How to Create Your Newsletter with AI

Why This Matters

Newsletters keep your business top-of-mind with clients and prospects, but creating quality content every month can feel overwhelming. The AI Newsletter Assistant removes the creative burden by generating professional articles and images tailored to your audience—turning hours of work into minutes of customization.

This guide walks you through both the one-time setup and the monthly newsletter creation process, so you'll know exactly how to create consistent, engaging newsletters without the usual time investment.

Before You Begin

You'll need access to the AI Newsletter Assistant (found under Automation in your CRM).

Have your logo file ready for template customization (first-time setup only).

Think about your industry, location, and the topics your audience cares about—you'll use these to customize your AI settings.

Know which contacts will receive your newsletter so you're ready to send when the time comes.

Watch & Learn

🎥 Video: AI Monthly Client Newsletter

Step-by-Step Instructions

1. Create Your Email Template (First-Time Setup Only)

Before creating your first newsletter, you need to set up the email template you'll use every month.

Go to Settings and click Email Templates. Click Add Email Template. In the folder dropdown, select AI Newsletter Templates. You'll see three pre-designed templates: Newsletter Template: Super Basic Master (no customization needed), Newsletter Template: Basic Master (simple design, minimal customization needed) and Sample Newsletter (includes space for your photo and a personal note to readers).

Choose the template that matches your needs and click Create and start editing.

Replace the placeholder logo with your actual logo by clicking on it and selecting Change Image. Upload your logo, then click Save Changes and Done Editing.

Your template is now ready to use every month. You won't need to repeat this step unless you want to change your template design later.

Time: 5-10 minutes (one-time only)

Go to Automation in your main menu and click AI Newsletter Assistant. You'll see the newsletter workspace with five article slots and customization options.

This is your control center for building newsletters. Everything happens from this screen.

Time: 30 seconds

3. Set Up Your Topic Themes (Recommended First Time)

Before generating custom content, tell the AI about your industry and focus areas.

Click Topic Themes in the assistant. Describe your industry, location, and the topics your audience cares about. For example: "Real estate in Denver, Colorado. Topics: market trends, home buying tips, investment strategies, neighborhood guides."

The AI uses these themes when suggesting article headlines and generating content. The more specific you are, the more relevant your content will be.

You can update your themes anytime your focus changes.

Time: 3-5 minutes (one-time setup, adjustable anytime)

4. Configure Your Image Settings (Recommended First Time)

Define the visual style for your newsletter images.

Click Image Settings in the assistant. Describe your desired image style or select from the provided examples. You might choose "Modern and professional with clean lines" or "Warm and friendly with bright colors" or "Minimalist with neutral tones."

The AI generates images matching this style description for all your articles. You can override this with specific instructions for individual images later.

Time: 2-3 minutes (one-time setup, adjustable anytime)

5. Choose Your Starting Point: Pre-Loaded or Custom

Each month, decide whether to use the ready-made content or start fresh.

To use pre-loaded content: Click Load Content from this Month's Newsletter and confirm. The system loads five timely articles with matching images. You can edit, replace, or regenerate any of them.

To create fully custom content: Skip the pre-loaded content and start with blank article slots. You'll generate everything from scratch using the AI tools.

Most users start with pre-loaded content and customize pieces as needed—it's the fastest approach.

Time: 30 seconds

6. Generate or Customize Article Headlines

For each of your five articles, create compelling headlines.

Click the AI icon in the Article Title field. The AI suggests relevant headlines based on your topic themes and the current month. Review the suggestions and select the headline you like, or edit it to match your voice.

If you're using pre-loaded content, you can keep the provided headlines or generate new ones.

Repeat this for all five article slots.

Time: 3-5 minutes for all five headlines

7. Generate or Customize Article Content

Now fill each article with content.

Select your desired Article Length (short, medium, or long) from the dropdown. Click the AI icon in the Body section. The AI writes a complete article based on your headline and topic themes. Review the content and edit as needed, or regenerate if you want a different approach.

If you're using pre-loaded content, you can keep the provided articles, edit them, or regenerate them entirely.

AI-generated content is a starting point—always review and adjust to match your voice and ensure accuracy.

Time: 5-10 minutes for all five articles (depending on editing)

8. Generate or Customize Images

Create eye-catching images for each article.

For each article, select the Image Parameters (horizontal/landscape uses 2 credits, square uses 1 credit). Add specific keywords or details in the customization field if you want to fine-tune the image beyond your default settings. For example: "coffee shop interior, morning light, customers at tables."

Click the AI icon to generate the image.

If you don't like the result, adjust your description and click the AI icon again to generate a new image. Use the arrows to scroll through multiple generated images and select your favorite.

Repeat this for each article, or upload your own images if you prefer.

Time: 5-10 minutes for all five images

Before finalizing, see how your newsletter will look in recipients' inboxes.

Click Live Preview to see your content merged into your email template. If you have multiple AI Newsletter templates saved, use the template selector to preview different designs. Make sure images display correctly, text is readable, and your branding looks right.

This is your chance to catch formatting issues or make design decisions before sending.

Time: 2-3 minutes

When everything looks perfect, load your newsletter into the email editor.

Click Finalize Newsletter (or the equivalent button) to move your content into the email editor. Review your newsletter one final time. Make any last-minute text edits or formatting adjustments if needed. Add or modify your subject line if you haven't already.

Click Save and then choose when to send: send immediately to your newsletter list or schedule it for a specific date and time.

Your newsletter is now ready to reach your audience.

Time: 5 minutes

Questions and Answers

Q: How often should I create newsletters?

A: Most businesses send monthly newsletters, which is why the system provides fresh pre-loaded content each month. Consistency matters more than frequency—pick a schedule you can maintain.

Q: What if I run out of AI credits before finishing my newsletter?

A: Click on the credit counter displayed in the AI Newsletter Assistant to purchase additional credits. Credits are affordable and never expire, so you can stock up if you know you'll need extras.

Q: Can I save my newsletter and come back to finish it later?

A: Yes. Your progress saves automatically as you work. You can close the assistant and return anytime to continue where you left off.

Q: How do I know how many credits each action uses?

A: Horizontal/landscape images use 2 credits, square images use 1 credit, and article generation also consumes credits. The system displays your remaining credit balance at the top of the assistant.

Q: What if I don't like the AI-generated headline options?

A: You can type your own headline instead of selecting from the AI suggestions. Or regenerate the suggestions to see different options.

Q: Can I use some pre-loaded articles and generate others custom?

A: Absolutely. Load the pre-loaded content, then replace individual articles by regenerating them with the AI tools. Mix and match however you like.

Q: What if the AI-generated content isn't accurate?

A: Always review and fact-check AI-generated content before sending. AI is a powerful starting point but may occasionally include inaccuracies. Edit as needed to ensure quality.

Q: How do I change my newsletter template after I've set it up?

A: Go back to Settings > Email Templates and edit your existing template, or create a new one from the AI Newsletter Templates folder. Any changes you make will apply to future newsletters.

Q: Can I send the newsletter to just part of my list?

A: Yes. When you're ready to send, you'll select which contacts receive it—just like any other email campaign. You can filter by tags, categories, or any other criteria.

Q: Do I need to recreate my template every month?

A: No. You create the template once during initial setup. Every month, you only create content—the template stays the same unless you choose to update it.

Q: Can multiple team members work on the newsletter?

A: Yes, but only one person should work on it at a time to avoid conflicts. Team members share the same credit pool and can access the same newsletter workspace.

Q: What happens to unused credits at the end of the month?

A: Credits roll over month to month—they never expire. Your monthly allocation adds to any unused credits from previous months.

Guide Type: How-To Guide

Estimated Time: 30-45 minutes (first time), 20-30 minutes (recurring)