How to use PitchWhip.

1. Getting started

The free extension works with a free account on your work email: 3 scripts a day, plus 1 phone number and 1 email reveal. Personal addresses (Gmail, Outlook…) need a work email or a paid plan; buying works with any email. You can also sign in to the dashboard with your email or Google to explore the tools. A paid plan unlocks dashboard features, including Find companies and Find investors at no extra cost. Both cover UK companies only, and upgrading does not add other countries.

• Install from the Chrome Web Store (desktop Chrome), then create your free account with your work email on the sign-up page. No card needed.
• Tell it who you are. Chrome tucks new extensions behind the jigsaw-piece button beside the address bar rather than putting them in your toolbar. Click it, then right-click PitchWhip, choose Options, and fill in your name and company under Profile & identity. The pin beside it keeps the icon in the toolbar for next time. Every opener says who’s calling, so scripts won’t generate until these are set. Every field in settings saves itself as you change it and confirms right next to the control; there is no Save button to hunt for.
• Describe what you sell. Under Your pitch context, write what you do, who you help and the problems you solve. Two honest sentences are enough to start. For a draft, use Not sure what to write? Describe it in a line, then press Generate pitch context. Review the result before using it, especially any client names, metrics or certifications. The pitch context saves automatically; the helper line does not.
• Open a person’s profile, not your feed. On a LinkedIn profile or Sales Navigator lead page, click the lime-green PitchWhip tab at the right edge of the screen. It does not show on the feed or in search results. If you enable hover mode in Options, holding the hover over a company name opens it too.
• Got a licence? Paste the key from your purchase email into Options → License and hit Activate. The same key logs you into the dashboard. Deactivate frees the seat for another machine, and it never touches your data: your calls, notes, lessons and voice profile stay put.

What the free tier includes

A free account with your work email gets 3 generated scripts a day, resetting at midnight UK time. Cache hits are free: re-opening a script you already generated that session doesn’t count. After the free phone number and email below, reveals need a paid licence. Prospect discovery, CRM sync, and the coaching that learns from your calls (summaries, lessons, voice learning, the weekly review) need a licence. No API key is ever needed on any tier; the AI is built in, with a fair-use allowance that also resets at midnight UK time.

1 phone number and 1 email on us

Want to try the data before paying? A free account with your work email comes with 1 phone number and 1 email revealed on us, shared across all your devices. Sign up on the sign-up page, then in the extension open Settings and choose Sign in with email. Personal addresses (Gmail, Outlook…) need a work email or a paid plan; buying works with any email. No card is needed. The same rules as paid credits apply: a lookup is only spent when something is actually found. The rest of the paid product still needs a licence.

2. The script panel

Open a prospect and the panel builds two things from the page text: the brief (should you call, and why) and the script (what to say). The header shows how long generation took; expect roughly ten to fifteen seconds for a fresh prospect, instant for one you already generated this session.

The brief: Right person, Right now

• Right person scores how well this person fits what you sell: does their remit own the problem, do they have the authority, is this even the right company. Tap the score to see the reasons line by line.
• Right now scores whether there is a real, quotable trigger to call about today. When there isn’t, it says “no compelling trigger” in as many words. That is a complete answer, not an error, so review the evidence before choosing your opening angle.
• Suggested angle is the one argument the whole script is built around. It is marked either evidenced (backed by a quote from the page) or to explore (an honest hypothesis, paired with the question that tests it). A “what we know / what we’re guessing” reveal lists the evidence behind everything.
• Avoid is the amber landmine line: the one thing most likely to sink this particular call.
• “What do they do?” sits under the prospect’s name: one tap gives you two plain sentences, what the company does and what this person likely does inside it. Tap again to fold it away. Re-tapping is instant and free.
• Signal badges show which of your defined buying signals are present, judged from visible page text only; tap a badge for the evidence. Unknown is the honest default, never a guess.
• Research company (optional, costs more than a script) researches the company on the open web and cites a source for every claim; web-sourced badges carry a globe and a tappable source line. Rebuilding the script with that research is always an explicit choice. The research happens server-side on the open web, never as extra requests to LinkedIn.
• If the fit is poor, it says so. Below a fit threshold PitchWhip recommends not calling, explains why, and stops, with a “Generate anyway” override. It exists to help you avoid bad calls, not to find a way to pitch whoever is on screen.
• On a second or later call to the same contact, the brief shows the attempt history, plus your last note and summary behind a “Last call notes” reveal. On a team, it also shows whether a colleague already called them.

The brief collapses behind its grey handle (chevron to collapse, drag to resize, the ↺ button resets the height), so on the call itself the script can take the whole panel.

The script

A word-for-word cold-call script, tailored to the prospect and argued from the decided angle. It runs in call order. First the why-now signal, then the opener (with a collapsed “If they ask who you are” answer and a collapsed “If a screener answers” line beneath it). Then the 30 seconds and the diagnostic questions, labelled for after they engage: don’t lead with them. Then a proof drop, the park-or-progress close, and likely objections with responses. Objections live in their own card that pops out to the left of the panel; the Hide tab tucks it into a slim pill if it covers something you need to click.

• Copy all copies the whole script as plain text, in call order. The panel is also selectable, so you can drag-copy any part.
• ✎ on any section: rewrite a line in place. Your edit applies instantly, and the difference is distilled into one reusable rule so future scripts drift toward your wording.
• Redo: tell it what was wrong (“too abrupt”, “don’t assume budget”) and it regenerates. The correction is saved as a rule too, and a small note confirms where it went, so you never have to repeat the same correction on the next prospect.
• Voicemail: after two attempts that never reached anyone (the threshold is adjustable in Options), a Voicemail script button appears and writes a short voicemail in your own opener style.
• Script flyout: double-click the brief’s grey handle and the whole script column pops out into its own card beside the panel. Read the script and the LinkedIn page side by side; the × puts it back.
• Accuracy rules are absolute. Tenure is computed from the dates on the page, never guessed; if the dates aren’t parseable the script simply doesn’t mention duration. Openers only state facts the page (or your research) actually shows. An unknown name is passed as unknown rather than guessed: an opener with no name beats a wrong name.

Hovering a different company replaces the script. Re-generating for a company you already did this session is instant and free. Close the panel with × or Esc; it stays open while you click around LinkedIn, so you can work from it on a call.

3. Pitch profiles

A pitch profile is one business you sell for. If you only sell one thing you can ignore all of this. If you sell for two, each gets its own name and company, its own “What do you sell?”, and its own learning.

• Each profile carries its own name and company, pitch context and buying signals. It also has a one-breath descriptor (auto-drafted when you save the pitch context, editable) and an opener style (warm intro, lead with what we do, or a custom example). A custom opener example is authoritative: its shape is followed exactly, and only the accuracy rules override it.
• Switch profiles from the dropdown in the panel header or in Options. Switching regenerates the script for the active profile.
• Everything is scoped to the active profile: the dial queue, due callbacks, discovery finds and exclusions all show the active profile’s world, and stats can be filtered by profile. If the script on screen was generated under a different profile than the one now active, a banner says so before you read the wrong pitch aloud.
• The colleague guard: PitchWhip won’t spend a generation on someone at your own company.
• Deleting a profile keeps its call records; only the settings go, and its contacts stop surfacing in the queue and due lists.
• Profiles follow your licence. On a paid plan they back up to PitchWhip Cloud as you edit, along with your voice profile, lessons, objection memory and discovery finds. A fresh install restores them the moment the key activates, and call history restores too. Notes, summaries and coaching text are never stored on our servers, so those stay on the machine that made them.

4. Contact reveals

Reveal a prospect’s direct phone number or work email from the brief card. The lookup runs our partner’s waterfall of contact-data providers and returns the strongest match, usually in seconds. A slow one keeps looking for a few minutes and the panel polls until it lands.

• One credit buys one found result: a phone number or a work email. A credit is only spent when something is found. “No phone found” costs nothing.
• Your plan includes 50 credits a month, refilling on the 1st (UK time), no rollover. Top-up packs never expire: 20 for $20, 50 for $40, 100 for $50. Monthly credits are always spent first, and unspent pack credits survive cancellation, waiting if you come back. On teams, the 50 monthly credits are granted per seat and pooled.
• Re-revealing the same person is free. That includes finding them again through a different route: the same person reached via Sales Navigator and via their normal profile counts once.
• Bad data has a flag. A miss refunds itself. A found number that turns out dead, unobtainable or the wrong person, or an email that hard-bounces, is a different case. Tap the small ⚑ beside the revealed value (it asks once to confirm) within 30 days of the reveal, or email us. A person checks it and the credit goes back on your balance. The exact promise is in the Terms.
• Revealed values render as tap-to-dial and tap-to-email links with a Copy pill. Where calling is set up on your account, a revealed number gains a Call button and dials from PitchWhip. Otherwise the number hands off to your own dialler. They are written into your Google CRM sheet’s Phone and Email columns if you’ve connected it, and appear in the dashboard’s Reveals table.
• The credits badge on the panel shows your balance; the Contact reveals card in Options shows the full picture and the three pack links. Purchases land on your balance as soon as checkout completes.

6. Live Call mode

Call mode is live help for the call you are on, on your own phone. Start it from the panel and it listens through Chrome’s own speech recognition and streams the next line to say as the conversation moves.

• What is sent where: when you use your own phone, Call mode makes and saves no audio file. Live transcription runs on your computer: if your account admin turns it on, Chrome turns the call into text on the device itself, so no call audio is sent to Google, to PitchWhip or to anyone else to be transcribed. The first time, Chrome downloads its speech files (about 150 MB) from Google; that download carries no audio and no words. The text goes to PitchWhip’s AI service to produce suggestions and, afterwards, the call summary. These own-phone transcripts are not stored on our servers. For calls made through PitchWhip, optional recording is off until your account admin switches it on. On accounts where saved transcripts are available, an admin can separately switch on saving transcripts of calls dialled from PitchWhip. That option is off by default. The Privacy Policy has the details.
• 👍 / 👎 on suggestions builds your objection memory: what worked gets remembered and resurfaces the next time a prospect raises the same objection. You can also edit any objection response with ✎ and your rewrite is what gets remembered.
• “They said…”: type what the prospect said instead of relying on the mic, and the same suggestion pipeline answers. Works during and after the call.
• Hang-up replay: after a call that went wrong, replay the exchange to see a realistic alternative line by line, and save any line into your objection memory with one tap.
• My notes is a plain notes box that lives in the call panel during and after the call. Notes attach to the call record, sync to your CRM sheet’s Notes column, and resurface in the brief the next time you call that person.
• It stops itself. Transcription ends after 10 minutes of continuous silence, and sessions cap at 2 hours. A “Still on a call?” check appears after 20 minutes without any sign of you (any click or keypress answers it), and closing the tab always stops the mic. Every automatic stop keeps the transcript and offers “Summarise this call” so nothing is lost.
• The summary works for you: log the outcome and PitchWhip writes a short summary, pre-fills the follow-up date and time it heard agreed on the call, and drafts the meeting invite. If the prospect gave an email, the calendar event can carry an invite whose text you approve first. Nothing sends without you pressing Send invite, and the prospect only ever sees your approved message, never your internal brief.
• Prefer not to use the mic at all? Log call records an outcome and notes with no transcription whatsoever.

5. Calling from PitchWhip

Eligible paid accounts can call through PitchWhip after setup in the extension. Your account admin accepts the calling notice once in Settings → Calling before the team can call. Call a revealed number, or a number you type on the keypad, straight from the panel. You can also start from the dashboard with extension 13.5 or later, then confirm the call in the extension. The call runs in your browser over the internet, through our telephony provider, and your headset or laptop microphone is the phone.

PitchWhip calls run over the internet. If your power or internet fails, or your browser is closed, you cannot call 999 or 112 from PitchWhip, so keep another phone to hand. 999 calls work only from a PitchWhip number with a registered address, and the control room sees that address, so update it in Settings when you work somewhere else.

• Not a replacement phone. PitchWhip can call emergency services only from a PitchWhip number with a registered emergency address: 999 or 112 from a UK number beginning 01, 02 or 03, and 911 from a US number. A UK mobile number (07) can’t call 999 or 112, and US numbers aren’t available in California. A call that shows your own number as caller ID, such as your mobile, can’t reach the emergency services through PitchWhip. Other emergency and short-code numbers (such as 111 and 101) can’t be dialled. The emergency services see your registered address, so update it in Settings whenever you work somewhere else. When anyone on your account calls 911, your account’s admins get an email at once with who called, when, the callback number and the registered address, as US law requires. Calling stops if your power or internet connection does. Keep another phone for emergencies.
• Minutes. Calls are paid for in minutes, bought in packs on the dashboard’s Billing page, separately from contact-reveal credits. Packs are 100 for $15, 300 for $39 or 1,000 for $109 USD. Only connected time counts: ringing, no answer and a busy line cost nothing. Pack minutes do not expire.
• Your calling number. After a minute-pack purchase, your account can choose one PitchWhip number per active seat, subject to business and network checks and number availability. You can also use a caller ID your account has verified, such as your own mobile. Use only a number you have permission to use, and one they can call back.
• Do-not-call. You are the caller, so screening is yours: in the UK against both the TPS and the Corporate TPS, in the US against the Do Not Call Registry. You confirm once, in Settings, that you screen; it stays on until an admin switches it off. You remain responsible for re-screening as often as the law requires (for the TPS, every 28 days). PitchWhip will not dial a number your team recorded as do-not-call. On every call, say who you are and who you are calling for, and if the person asks, give them an address or a freephone number where they can reach you.
• Recording. Available for calls through PitchWhip, and off unless your account admin turns it on. Review recordings in the dashboard. Your admin chooses automatic recording from the moment a call is answered, or manual recording that begins when you press Start recording. Manual recording also lets you stop it during the call. Where you start it, the announcement says the call may be recorded. You choose whether the person you call hears an automated announcement that the call is being recorded, unless your admin requires it on every call. If you turn it off, telling them is up to you, and in some places both people must agree. You can pause recording during a call and resume it; the paused part is silent in the recording. Recordings are deleted at the end of the period your admin chooses: 90 days unless they choose 1 year, 2 years or to keep them until you or they delete them.
• Saved transcripts. On accounts where saved transcripts are available, this is a separate option, off unless your account admin switches it on. When it is on, the transcript of each call you dial is kept in your call history for the same period as recordings.
• Who can hear and read it. Recordings, and saved transcripts where available and switched on, can be played or read by you and by your account admin. That admin pays for the minutes and may use them to coach you. Nobody else on your team can.

7. Coaching & learning

PitchWhip learns you in three places, all inspectable and editable in Options, all part of a paid plan.

• Coaching memory: lessons learned automatically from call summaries and from your Redo corrections. Strategy and accuracy corrections (“don’t assume budget”) land here and shape every future script.
• Voice profile: this needs a paid account with transcription switched on. After answered calls, PitchWhip compares the script against the transcript to learn how you actually deliver: your wording, your order, the parts you skip. New scripts then sound like you and lay out in your real flow, your opening line first and bold, sections you skip greyed out. Toggle it with Adapt scripts to my delivery (on by default), and edit the learned rules directly in Options. It never overrides the accuracy rules.
• Objection memory: the 👍’d and hand-edited rebuttals from Call mode, matched back in when the same objection comes up. Your own memory always outranks anything from your team or the community.
• The weekly review rolls up the week: coaching themes from your calls, plus a targeting review computed from your own logged data only. What’s working (with the numbers), what’s eating dials, which of your signals actually correlate with connects, and three to five persona suggestions for next week, honestly labelled as small-sample hypotheses. Past reviews are kept so you can compare week on week.

8. Prospect discovery

Once a day, Find me 10 new prospects at the bottom of the Who’s-next queue searches the open web for people who match your pitch. It reads trade-press appointment announcements, movers-and-shakers columns, team pages, speaker bios and awards lists, and it never scrapes LinkedIn.

• Every find comes with a quoted source: a verbatim line from a real page, and the link it came from, showing the person holds that role. No quote, no find. A timely trigger is a bonus that ranks people higher, never an entry requirement, and if the web names nobody new that day it says so rather than padding the list.
• The finds bank keeps everything. Finds accumulate until you call them, newest first, on any machine your licence signs into, with a read-only Found for you view on the dashboard. Once you log a call for someone, they leave the bank on their own.
• Add to queue pins a find into Who’s next. The ✕ moves them to a bin you can restore from. Future searches bring you different people instead of repeating anyone you already have, banked or binned.
• Steer it: set a geography preference in Options and the search prefers your patch. The focus box above the button (“heads of BDR with growing teams”) narrows who it looks for, never what you sell.
• Stay on the tab while it runs. A search takes a few minutes and dies with the tab. If a run does fail partway, the button re-arms as Resume today’s search and picks up where it stopped without spending a second run.
• Logging a call as Not a fit tells discovery to stop suggesting anyone at that company.
• When you open or save a find, the article that surfaced them travels with them, so the brief on their page argues from the same evidence the list did.

9. The day loop

Logging outcomes

After a call, one tap on the outcome grid logs it, grouped by what happened. Didn’t reach them covers No answer, Line engaged, Left voicemail, Screened out and Wrong number. Spoke to someone covers Booked meeting, Follow up later, They want an email, I sent the email, Hung up / Not interested, Not a fit and Wrong person. In Stats, a connect means you spoke to the right person; everything else is a dial that didn’t. “Line engaged” books an automatic retry later the same day and tells you when. Logged the wrong one? Change it later in Options → Stats → Recent calls; the record is corrected, never duplicated.

Callbacks

Follow up later takes a date (Later today, Tomorrow, 3 days, Next week, or custom) and an optional one-line reason. The reason follows the contact into the queue, the sheet and the next brief. Due callbacks show in three places: a strip at the top of Stats, an amber Due badge on the panel, and a red bubble on the edge tab on every LinkedIn page. Overdue stays visible until you re-status the contact: over-surfacing beats losing a promise. Each callback can also go on your calendar with one tap.

Who’s next?

A ranked dial queue for the active profile: due callbacks first, then contacts waiting on an email you owe them, then recent unreached numbers still under the retry cap. Each row carries a one-line reason, the last outcome and the attempt count. Revealed numbers appear as tap-to-dial pills that open your own dialler and pre-bind the outcome grid to that contact, so logging is one tap when you hang up. Clicking a row opens their LinkedIn page and the script starts building on arrival, and the moment you log an unreached call, the panel offers “Next up” so the chain never breaks.

Stats that answer questions

• Best time to call: connect rate by hour and weekday from your own calls. Buckets with fewer than a handful of dials are greyed so small samples don’t get over-read.
• What’s working: connect and booked rates by industry and seniority band, only shown once a segment has enough dials to mean something.
• Screened out has its own count and rate, and marking a call screened offers a one-tap “what happened?” note (with an honest Unsure option) that feeds the weekly review.
• Usage & cost lists every AI call the extension has made and what it cost, so nothing about spend is a surprise.

10. Google Sheets & Calendar

Connect your Google account once (Options → Integrations → Connect Google) and PitchWhip keeps a CRM spreadsheet up to date in your own Drive and puts booked meetings on your calendar. The permissions are optional and only requested when you click Connect; Disconnect hands them back.

• What it can see: the drive.file permission reaches only files PitchWhip itself created, which in practice is one spreadsheet. It cannot read anything else in your Drive. The calendar permission covers events only, not your settings or sharing.
• The spreadsheet, called PitchWhip CRM, has two tabs: Contacts (one row per contact, updated in place, never duplicated) and Call Log (one row per call). Contacts carry name, title, company, industry, headcount, locations, signals, colour-coded status, callback and last-called dates, times called, revealed phone and email, and notes. Industry and headcount come from the page when shown; otherwise one small, cheap web lookup fills the gap, and anything unknowable stays blank rather than guessed.
• Booked meetings get a date and optional time picker. The calendar event carries the prospect’s LinkedIn URL, company and role, and your pre-call brief, so opening the invite later tells you how you planned to run the call. Events with an attendee carry only your approved message.
• Disconnect never deletes your spreadsheet. It stops syncing and forgets which sheet is yours; the sheet stays in your Drive, and reconnecting finds the same one again, so you never end up with a second half-empty CRM.
• A call where no name could be read from the page is held rather than synced nameless. It shows a needs name flag in Options → Stats where you can add the name and resend. Failed syncs are queued and retried automatically.
• Set up the older Apps Script sheet sync before v3.13? It keeps working unchanged on your own sheet. Its controls came out of the extension in v3.13, so no new install has it. Connect Google above to move to the PitchWhip CRM sheet instead, and email us if you need the old endpoint cleared. Only one backend writes at a time.

Short setup guides for Google Sheets, HubSpot and Salesforce, ready to send to your admin, are on the Integrations page.

11. Sequences, campaigns and lists

A sequence is the plan each person follows. For a one-off email campaign, keep one Email step and add your list. For follow-ups, add more steps and waits. Each person progresses separately; sending limits still apply. Both are built under Sequences. A campaign domain is a sender choice, not a separate kind of plan.

What is automated, and what isn’t

• Email steps send themselves, from the rep’s own connected mailbox or from your campaign domain. Each step is timed for 9–11am on the day it falls due; if that is not one of your sending days it moves to the next one that is. Anything held back by a cap or a hold goes out later that day, inside your sending window, never at night or on a day you did not pick. An admin paints the days and hours on a week grid in Settings and picks the timezone: where the prospects are, not where the team sits. The hours can differ by day, so Friday can finish at one. Add a schedule for each country you sell into; anyone whose country has none sends on the default. A new account starts on UK working days, 8:00 to 17:30 (Europe/London). Public holidays are skipped for the country each schedule is set to.
• LinkedIn and call steps never run on their own. On the day one is due it appears in the extension under Who’s next? → Sequence steps, for the rep who is working that person. For a connection request PitchWhip writes the note. You press Connect on the profile; PitchWhip opens the note box inside that dialog and fills it; you press Send. It never presses Connect or Send itself, because on some profiles Connect sends instantly. For a message it opens LinkedIn’s own message box with the words in it; you read them, change anything, and press Send. A call step opens the profile from the queue with the script and the revealed number. Logging the outcome as usual completes the step, and the next email is written with that outcome in mind.
• Why the line is drawn there. The LinkedIn account at stake is yours, and automation on it is what gets accounts restricted, so PitchWhip never presses Connect or Send on LinkedIn. A call step never dials by itself either: it opens the profile with the script and the number, and the dial is your press. LinkedIn also has its own limits. Follow the character limit in the composer and the invitation limit shown in your account. Email from your own mailbox is yours to automate, and you can pause or stop a sequence for anyone at any time.

What a good sequence looks like

Every email PitchWhip drafts, every LinkedIn note, every sequence it writes for you follows a drafting playbook. These defaults guide the draft; review the facts, tone and relevance before using it, and measure replies from your own audience.

• The drafting target for a mailbox email is 40-120 words, with one idea and one question.
• The drafter is asked to start with a specific, checkable fact. Review the facts and remove any unsupported claim before using the message.
• Mailbox steps use plain text. Designed email steps from a verified campaign domain can include images and buttons.
• No link in the first email; one bare link you supplied from the second email on.
• Every follow-up has a new job: a second angle, a proof point, then a plain break-up. Never "just checking in".
• Five to eight touches over two to three weeks, two to four working days apart, alternating email, LinkedIn and calls so each primes the next.
• A LinkedIn connection note is a reason to connect in under 200 characters; a message asks one question in under 400.
• Your sign-off and the legal footer are added at send, so the draft never carries a name or a placeholder.

Mailbox steps support plain text with your sign-off and legal footer. For images or buttons, use an email step from your verified campaign domain. Message format alone does not determine delivery: sending reputation, authentication, recipient interest and content also matter. PitchWhip checks drafted mailbox emails against its formatting rules; the preview explains what was tidied. Review the resulting message as well.

Choose an email sender

Choose by your relationship with the recipients. Sending mailbox: existing customers, inbound enquiries and people who have replied, including emails requested on a call. Campaign domain: required for cold contacts, even for a short personal email; verify the subdomain before sending. Either sender can serve a one-email or multi-step plan. LinkedIn and call-only plans need neither.

• One to one, from each rep’s mailbox. For existing customers, inbound enquiries and people who have replied, including emails they requested on a call. These steps use plain text: no authored images, formatting or pasted HTML. Bare links are made clickable. Set your sign-off in Integrations → Sending mailbox; it appears above the legal footer.
• Cold outreach and designed emails, from a verified domain. Use this sender for cold contacts, even for a plain message. Email steps can also contain headings, buttons and images. Verify a subdomain such as mail.yourcompany.com by adding the DNS records shown in Integrations → Campaign domain.
  • Setting up. A separate subdomain keeps campaign configuration apart from your everyday mailbox. It does not guarantee isolation from reputation problems. Domain emails never fall back to a mailbox; if the domain is not verified, the sequence pauses.
  • Replies. Because the subdomain only sends, setup asks for a Replies go to address on your real domain. These replies do not stop the plan automatically. Mark the person as replied or stop them in Sequences; the mailbox reply-stop switch does not apply to domain sends.
  • Images. Upload them or add them by link; uploads are hosted by PitchWhip on a plain address, and nobody logs who loads them. Most mail clients hide images until the reader allows them, so never put anything the email needs inside one.
  • Checks before anything sends. The domain is created in the provider’s EU region. The provider’s own open and click tracking is switched off, and every Check DNS confirms it again. Until that check has passed, campaign steps are held rather than sent; they resume on their own once it passes. Two things stay paused regardless: steps for a rep whose seat is suspended or revoked, and any step an admin paused by hand. Settings → Campaign domain shows the region, the tracking check and whether bounce notices are arriving. PitchWhip’s own open tracking is a separate, off-by-default switch, below.
• Both kinds carry your business identity line and an unsubscribe link on every send, as UK law requires. Unsubscribing stops every sequence to that address and adds it to your do-not-email list, where bounces land too and where you can add an address yourself. Adding one also stops any sequence that is mid-way with that person, and the list is kept even after the account closes, so nobody on it is emailed again.

Lists, spreadsheets and auto-sort

Lists, in the dashboard beside Sequences, are where a group of people lives before they go into a sequence. There are two kinds: a target list to work, and a do-not-contact list of people to leave alone.

• Upload a spreadsheet (.xlsx or .csv). Any spreadsheet works: columns in any order, named however you like. The wizard matches columns by their header and by what the values look like (an email column is recognised even if it’s called ‘Contact’), shows you the mapping, and lets you correct it before anything is saved. Nothing is guessed silently: what you see in the preview is what goes in. It shows counts (rows, with email, with LinkedIn, without a name) and goes into a new or existing list of up to 5,000 people. The file itself never leaves your browser; only the mapped fields are sent, and only when you press Import. AI comes after: Auto-sort reads job titles and groups people (Marketing, Operations and so on). You can also paste rows, or send people from the Calls page to a list with the Add to list button.
• Start from the template if you’re building a list from scratch. Its columns are First name, Last name, Company, LinkedIn URL, Phone, Country, Email, Job title, Timezone, Notes and Tag. Download the CSV template; the upload card also builds an Excel copy. In Google Sheets, choose File > Import, and format the Phone column as plain text so the + and leading zeros stay.
• Segments split a list into groups you can add to a sequence separately. Set them by hand, or press Auto-sort with AI. PitchWhip then reads job titles and files each person under Marketing, Sales, Operations, Finance, IT & Engineering, HR & People, Executive, Customer Success, Product, Procurement or Other, or under labels you type yourself. Someone with no title goes to Other without asking the model. Sorting uses the same daily AI writing allowance as sequence drafts; if it runs out, the button says so and works again tomorrow.
• Add a whole list, or one segment of it, to a sequence from the list page or from the sequence page (where pasting rows and picking a list sit side by side). Each person is checked against your do-not-email list, your do-not-contact lists and the people already in the sequence, and the result says how many were added, skipped or already there. Someone with no email still takes the LinkedIn and call steps; their email steps are skipped. Admins can choose which rep works the people they add: that rep’s mailbox sends the emails and their extension gets the LinkedIn and call steps.
• Do-not-contact lists are yours alone, separate from the do-not-email list of unsubscribes and bounces. Anyone on one is skipped when people are added to a sequence, matched by email, LinkedIn URL, or name and company. Upload the customers, partners or current conversations you want every sequence to leave alone.
• Reveal email on a row of a list uses the same lookup as the extension and spends a credit only when an address is found.

Pacing and warm-up

The sending rules exist to protect the address they send from, and they can’t be switched off. The two senders have the same shape of protection at their own scale, so here they are side by side. Every figure that is a knob (the ramp, the caps, the per-company limit) is shown in Settings beside its control rather than promised here. That way this page cannot go stale when one moves. The two lines that trip a campaign hold are published, because the Terms point at them.

Someone waiting on a cap or a hold shows as Active with their next step due; nothing is lost, it goes out in the next sending slot.

Stopping when they reply

Automatic reply-stop is available for mailbox emails only. It needs both a working forwarding rule and the switch in Integrations → Sending mailbox. New mailbox emails use a short reference added to your own reply address. Your rule forwards a copy of matching replies to the forwarding address shown in Settings. We read the reference and routing headers to know which sequence to stop; ordinary prospect reply bodies are not opened, stored or logged.

• Gmail: Open Integrations → Sending mailbox and start reply setup. Add its unique forwarding address in Gmail, then return to PitchWhip and open Google's confirmation link yourself. During this setup only, we read the matching Google confirmation message and make its link available within the 15-minute setup window. Refresh Gmail after confirming. Create a filter with To set to the exact match shown in PitchWhip; choose Forward it to and that confirmed address. Leave general forwarding off. Return to PitchWhip and select Use this reply filter. This selects the filter for future sends and turns on reply-stop; it does not verify that forwarding works. Test one reviewed email with an address you control, reply to it, and check the next follow-up stops automatically. Keep reply-stop on for normal use only after that test succeeds. Existing working rules are not changed merely by opening setup.
• Microsoft 365 / Outlook: Settings → Mail → Rules → Add a new rule, condition sent to contains you+pw, action forward a copy to the address shown under Integrations → Sending mailbox. Some tenants block external forwarding; your IT admin can allow it for one mailbox.
• The reply still lands in your inbox exactly as before. Without the rule nothing is detected: the switch in Settings only adds the tag to your outgoing emails, it cannot check that your mail rule exists. Make the rule first, then switch it on. Replies to domain emails, calls, LinkedIn replies and emails sent to an untagged address need a manual update. Mark the person as replied, pause them or stop them on the sequence page.

Why plain text, whether a link will get you blocked, and what actually gets a mailbox blocked are answered in Deliverability, in plain English, its own section below.

Open tracking: off by default, not missing

PitchWhip can track opens. It is off by default, and the reasons come in the order they matter to you. Open tracking is optional. Review its limits and the consent requirements before switching it on.

• Delivery depends on several signals, including authentication, sender reputation, complaints and content. Turning tracking on or off cannot guarantee inbox placement.
• Opens are an estimate. Mail-provider image proxies can fetch a tracking image without a person reading the message, so an image fetch is not proof that someone read it.
• The law: UK PECR regulation 6 treats a pixel as access to someone's device, which needs consent a cold prospect has not given. That consent is your team's responsibility.

The switch is in the dashboard under Settings → Open tracking. Only the account admin (the licence holder who owns the account) can switch it on, after reading those reasons and ticking that their team accepts responsibility for consent. The page records who ticked it and when. Each sequence then has its own toggle, so one sequence can track and another not. If you switch it on, a one-pixel image is added to every sequence email from this account. Opens are recorded as an estimate; image proxies can inflate them. Your team remains responsible for the consent PECR regulation 6 requires. It can be switched off at any time and stops on the next send.

What is recorded when it is on: that the image for one email was fetched, when, how many times, and whether the fetch looked like a mail provider's image proxy. No IP address, no browser or device details, nothing else about the reader. The record is deleted with the account. A campaign carries the pixel only from a verified domain, and it is PitchWhip’s own pixel: the mail provider’s tracking stays switched off. Wherever the dashboard would show an open rate while the switch is off, it says so and links here rather than showing a dash. Clicks are not tracked: your links go out as your links. There is no link rewriting, whatever the switch says.

What the report shows

Every sequence page has a report under its tiles, and the Sequences page opens with one for the whole account. Reply rate is people who replied divided by people who received at least one email. That is the number every sequencer quotes, counted the same way here. Beside it: bounce rate, delivered rate (campaigns only, from the mail provider’s delivery notices), meetings booked from the sequence, tasks done and how many people are waiting on a rep. Opens appear only for a sequence that tracks them, labelled as an estimate, because a mail client’s image proxy inflates the count. Open rate is people with an open divided by people who received an email, the same denominator as reply rate, so the two sit side by side. The per-send figure (opened emails divided by emails sent) is in the tile’s hint, named as such. When tracking is off, the tile says open tracking is off by default, not missing, and links to the switch. There is no click rate, because links are never rewritten.

• Step by step. A funnel of every step: how many people reached it, what was sent, delivered and bounced, and who replied while on that step. It also shows how many LinkedIn and call steps were done or skipped. A step that sends plenty and gets no replies while an earlier one did is called out by name.
• By rep, by day, by hour. Each rep’s people added, sent, replied and open tasks, with how long the oldest has waited. And when replies land, by weekday and by hour of the day (Europe/London), so a sequence can start on the day people actually answer.
• Why it is or isn’t working. Suggestions are worked out from these numbers, not guessed; each one says what it looked at. Each of these carries a short note on what to change: a reply rate under the cold-email norm of 2–5% after enough sends, or a bounce rate over 5%. So does a follow-up that adds nothing, a connection step reps keep skipping, tasks waiting days in the queue, or nothing sending at all. Anything marked as recorded is now in What we’ve learned, and the next sequence it writes will read it: that is how a sequence that didn’t work stops being repeated. A one-paragraph summary above the list is written by the model from the suggestions and nothing else.
• What we can’t see is listed on the same page, plainly. Clicks are not tracked, and opens only when the account has switched tracking on, as an estimate. Replies count only when stop-on-reply is on or a rep marks them. A mailbox bounce counts only when the server refuses at send, because later bounce notices land in the rep’s inbox and are not read. Campaign bounces and spam complaints do arrive, through the provider’s notices, and each one stops that person’s sequence and adds them to the do-not-email list.
• The account report at the top of the Sequences page sums the same numbers across every sequence. It shows twelve weeks of sent, replied and bounced, and a row per sequence with its reply and bounce rate. It also carries account-level notes, such as a mailbox in error or stop-on-reply switched off for a rep (which means their replies are only counted when someone marks them by hand). The dashboard overview carries replies per email sent over the last 30 days as one tile, with the all-time per-person reply rate beside it. Figures are refreshed every few minutes; Refresh on the report recounts now.

12. Deliverability, in plain English

Why the rules are the rules. Each one below is a filter’s rule or a reader’s habit, not a preference, and the dashboard shows the same words beside the control each one governs.

13. Team learning & sharing

Two separate things share this space, and the line between them is what is and isn’t shared.

• Team rebuttals: on a team plan, objection handling that worked for one rep can be shared with the rest. Everything shared is anonymised before it is stored: names, companies, emails, phone numbers, places and amounts are stripped, and anything in doubt is dropped entirely. Sharing is off by default, per member, and the admin has an org-level switch too. Team sharing stores anonymised rebuttals, not full transcripts. Live-call features send transcript text to the AI service for suggestions and summaries, as described under Call mode.
• The community pool: any licensed user can read anonymised objection strategies shared beyond their team, in the objection card’s Community rebuttals tab. Whether your own team’s rebuttals are exposed outward is a separate admin switch, off by default. Community material is reworded into your own voice, never read out verbatim, and your personal objection memory always outranks it.
• Team visibility: reveals are billed to the org, and the team and its admin can view revealed contacts in the dashboard. Only the team’s admins can see the whole team’s calls and stats; each rep sees their own. With the admin’s call-visibility toggle on, teammates also see “a colleague called this person” lines on the brief. A rep’s notes, transcripts and personal coaching are not shared with the team. Calls dialled from PitchWhip are the exception: the admin can play and delete recordings where recording is switched on. On accounts where saved transcripts are available and switched on, the admin can also read and delete those transcripts. Personal coaching lessons can back up to your own licence vault. A reveal row records no rep, so no one can say who spent the credit.

14. The dashboard

The dashboard at pitchwhip.com/login is the extension’s other half: log in with your licence key, nothing else. It also works when company IT won’t allow extensions at all: contact reveals, sequences, lists and campaigns all run entirely from here.

• Overview: your numbers at a glance, calls per day, outcome breakdown, a weekday-by-hour heat map of when your calls connect, callbacks due, and recent calls. The read-only Found for you view of your discovery finds lives here too.
• Calls: the full log with filters, sort and CSV export, plus callbacks due. A team’s admins can switch between their own calls and the whole team’s, or pick one rep. Click a number to dial from wherever you are and log the outcome on a quick card. A call logged this way lives in PitchWhip Cloud only, which the card itself tells you.
• Reveals: every reveal you’ve made, exportable to CSV, and Reveal by URL: paste a LinkedIn profile link, add the person’s name, choose phone, email or both. Identical to the extension’s lookup: the same partner, the same one credit per found result, and revealing the same person again is free.
• Sequences: build a sequence, add people from a paste or a list, see each person’s step, rep and last call, and the report underneath. The Sequences page opens with the account report.
• Lists: target lists and do-not-contact lists, the spreadsheet upload wizard, segments and Auto-sort, Reveal email per row, Export CSV, and Add to a sequence.
• Settings: your sending mailbox and sign-off, the campaign domain, the open-tracking switch and HubSpot, each with the reasons beside the control.
• Team: create your team, assign seats, set display names, flip the visibility toggles, and see per-seat activity stats. Reps never need their own subscription; seats come off the one invoice.
• Billing: plan, card, invoices (via your Lemon Squeezy customer portal), credit balance and pack purchases. The Devices card is here too, where you can free up a seat from a machine you no longer have, no support ticket needed.

15. Settings reference

The extension’s settings live in its Options page (right-click the toolbar icon → Options). The dashboard has a separate Settings page for the sending mailbox, campaign domain, open tracking and HubSpot; those are covered under Sequences above. Every Options control saves itself and confirms beside the control. Four tabs: Settings, Stats, Objections, and a Dashboard link.

Settings tab

• Profile & identity: your name and company, per pitch profile, exactly as the opener will say them. Profile management lives here too: create, rename, switch, delete.
• Your pitch context: the pitch context, the one-breath descriptor, the opener style and the optional custom opener example, all per profile.
• Buying signals: up to a dozen plain-English definitions of what makes a prospect hot for this profile (“hiring their first ops person”). Leave it empty and PitchWhip detects up to three page-grounded signals on its own instead.
• Behaviour: the hover delay, the master on/off toggle, whether the edge launcher tab shows, and how many unreached attempts before the voicemail offer appears (2 by default).
• Prospect discovery: the geography preference for new prospects.
• Enrichment: which model “Research company” uses, the thorough default or the cheaper option.
• Voice profile: the learned delivery rules, editable line by line, and the Adapt scripts to my delivery toggle.
• Integrations: Connect Google, View my CRM, Sync now, Disconnect.
• Team Learning: your display name, your sharing toggle, and (for admins) the org-level sharing and call-visibility switches.
• Contact reveals: credit balance, the three pack links, refresh.
• License: activate, deactivate, check again, and how many of your devices are in use.

Stats tab

The due-callbacks strip, outcome totals with the connect and booked-per-connect rates, best time to call, What’s working, the weekly review with its past-reviews dropdown, the screened-out rate and Usage & cost. Recent calls is here too: change an outcome, edit notes or fix a missing name, and everything re-syncs to your sheet. A profile filter scopes the lot.

Objections tab

Your objection memory: every remembered objection and response, editable and deletable. What you change here is what Call mode will suggest next time.

Found a bug anywhere? The blue bug button in the bottom corner of Options (and of every dashboard page) sends us a report with the context we need, on any tier, licence or not.

16. Troubleshooting

• Scripts won’t generate. Nine times out of ten, your name or company isn’t set: Options → Profile & identity. Every opener says who’s calling, so both are required.
• “Couldn’t generate”. A transient failure or a rate limit; try again in a moment. If the notice mentions your daily limit, that is the free tier’s 3 scripts a day, or the fair-use allowance: both reset at midnight UK time.
• My trial key says invalid right after signing up. Check the extension has updated itself; Chrome updates within about a day. To hurry it: chrome://extensions → Developer mode → Update. If it is up to date and the key is still refused, email hello@pitchwhip.com: the key never expires, so nothing is lost.
• A reveal has been pending for ages. Slow lookups can take a few minutes while providers are checked; the panel keeps polling. If nothing is found you are never charged. Your dashboard’s Reveals table shows the final state of every lookup.
• My licence stopped working on this machine. If you’ve hit the device limit, free the old seat yourself on the dashboard’s Devices card, then use Activate again in Options → License. The licence card’s Check again button forces a fresh check at any time. And an outage on our side never cuts you off mid-callblock: a licence tolerates a full week offline before anything changes.
• Deactivating: will I lose my data? No. Deactivate only releases the seat. Calls, notes, lessons, voice profile, objection memory and the Google connection all stay. On a paid plan a fresh install also restores your profiles, learning and call history from the cloud when the key activates.
• A discovery run failed partway. The run dies if you leave the tab, so stay on it while it works. A failed run doesn’t eat the day: the button re-arms as Resume today’s search and continues where it stopped.
• Call mode stopped by itself. That is one of the built-in guards: 10 minutes of silence, the 2-hour session cap, or the “Still on a call?” check going unanswered. The transcript is kept and the ended card offers Summarise this call.
• A contact is missing from my sheet. If no name could be read from the page, the call is held with a needs-name flag in Options → Stats rather than synced nameless; add the name there and it sends. Temporary sync failures retry themselves every few minutes.
• The panel is covering something I need. The objections card’s Hide tab tucks it away, the brief collapses and resizes by its grey handle, and Esc closes the whole panel. The edge launcher can be switched off in Options if you never want the tab.
• The brief says “no compelling trigger”. Working as intended: a strong-fit prospect with no timely trigger is still a real call, and PitchWhip won’t invent urgency that isn’t there.
• Something else. The bug button in Options or the dashboard, or hello@pitchwhip.com. A human replies within one working day.