Platform Guide & Instructions

Part 1: Getting Started

1

Register Your Business Account

Go to balticleads.ee/register and fill in:

Full name - your name as the contact person
Email address - used for login and notifications
Company name - your registered business name
Registration code - your company's official registry number (required for B2B verification)
Password - at least 8 characters

The registration code is needed because BalticLeads is a B2B service only - we verify that you are a registered business, not a private individual.

2

Verify Your Email

After registering, check your inbox for a verification email from BalticLeads. Click the verification link to activate your account. If you don't see it within 5 minutes, check your spam folder. You won't be able to log in until your email is verified.

3

Choose a Subscription Plan

Go to Pricing and choose the plan that fits your outreach volume:

Plan	Price	Monthly Emails	Countries
Starter	€49/mo	500 emails	Estonia only
Business	€99/mo	2,500 emails	Estonia + Latvia
Professional	€199/mo	6,000 emails	All 3 countries
Enterprise	€899/mo	Unlimited	All 3 countries

All plans require a 12-month minimum commitment. Billing is monthly. You can upgrade anytime.

4

Set Up Your Sending Email

This is the most critical step. See Part 2 for detailed instructions on setting up a business email for sending campaigns.

Part 2: Setting Up Your Sending Email

Warning: You Cannot Use a Personal Email

Do not use your personal Gmail, Outlook, or Yahoo email to send campaigns. This will damage your personal inbox reputation and may result in your account being flagged as spam. You must use a business email tied to your company domain.

Why You Need a Dedicated Business Email

Protects your main company inbox reputation from mass-sending
Required for deliverability - ISPs flag bulk sends from consumer email services
Gives you a professional outreach identity (outreach@yourdomain.com)
Allows proper unsubscribe handling without affecting your main email

Option A - Zoho Mail (FREE)

Zoho Mail offers a free business email plan - perfect for a dedicated outreach email.

Go to zoho.com/mail and click Get Started for Free
Choose the Free plan (1 user, 5 GB)
Enter your domain (e.g., yourdomain.com) and verify DNS ownership
Create your outreach email: outreach@yourdomain.com
Go to Zoho Mail Settings → SMTP and note the credentials

Zoho SMTP Settings

Host: smtp.zoho.eu
Port: 587
Security: TLS / STARTTLS
Username: outreach@yourdomain.com
Password: your Zoho password

Option B - Google Workspace (€6/month)

Google Workspace gives you a @yourdomain.com Gmail account with excellent deliverability.

Gmail SMTP Settings

Host: smtp.gmail.com
Port: 587
Security: TLS / STARTTLS
Username: outreach@yourdomain.com
Password: App Password (NOT your main password)

With Gmail you must use an App Password - not your regular Google password. Enable 2-Factor Authentication first, then go to Google Account → Security → App passwords to generate one.

Option C - Your Hosting Provider Email

Most web hosting plans (cPanel, Plesk, etc.) include email hosting. Create outreach@yourdomain.com in your hosting control panel.

Check your hosting provider's documentation for SMTP host, port, and credentials. Usually the SMTP host is mail.yourdomain.com and port is 587.

How to Enter SMTP Settings in BalticLeads

Go to Settings in the left sidebar
Scroll to SMTP Configuration
Fill in: SMTP Host, Port, Username, Password, From Name, From Email
Click Test Connection to verify it works
Save settings

Recommended sending email formats:
outreach@yourdomain.com • campaigns@yourdomain.com • hello@yourdomain.com
Avoid: info@, support@, contact@ (those receive too many replies and signal generic inboxes)

Part 3: Finding & Filtering Companies

Go to the Leads page to browse the company database. Use filters to narrow down your target audience:

Country

Estonia, Latvia, Lithuania

Available countries depend on your plan. Starter = Estonia only, Business = EE+LV, Professional/Enterprise = all 3.

City

Filter by city name

Type a city name (Tallinn, Tartu, Riga, Vilnius, etc.) to show only companies in that city.

Industry

Filter by industry keyword

Type keywords like: IT, construction, food, transport, healthcare, retail, marketing, finance, automotive, beauty, etc.

Has Email

Show only contactable companies

Check "Has email" to show only companies with a known email address. Approximately 40% of all companies in the database have emails.

Export to Excel is available for Professional and Enterprise plan users. Use the Export button after filtering to download a spreadsheet of the results.

Part 4: Sending Campaigns (Manual)

Manual sending lets you select specific companies and send them an email right from the Leads page.

1

Select companies - use individual checkboxes or Select All to select all filtered results on the current page.

2

Click "Send Email" - the send panel opens on the right side.

3

Choose a template or write a custom email - select a saved template from the dropdown or write directly in the editor.

4

Use personalization tokens - the system replaces these automatically:
{company_name} • {city} • {country} • {industry}

5

Hit Send - emails go out with 30-60 second delays between each (this prevents spam detection). If you exceed the 450/day limit, remaining emails queue automatically and send the next day.

Tip: Check your History page
Go to History after sending to see which emails were sent successfully and which failed.

Part 5: Campaign Queue (Automated)

Campaigns let you set up automated sending that runs every day at 08:00, sending up to 450 emails per day until the campaign is complete.

Creating a Campaign

Go to Campaigns in the sidebar
Click New Campaign
Choose filters: country, city (optional), industry (optional)
Write your email subject and body - use {company_name}, {city}, {country}, {industry} tokens
Click Launch Campaign

How the Queue Works

System sends 450 emails per day at 08:00 automatically
Multiple campaigns share the 450/day limit - processed by priority order
Lower priority number = sends first (Priority 1 = highest priority)
Pause or resume any campaign anytime - progress is always saved
When all matching companies have been emailed, the campaign shows as Completed

Quota & Credits Integration

Campaigns check your monthly plan quota before sending each day
When your monthly plan quota is reached, extra credits kick in automatically - no action needed
When both plan quota and extra credits are exhausted, the campaign pauses automatically
Campaign resumes automatically on your next billing cycle (when quota resets)

Part 6: Payment & Billing

Subscriptions

All payments processed securely via Stripe - EU compliant, PCI-DSS certified
Monthly billing - charged on your subscription date each month
Monthly email quota resets automatically on each billing date
Minimum 12-month commitment - early cancellation fee applies
After 12 months, you can cancel anytime via Billing → Manage Billing

Extra Credits

Purchase extra credits anytime from the Pricing page (requires active subscription)
Credits never expire - they carry over month to month indefinitely
Credits are used automatically after your monthly plan quota is exhausted
1 credit = 1 email sent

Managing Your Billing

Go to Billing page → click Manage Billing to open the Stripe customer portal
In the Stripe portal: update payment method, download invoices, view billing history, cancel subscription (after 12 months)

What Happens if You Cancel

Your plan downgrades to Free at the end of the current paid period
Active campaigns pause automatically - they are not deleted
Your data and campaign history are preserved for 30 days
You can resubscribe anytime to resume campaigns immediately
Extra credits you purchased are retained and restored upon resubscription

Part 7: Deliverability Best Practices

Email Warm-Up: Start Slow

If your sending email is new, you must warm it up before sending high volumes. ISPs flag sudden large sends from new domains as spam.

WEEK 1

50

emails/day

WEEK 2

100

emails/day

WEEK 3

200

emails/day

WEEK 4+

450

emails/day

Set your daily limit in Settings → Daily Limit. Start at 50 and increase weekly.

Best Practices Checklist

Always personalize - at minimum use {company_name} in every email
Keep emails short - 150-300 words perform best; longer emails get ignored
Write a clear subject line - avoid spam trigger words (FREE, URGENT, GUARANTEED, !!!)
Always include: who you are, what you offer, and a clear call to action
Check your History page for bounce rates - keep failed rate under 5%
If bounces exceed 5%: reduce sending volume and review your email list quality
Use a professional tone - avoid being salesy or pushy in the first email

Part 8: Frequently Asked Questions

Can I use my Gmail or Outlook personal email?

Not recommended. Using a personal consumer email for bulk sending risks your inbox reputation and may get your personal email flagged. You should always use a business domain email (e.g., outreach@yourcompany.com). See Part 2 for setup instructions.

What happens when my monthly limit runs out?

Extra credits activate automatically if you have them - your campaigns continue without interruption. If you have no extra credits, campaigns pause automatically until your next billing date when the quota resets.

Will my campaigns stop if I forget to buy credits?

No - campaigns only pause when BOTH your plan quota AND extra credits are zero. You receive warning banners in the dashboard at 75%, 90%, and 100% usage so you have time to top up before hitting the limit.

Can I cancel anytime?

All plans have a 12-month minimum commitment. After the 12-month period, you can cancel anytime by going to Billing → Manage Billing in the Stripe portal. Early cancellation during the minimum period incurs a fee equal to 2 months of your plan price.

Are the company emails verified?

Email addresses come from official Estonian, Latvian, and Lithuanian business registries, supplemented by DNS-based email discovery. Quality varies - expect approximately 5-15% bounce rate, which is normal for B2B cold outreach. The platform performs SMTP verification before sending to minimize bounces.

How do I know if my emails are being delivered?

Check the History page - it shows every email sent with status (sent / failed) and timestamps. Monitor your failure rate: keep it under 5% for healthy deliverability. If you see high failure rates, check your SMTP settings and email quality.

Do extra credits expire?

No. Extra credits never expire. They carry over month to month and remain in your account until used. They are retained even if you temporarily cancel and resubscribe.

I need help. How do I contact support?

Email us at info@balticleads.ee. We aim to respond within 1 business day. For billing issues, you can also manage your subscription directly in the Stripe portal via Billing → Manage Billing.