Getting Started

  • About 5 minutes. Connect your CRM via OAuth, fill out your company profile, and you're live. No implementation team, no professional services, no waiting.

  • No. If you can fill out a form and click a button, you can use WARM. The AI handles the complexity — you just review and approve.

  • HubSpot and Salesforce, with native OAuth integration for both. No CSV uploads, no API keys. Connect in 60 seconds, switch CRMs without switching vendors. More CRM integration coming soon.

Pricing & Billing

  • Plans range from $500 to $5,500/month depending on volume and features. All plans include company-wide access — no per-seat pricing.

    Additional credits can be purchased at each level

  • No. $0 setup. Connect your CRM and start sending the same day.

  • All major credit cards via Stripe. Invoicing available for Enterprise plans.

  • Yes. Upgrade or downgrade anytime. Changes take effect on your next billing cycle.

How It Works

  • WARM researches each prospect using your CRM data, company context, and public information. It crafts personalized emails based on who they are, what they care about, and why your solution matters to them. Not templates. Not mail merge. Actual personalization at scale.

  • Lazarus automatically re-engages your closed-lost deals using the original close reason, notes, and context from your CRM. If a deal died because of "budget timing" 6 months ago, Lazarus knows that — and reaches out when the timing might be right. No other platform does this.

  • Every AI-generated email passes through our Compliance Officer before sending. It validates facts, catches hallucinations, and blocks anything off-brand. You'll never send a made-up pricing quote or fictional case study. Zero hallucinations sent.

  • WARM detects replies, bounces, and unsubscribes automatically. Sequences stop immediately — no more "sorry for the spam" moments or wasted tokens on bad emails. Replies are routed to your reps for human follow-up.

Security & Compliance

  • Yes. We use PostgreSQL row-level security for complete tenant isolation — your data is invisible to other customers at the database level. All data is encrypted in transit (TLS) and at rest (AES-256).

  • Our infrastructure (Supabase, Vercel) is SOC 2 compliant. Full SOC 2 Type II certification for WARM Systems is on our roadmap.

  • No. Never. Your data is used only to provide the service. See our Privacy Policy for details..

  • Yes. Full audit trail for every AI decision — what it sent, why it sent it, and what data it used. No black box. Complete transparency.

  • WARM provides tools to help you stay compliant, including unsubscribe handling and consent tracking. However, compliance is ultimately your responsibility. See our Acceptable Use Policy.

Comparison

  • Capabilities they literally don't have:

    1. Lazarus Brain — We automatically re-engage closed-lost deals using the original close reason, notes, and context. Zero competitors offer this. Your dead pipeline stays dead with them.

    2. Dual CRM Native — Real OAuth integration for both HubSpot AND Salesforce. Most competitors do one well and bolt on the other as an afterthought. We built both from day one — switch CRMs without switching vendors.

    3. Compliance Officer — Every AI output is validated before sending. Hallucinated pricing? Blocked. Made-up case study? Caught. They find out when the prospect complains. We catch it before it sends.

    Architecture they didn't think of:

    1. Fallback Layers — WARM assumes your CRM data is messy (because it is). Missing contact name? We fall back to company. No close reason? We check the notes. Empty notes? We use deal stage context. Competitors fail silently or send broken emails. We degrade gracefully.

    2. Comma Schema Parsing — When your "Industry" field says "Manufacturing, Aerospace & Defense, Medical Devices" — we parse that correctly. Competitors either choke on it or treat it as one garbled string.

    3. Real-Time Sync — Changes in your CRM reflect immediately. No overnight batch jobs, no "wait 24 hours to see updates." When a deal closes, Lazarus stops reaching out. When a contact opts out, we stop instantly.

    4. SCRUB Engine — 47-point CRM scan before any outreach touches your data. Duplicates, dead emails, orphaned contacts, zombie deals — we find them all. They act on dirty data directly and wonder why deliverability tanks.

    Business model they won't match:

    1. Company-Wide Access — One price, unlimited seats. They charge per rep. Do the math on a 10-person sales team.

    2. Month-to-Month — Cancel anytime. They lock you into annual contracts because they know you'd leave.

    3. Transparent Audit Trail — See exactly what the AI sent, why, and what data it used. They give you a black box and say "trust us."

  • We're not cheaper — we're better value.

    The math: Our pricing ($500-5,500/mo) overlaps with theirs ($3,000-5,000/mo), but we include company-wide access while they charge per seat. For a 10-rep team at 11x, you're looking at $30-50k/month. With WARM, it's the same $5,500 whether you have 3 reps or 30.

    The real answer: We're a small team of sales professionals who taught ourselves to code — not engineers guessing what salespeople need. 18 years of quota-carrying experience built this product, not a whiteboard in a VC's office.

    That means:

    • No bloated engineering team building features nobody asked for

    • No sales team selling vaporware to hit quarterly targets

    • No investor pressure to 10x prices to justify a Series B

    Just domain expertise, tenacity, and an obsession with building the tool we wish we'd had for the last decade.

    Low overhead. High conviction. Better product.

  • WARM handles the repetitive outreach that burns out sales teams — initial emails, follow-ups, and re-engagement. Your human reps focus on conversations, not copy-paste. Most customers see it as a force multiplier, not a replacement. The idea is to get rid of the low value busy work so their energy is spent on the high value deals that grow revenue.

Support

  • mail support@warmsystems.ai. We respond within 24 hours, usually much faster.

    We will also have a customer success team in the near future.

  • Yes — but you probably won't need it.

    WARM is the easiest platform to set up in the market. If you can navigate a basic CRM, you can configure any level of WARM. Connect your CRM with one click, fill out your company profile, and you're live. Five minutes, no technical skills required.

    That said, every new customer gets a 30-minute onboarding call if they want it. We'll help configure your company profile, fine-tune your AI settings, and launch your first campaign together. Some people prefer a walkthrough. We're happy to do it.

    But honestly? Most customers are sending emails before we even get on the call.

  • Coming soon. For now, reach out directly — we're a small team and happy to help personally.

Technical

  • The right one for the job.

    WARM uses a multi-model architecture — we route to different AI providers based on the task:

    • Anthropic Claude — Primary model for email generation. Best-in-class for natural, professional writing with the lowest hallucination rate. When words matter, Claude writes them.

    • OpenAI GPT — Used for specific parsing, classification, and structured data tasks where it excels.

    • Locally-built models — Internal operations like routing logic, intent detection, and preprocessing. Faster, cheaper, no external API dependency for non-critical paths.

    Why not just pick one? Because no single model is best at everything. GPT-4 is great at some things, Claude is better at others, and local models are faster and cheaper for tasks that don't need the heavy artillery.

    We're model-agnostic by design. When better models drop, we plug them in. You get the best available tech without waiting for us to rebuild everything.

  • Asynchronous batch processing. When you trigger a SCRUB scan, we don't lock up your browser waiting for 50,000 contacts to process.

    Here's how it works:

    1. You click "Run Scan" — job gets queued

    2. SCRUB processes records in parallel batches (chunked to avoid timeouts)

    3. Progress updates in real-time on your dashboard

    4. Results populate as they complete — you can start reviewing before it finishes

    5. Final report delivered when complete, also emailed to you

    For large datasets (100k+ records), the full scan might take 10-15 minutes, a million records might take several hours. But you're not waiting — it runs in the background while you do other things. Most CRMs under 50k contacts complete in under 5 minutes.

    This async architecture also means we can scale. Whether you have 500 contacts or 500,000, the system handles it without choking.

  • WARM isn't one AI — it's a system of specialized brains, each optimized for a specific job:

    • Opener Brain — Researches prospects, crafts contextual first touches

    • Chaser Brain — Writes intelligent follow-ups, knows when to stop

    • Lazarus Brain — Analyzes closed-lost context, crafts re-engagement sequences

    • Hunter Brain — Autonomous lead discovery (coming soon)

    • Compliance Officer — Validates every output before sending

    Each brain has its own system prompt, context window, and decision logic. They hand off to each other based on triggers and outcomes. It's not one prompt doing everything — it's an orchestrated system.

  • Every AI-generated email passes through our Safety Fork before sending. It's a branching validation layer that:

    1. Checks for hallucinated facts (pricing, features, claims)

    2. Validates tone against your brand settings

    3. Flags low-confidence outputs for human review

    4. Blocks anything that fails validation

    5. Routes bad outputs to error logging, not your prospect's inbox

    If the Compliance Officer catches a problem, the email never sends. Period.

  • Native OAuth 2.0 for both HubSpot and Salesforce — no API keys, no CSV uploads, no middleware. When you click "Connect," you authenticate directly with your CRM. We request only the scopes we need and handle token refresh automatically.

    Data flows both ways:

    • Inbound: Contact records, company data, deal stages, notes, activity history

    • Outbound: Email sends logged to contact timeline, activity synced back to CRM

    Emails appear in your CRM as if your rep sent them manually. Full timeline visibility, no black hole.

  • Real-time for outreach operations. Changes in your CRM reflect immediately in WARM. When a deal closes, a contact opts out, or a note gets added — we see it instantly via webhooks. No overnight batch jobs, no "wait 24 hours."

    This matters for Lazarus especially. If a closed-lost deal reopens, we stop the re-engagement sequence immediately. Batch sync competitors might send an awkward "just checking in on that dead deal" email to someone who just signed a contract.

  • Webhook listeners detect:

    • Hard bounces — Contact marked invalid, sequence stops

    • Soft bounces — Retry logic with backoff

    • Replies — Sequence stops immediately, rep notified

    • Unsubscribes — Contact flagged, all sequences stop

    • Out-of-office — Detected and handled appropriately

    No manual monitoring required. The system responds faster than any human could.

    • Frontend: Next.js 14 (App Router)

    • Backend: Supabase (PostgreSQL + Edge Functions)

    • Workflows: n8n (self-hosted)

    • AI: Anthropic Claude API

    • Hosting: Vercel

    • Payments: Stripe

    • Email: Customer's own CRM email API (not third-party SMTP)

    Everything is serverless, auto-scaling, and built on infrastructure trusted by enterprises.

  • PostgreSQL Row-Level Security (RLS) at the database level. Every table has policies that filter by tenant_id. It's not application-layer filtering that could be bypassed — it's enforced by the database itself.

    Customer A literally cannot query Customer B's data, even if there's a bug in our code. The database won't return it.

    Can I customize the AI's tone?

    Yes, at multiple levels:

    1. Company default — Set the baseline tone (Professional ↔ Friendly slider)

    2. Agent defaults — Configure different personalities for different use cases

    3. Rep extensions — Chrome/Firefox extensions let individual reps set their own tone, sign-off, bio, and working hours

    4. Disqualification criteria — Tell the AI who NOT to pursue (competitors, students, companies under X employees)

    Admin settings are the source of truth. Rep settings personalize within those guardrails.

  • Each brain is optimized for its context needs:

    • Opener — Uses extended context to pull in research, CRM history, company profile

    • Chaser — Lighter context, focused on previous thread and response signals

    • Lazarus — Deep context including original deal notes, close reason, timeline

    • Compliance — Full context of the draft plus company facts for validation

    We manage token budgets automatically. You don't need to think about it.

  • This is WARM Building Principle #1: Always assume messy CRM data and lazy reps.

    Every workflow has fallback layers:

    • No contact name? Fall back to company name

    • No close reason? Check the notes field

    • Empty notes? Use deal stage + timeline context

    • Missing email? Skip and flag for SCRUB

    • Comma-separated fields? Parsed correctly, not treated as garbage

    The SCRUB engine runs 47 automated checks before outreach:

    • Duplicate detection

    • Invalid email syntax

    • Likely bots (fake names, suspicious patterns)

    • Orphaned contacts (no company association)

    • Dead emails (previous hard bounces)

    • Zombie deals (closed-lost with re-engagement potential)

    • Missing required fields

    • Data standardization issues

    We don't fail silently. We degrade gracefully.

  • Yes. We pull custom properties from both HubSpot and Salesforce. Map them in your company profile, and the AI can reference them in outreach.

    For Salesforce specifically, we're building Metadata API support for auto-provisioning custom fields to match our HubSpot Properties API capability (coming Q1).

  • Built on Vercel and Supabase — both have 99.9%+ uptime SLAs. We inherit their reliability. No self-managed servers to go down at 2am.

    Workflow execution (n8n) is self-hosted for control and cost efficiency, with monitoring and auto-restart configured.

  • Not yet for external use. The platform is API-first internally, so a public API is on the roadmap once we stabilize post-launch. If you have a specific integration need, talk to us.

  • Yes. Full data export available anytime. Your data is yours — we don't hold it hostage.

Have a question not answered here? Email us at hello@warmsystems.ai