlenecked backend.
They had just signed their second DTC client; a major milestone and were already feeling the cracks form in their delivery process. What should’ve been a win was quickly becoming a strain.
They weren’t worried about getting more clients.
They were worried about what would happen if they did.
They needed a way to grow; not slowly, not eventually; but right now, and without hiring a full internal production team.
That’s when they brought us in.
What They Wanted From Optimite
They didn’t need more ideas. They had that.
What they needed was a quiet, invisible machine running in the background; one they could trust to handle:
All email execution: campaigns, flows, copy, design, builds
A consistent 48-hour turnaround, no matter the volume
Unlimited revisions, without excuses
A fully white-labeled process, where their clients never knew we existed
A backend that could scale from 2 → 30+ clients, without breaking
They weren’t looking for a vendor.
They were looking for a plug-and-play production pod that could slot directly into their agency.
We Became Their Pod Behind the Curtain
From the first week, we didn’t operate like a contractor; we operated like a core internal team. Just one they didn’t have to manage.
Every task flowed through us.
Every campaign and flow build; written, designed, developed, tested, and delivered by our dedicated pod at Optimite.
Over the last 2+ years, we’ve built a scalable backend engine that powers:
Daily campaign production across 30+ brands
Full automation builds for every new client onboarded
Copy, creative, HTML, Klaviyo setup; all under one roof
Seamless communication via ClickUp and shared folders
Zero bottlenecks. Zero missed deadlines. Zero bloat.
We don’t just support their growth.
We make it possible.
Campaign Execution Across 30+ Brands
Each month, we handle 10–12 campaigns per brand, totaling 400–500+ emails/month across industries like:
Skincare
Supplements
Apparel
Home goods
Wellness
We created custom modular design systems for each brand; allowing us to move fast without compromising on creativity or visual identity.
The agency sends us a brief. We return fully built, QA’d, Klaviyo-ready campaigns; often in under 48 hours.
No follow-ups. No editing headaches. Just clean delivery, every time.
Flow Setups for 7–8 Brands/Month
As the agency signs new clients, our pod takes over the entire Klaviyo automation setup:
Welcome Flows
Abandoned Cart
Browse and Checkout Abandonment
Post-Purchase
Winback
Replenishment
Custom brand-specific automations
We don’t just plug in templates. We build flows from the ground up — based on the brief, product type, and buyer journey.
We write it. We design it. We build it. We launch it.
All the agency has to do is send us the onboarding doc.
A White-Labeled Workflow That Just Works
From day one, the agency made one thing clear:
“We want to look in control; without having to do it all ourselves.”
So we built a system that let them do exactly that.
Everything runs through a fully white-labeled backend; designed to be invisible to their clients but fully integrated into their workflow. We operate like an extension of their team, just without the overhead, delays, or management complexity.
Here’s how the system works every single day:
Briefs land in ClickUp
The agency drops client briefs, flow requests, or campaign needs into their ClickUp board; no messy emails, no Slack threads. Everything is organized, prioritized, and trackable.
We take it from there
Once the brief hits our board, our dedicated pod kicks off:
Copywriting tailored to the brand voice and strategy
Design in Figma, using brand-aligned templates or custom blocks
HTML development and testing
Full setup directly inside Klaviyo; ready to go live
Campaigns and flows come back fully built
No drafts. No half-finished files. What they get is the final product; built, QA’d, and ready to send. Most tasks are turned around within 48 hours or less, even when volume spikes.
Consistent 48-hour turnaround
It doesn’t matter if it’s the 3rd campaign or the 300th that month; our team runs like clockwork. Urgent edits? Covered. New client onboarding? Handled. We don’t miss deadlines, period.
Unlimited revisions; with same-day response time
Need a tweak to a CTA, a layout adjustment, or a new hero block before tomorrow’s launch? No problem. Most changes are completed within hours.
Completely invisible to their clients
We never interact with their clients. No emails, no calls, no credit. It’s their agency’s name on the work; always. To their clients, it looks like magic.
To us, it’s just another Tuesday.
Monthly Workflow Snapshot
This isn’t theory. It’s our everyday operating rhythm:
30+ active brands under our management
7–8 full automation setups for new client onboarding each month
500+ emails/month produced across campaigns and flows
48-hour turnaround for every deliverable
Unlimited revisions with fast response
All assets built directly in Klaviyo, tested and ready to send
It’s a process built to disappear into the background, while the agency takes center stage.
Still Running Their Ops; 2 Years and Counting
What started as a production fix has become a full-blown operating system.
Two years in, we’re not only helping this Klaviyo agency deliver; we are their delivery.
Here’s what we still own today, every single day:
All campaigns; designed, written, built, tested, scheduled
All automation flows; fully set up inside Klaviyo, with logic and triggers
All onboarding builds; for 7–8 new clients every month
All revisions, iterations, optimizations; done fast, done right
They built a world-class agency.
We built the backend that keeps it running at scale.
Want a Backend Pod Like This?
We didn’t just help this agency scale.
We gave them repeatable infrastructure; the kind that lets them confidently say “yes” to more clients without fear of delivery breaking.
So if you're:
A Klaviyo agency stretched thin by execution
A strategist constantly dragged back into production tasks
Or simply tired of scrambling every time you land a new client…
Let’s fix that.
