How Flowtex Energy Archived 2.1M Emails from Keap into a Searchable Offline Viewer for SEC Compliance

TL;DR

Customer: Flowtex Energy, LLC (Independent oil and gas producer, Austin, Texas. Accredited investor-focused 506(c) offerings since 2015.)

The Move: Keap email export to offline archive (not a platform-to-platform migration)

The Scope: 2,134,756 emails total: ~880,000 tied to 20,600 active contacts (with name, company, and tags), and ~1,250,000 orphaned emails whose contacts had been deleted from Keap. Full broadcast email history preserved.

The Roadblock: SEC compliance for 506(c) offerings requires a complete, searchable record of all investor communications. Keap has no native export that preserves emails in a readable, searchable format. Deleted contacts leave behind orphaned emails that are still accessible via API but lose their contact metadata.

The Outcome: A fully self-contained HTML/JS archive that Krysta McDowell can open in any browser, search by keyword, filter by contact tags, and store on a flash drive. Flowtex can cancel Keap with full confidence that their compliance records are preserved.

By the Numbers

• Total emails archived: 2,134,756
• Emails tied to active contacts: ~880,000
• Orphaned emails (deleted contacts): ~1,250,000
• Active contacts with metadata: 20,600
• Delivery format: Self-contained HTML/JS viewer (offline, no login required)

The Challenge: SEC Compliance Requires a Permanent Record, Keap Does Not Provide One

Flowtex Energy is an Austin-based independent oil and gas producer that raises capital through SEC Rule 506(c) private placements for accredited investors. The company operates 52+ wells across southeast Texas and central Oklahoma, and has been raising investor capital since 2015.

Under 506(c), the SEC requires issuers to maintain a complete record of all general solicitation communications, investor correspondence, and accreditation documentation. For Flowtex, that history lived inside Keap: every broadcast email, newsletter, and automated sequence sent to investors and prospects over the years. The company needed to preserve that record before canceling their Keap account.

The problem was that Keap does not offer a native export that produces a searchable, readable archive of email communications. A CSV export gives you raw data, not something an operations team or compliance officer can open and read. And the SEC's record-keeping requirements are specific. Krysta McDowell, Flowtex's Director of Operations, outlined exactly what the archive needed to contain:

• The complete blast history: every broadcast email, newsletter, and automated sequence sent to investor pools
• Time-stamped metadata showing when emails were sent, opened, and clicked
• Contact-level context: lead source, opt-in date, accreditation status, tag history (e.g., "Signed PPM," "Funds Received," "Verification Documents Uploaded")
• A format that can be retained for at least five years from the date the offering closes

Beyond the regulatory requirements, a significant portion of Flowtex's email data was attached to contacts that had been deleted from Keap at some point. These orphaned emails, approximately 1.25 million of the 2.1 million total, still existed in Keap's system and were accessible via API, but they had lost their associated contact profiles. They were real communications. They just had no name or company attached anymore.

"The sample is awesome and exactly what I was envisioning."

Krysta McDowell, Director of Operations, Flowtex Energy

The ClonePartner Solution: API Export, Contact Tagging, and an Offline HTML Viewer

ClonePartner built a custom solution that pulled every email from Keap's API, enriched it with contact metadata where available, and rendered the full corpus as a self-contained HTML viewer.

• 200-email sample with same-day iteration. Before the full export, ClonePartner delivered a sample of 200 emails packaged as a searchable HTML viewer. Krysta reviewed it and requested one addition: contact tags. ClonePartner added tag data to every email record and delivered an updated sample the same day. Krysta approved and the full pull began immediately.

• Two-bucket email extraction. The full export pulled ~2.1 million emails from Keap's API and sorted them into two groups:

  • Emails tied to active contacts (~880,000): These included the full contact profile (name, company, email, tags) alongside the email content, subject, date, and send metadata.
  • Orphaned emails (~1,250,000): These emails still existed in Keap but their associated contacts had been deleted at some point. The archive preserves the subject, date, to/from address, and full email content, but without the additional contact details that no longer exist in Keap.

• Keap API rate-limit management. Keap throttles API calls aggressively, and pulling 2.1 million emails hit those limits early. The orphaned emails, which made up the majority, required the longest pull time. ClonePartner ran the extraction continuously for approximately 10 days to capture the complete dataset.

• Self-contained offline viewer. The final deliverable was a ZIP file containing an HTML/JS application that runs entirely in the browser. No internet connection, no server, no login, and no Keap account needed. The viewer supports keyword search across all 2.1 million emails, filtering by contact tags, and browsing by date. It can be copied to a flash drive, a hard drive, or any storage medium and opened indefinitely.

"Once you tell me that it is completed and share the most up to date index, I can save that on a flash drive forever and cancel/erase my Keap account immediately?"

Krysta McDowell, Director of Operations, Flowtex Energy

ClonePartner confirmed: yes. The archive is fully independent of Keap.

The Results: A Permanent, Searchable Compliance Record

The complete archive was delivered on June 13 via Google Drive. Krysta confirmed access with no issues. Flowtex can now cancel their Keap account with a permanent, searchable, offline record of every investor communication the company has ever sent.

The archive satisfies the SEC's 506(c) record-keeping requirements: a complete blast history, time-stamped metadata, and contact-level context including tags that map the investor journey from first email to funded investment. The five-year retention requirement is met by default because the archive is a static file that does not expire, degrade, or require a subscription.

"Looks great, thank you!"

Krysta McDowell, Director of Operations, Flowtex Energy, after reviewing the final sample with contact tags

What Made This Project Different

For companies looking to exit a SaaS platform while preserving a permanent record of their data, three details from this project are worth noting:

• This was not a migration. It was an archive. No destination platform. No field mapping. The deliverable was a self-contained viewer that exists as a file on disk. For regulated industries where communications must be retained for years, an offline archive eliminates the risk of a vendor shutting down, changing pricing, or losing data.

• Deleted contacts leave orphaned data behind. When Flowtex deleted contacts from Keap over the years, the emails sent to those contacts remained in the system but lost their contact metadata. A standard export would have missed these entirely. Pulling them via API preserved the email content even without the contact profile, ensuring no regulatory gap.

• A sample before a quote revision builds trust. ClonePartner delivered a working 200-email viewer before asking Krysta to approve the revised scope and pricing. She could see exactly what the final product would look like before committing. The same-day tag iteration reinforced confidence that feedback would be acted on immediately.