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After signing in, go to Settings → Email Accounts and connect an outbox. WhaleIntro supports:

• Gmail — one-click OAuth, no password needed
• Microsoft Outlook / 365 — one-click OAuth
• Any SMTP provider — enter server, port, and app password

Without a connected mailbox, you can draft emails but cannot send or track opens.

The dashboard shows your daily sending activity, open and reply rates, and a quick summary of your quota usage. Key sections:

• CRM — manage all your contacts and companies
• Prospecting — search for new leads by industry, country, or keyword
• Outreach — write and send AI-drafted emails
• Analytics — track opens, clicks, and replies per campaign

Team plans (and above) support multiple seats. Go to Settings → Team and click Invite Member. Enter their email address and they'll receive an invite link. Team members share the same CRM database but each have their own email account and quota.

Three ways to send outreach:

• From CRM — open a contact, click Write Email, let AI draft it, review, and send.
• From Prospecting — find leads, select contacts, click Bulk Send (Pro/Team).
• Direct Send — go to Outreach → New Email, enter any address manually.

All sent emails are tracked for opens and clicks automatically.

WhaleIntro has four plans:

• Free Trial — 14 days, no credit card required. Save 50 buyer contacts, 5 AI outreach drafts/day, 5 follow-up drafts/day, 3 trade show searches/day, 3 marketplace reverse-lookups/day, 5 AI background analyses/day, 3 digital trade cards/day, 5 US customs records/month.
• Starter ($29/mo, $23/mo billed annually) — 500 buyer contacts, 30 AI drafts/day, 20 AI-powered buyer searches/day, email verification (10/day), 15 trade show/marketplace searches/day each, 20 AI background analyses/day, 5 US customs records/day, email warm-up.
• Pro ($49/mo, $39/mo billed annually) — unlimited buyer contacts, 25 industry outreach templates, automated follow-up sequences, 40 trade show/marketplace searches/day each, 50 AI background analyses/day, 20 US customs records/day, bulk send (≤100/batch, 200/day), unlimited digital trade cards.
• Team ($89/mo, $71/mo billed annually) — 5 team seats, shared CRM, everything in Pro at higher team-shared limits (e.g. 80 trade show/marketplace searches/day, 40 customs records/day), dedicated account support.

All plans include 8-language outreach templates. See full comparison →

All daily usage limits reset at midnight UTC each day. If you're based in Europe (CET/CEST), that's 1:00 AM / 2:00 AM local time. You can check your current usage at any time in Settings → Usage.

Go to Settings → Billing and click Upgrade. You'll be taken to the secure payment page. Upgrades take effect immediately — your new daily limits are available right away. Downgrades take effect at the start of the next billing cycle.

First-time subscribers: full refund within 14 days of payment, no questions asked. Returning subscribers (renewal or upgrade): full refund within 7 days of payment. Request directly from Account Settings → Subscription → Request Refund, or email ida.zhang@whaleintro.com. Refunds return to your original payment method within 5–10 business days. See our full refund policy for complete terms.

Go to Settings → Email Accounts → Connect Gmail. Click the button and sign in with your Google account. WhaleIntro requests only send and read permissions — we never store your Google password.

• Standard Gmail accounts: OAuth works immediately.
• Google Workspace (business): your admin may need to approve the app in Google Admin Console → Security → API Controls.

Go to Settings → Email Accounts → Connect Microsoft and sign in with your Microsoft account. This works with:

• Personal Outlook.com / Hotmail accounts
• Microsoft 365 Business / Enterprise accounts

If your organization uses conditional access policies, your IT admin may need to whitelist the WhaleIntro application ID in Azure Active Directory.

Go to Settings → Email Accounts → Custom SMTP and enter:

• SMTP Host — e.g. smtp.yourprovider.com
• Port — 587 (STARTTLS, recommended) or 465 (SSL)
• Username — your full email address
• Password — your email password or app-specific password

Common providers and their settings:

• Gmail SMTP: smtp.gmail.com · port 587 · use an App Password
• Outlook SMTP: smtp-mail.outlook.com · port 587
• Ionos / 1&1: smtp.ionos.com · port 587
• Namecheap / Hostinger: mail.privateemail.com · port 587
• Strato (DE): smtp.strato.de · port 587

SPF (Sender Policy Framework) tells receiving mail servers which IPs are allowed to send on behalf of your domain. Add this TXT record to your domain's DNS:

v=spf1 include:_spf.yourprovider.com ~all

DKIM (DomainKeys Identified Mail) adds a digital signature to every email. Your email provider's dashboard will give you a DKIM TXT record to add to DNS. Check your provider's documentation for the exact record.

DMARC (optional but recommended):

v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com

Email warm-up gradually increases your sending volume over several weeks to build a positive sender reputation with ISPs. This is especially important for new domains or freshly configured email accounts.

WhaleIntro's built-in warm-up scheduler (Settings → Warmup) automatically:

• Sends a small number of emails per day, increasing the count weekly
• Mixes real outreach with warm-up messages
• Monitors bounce rates and pauses if limits are exceeded

Recommended warm-up period: 4–6 weeks for a brand-new domain.

Open any contact in CRM and click Write Email. WhaleIntro uses the contact's company name, industry, country, and your product description to generate a personalized outreach draft. You can:

• Edit the draft before sending
• Regenerate for a different tone (formal, friendly, brief)
• Switch the language to match the recipient's country

The AI drafting feature uses large language models (LLMs). Drafts are a starting point — always review before sending to ensure accuracy.

In Prospecting, enter a company name or website domain and click Find Contact. WhaleIntro runs a multi-step search behind the scenes:

• Check known company data first
• Look for public email signals on the company's own website and other public sources
• Apply smart pattern inference based on common naming conventions
• Verify each candidate address in real time (confirm the mailbox exists and can receive mail)

Results are cached for 30 days so repeated searches for the same company are instant and don't use quota.

Pro / Team Trade intelligence is available on Pro and Team plans.

Go to Prospecting → Trade Intelligence. Enter an HS code (Harmonized System commodity code) or a product description. WhaleIntro searches:

• Global import/export transaction records
• Buyer and supplier company data
• Country-level trade flow summaries

Use this data to identify companies actively importing your product category — these are warm prospects already in the market.

Pro / Team Go to Tools → Business Card. Choose from 8 design templates, upload your logo, fill in your contact details, and click Generate. You can:

• Download as a high-resolution PNG
• Export as an animated GIF for social media
• Get a shareable link (e.g. whaleintro.com/card/abc123)
• Download as a vCard (.vcf) for contacts app import

Pro / Team In Prospecting, select multiple contacts (checkbox), then click Bulk Send. You'll write one email template with optional merge fields like {{company}} and {{first_name}} — WhaleIntro personalizes each message before sending.

• Pro plan: up to 100 bulk sends per day
• Team plan: up to 200 bulk sends per day

Go to CRM → Export. You can export your contacts as a CSV file compatible with Excel, Google Sheets, and most CRM tools. Export options include:

• All contacts (or filtered by tag / status / country)
• Columns: name, company, email, phone, notes, last contact date

Export limits: Free (10/day), Starter (50/day), Pro/Team (unlimited).

Install the WhaleIntro Chrome extension from the Chrome Web Store, then browse any company website or LinkedIn profile as usual. Hover over the page (or click the extension icon) and WhaleIntro automatically extracts the company's contact info — email, phone, and website — directly from the page. Click Save to CRM to add the contact instantly, with automatic duplicate detection.

Go to Prospecting → Trade Show Search, pick an industry and region. WhaleIntro searches exhibitor/attendee listings from major international trade shows in that category to surface potential buyers already active in your market. Filter by country and company type (trader, retailer, e-commerce) to narrow results — companies from your own country are automatically excluded to avoid domestic competitors.

Go to Prospecting → Marketplace Search, enter a product keyword and target country. WhaleIntro searches active seller listings on regional e-commerce platforms (varies by market — e.g. Lazada for Southeast Asia, Wildberries/Ozon for Russia, Allegro for Poland) to identify companies already selling that product category, then attempts to enrich each seller with company and contact details.

Go to Prospecting → Local Search, enter a business category and a city or region. WhaleIntro searches that area for matching local businesses (importers, distributors, retailers) using map data, returning company name, address, phone, website, and email/contact info where available.

Open any prospect and click Background Analysis. WhaleIntro reads the company's public website and available business data to summarize what the company does, its likely scale, and how well it may fit as a buyer for your product category — giving you an objective read on a lead before you spend time reaching out.

Click the Verify button next to any email address in Prospecting or CRM. WhaleIntro checks the address in real time against the mail server to confirm it exists and can receive mail, then marks it as verified, risky, or invalid — so you can skip sending to addresses that will only bounce.