Hello there, Saleshandy users!
Sending cold emails from your primary domain risks its reputation if emails land in spam.
The best way to protect it? Use secondary or lookalike domains, and now, you can purchase and manage them directly inside Saleshandy, along with email accounts.
What is Email Infrastructure and Who Should Use It?
Email infrastructure refers to the complete setup required to send cold emails at scale safely and effectively.
It includes:
Domains (secondary or lookalike domains)
Email accounts (mailboxes tied to those domains)
Authentication setup (SPF, DKIM, DMARC)
Sending environment (IP, warm-up, deliverability setup)
Email infrastructure is recommended for users who send cold emails regularly and want to maintain good deliverability while protecting their primary domain.
Instead of manually setting all this up across multiple tools and providers, Saleshandy bundles everything into one seamless system. You should use email infrastructure if you:
Run outbound or cold email campaigns
Send emails at scale using multiple mailboxes
Want to avoid damaging your primary domain’s reputation
Need a reliable setup for consistent inbox placement
It is especially useful for sales teams, agencies, and businesses doing continuous outreach.
Why Email Infra in Saleshandy Helps
If you send cold emails from your primary domain:
You risk damaging your domain reputation
Your emails may land in spam
Your core business communication can get affected
With proper email infrastructure you can protect your primary domain, improve inbox placement, and reduce the chances of getting blocked or flagged.
Saleshandy simplifies the entire process by handling the technical setup for you:
Domains + mailboxes in one place
SPF, DKIM, DMARC automatically configured
Deliverability-optimized setup
US IP-based sending
Automatic reconnects
No need to manage multiple vendors
This saves hours of manual effort and removes technical complexity.
How to Purchase Domains and Mailboxes in Saleshandy
Follow these steps to purchase email accounts and domains:
1. Go to the Email Accounts tab
Log in to your Saleshandy account. Navigate to the Email Accounts tab in the navigation bar on the left.
2. Click Create New Email Infrastructure
Click on “Add Email Account” and click on “Create new email infra”
Creating sending infra with Saleshandy comes with added benefits:
We set up your accounts
Automatic reconnects
US IPs only
Email deliverability optimized
SPF, DMARC & DKIM set accounts
3. Choose your plan
You'll land on the Choose Plan page. Pick the email provider at the top (Google Workspace, Microsoft o365, or Azure), then pick the plan that fits how you send.
4. Purchase your domains
Enter your desired domain name. Based on availability, a list of similar domain names will appear. Add the ones you want to your cart.
Your selected domains will be shown in the cart at the bottom of the screen with the total cost charged per year. Click it to review the full list with pricing.
Click “Next”.
5. Create your email accounts
You'll land on the Create Email Accounts section. By default, the system auto-generates 3 mailboxes per domain. You can customize them before purchase.
Customizing mailboxes:
Fill in First Name, Last Name, and Email Address.
Select the domain(s) you want to apply this customization to from the @All domains dropdown. You can pick multiple domains at once if you want the same first/last name applied across them.
Use the Quantity dropdown (1-5) to choose how many mailboxes per selected domain should use this first and last name. For example, if you enter a first and last name and set Quantity to 2, the system generates 2 mailboxes per selected domain using that name.
Add a profile image for your email accounts and click Add. You can also apply the same profile picture across all email accounts using the Upload profile picture option below the customization section.
Note: The profile image should not be more than 1 MB.
How to switch plans
In the top-right corner, you'll see a plan-switching dropdown showing your current plan and rate (e.g., "Annual Flexi: $3.49/mo"). Click it to switch to Quarterly or Annual Fixed, all mailbox prices in the cart will update instantly.
Heads-up for Annual Flexi
Annual Flexi requires a minimum of 5 domains and 25 mailboxes.
If your cart has fewer than 5 domains and 25 mailboxes, you will see a warning and won’t be able to proceed
To continue, either:
Add more domains and mailboxes, or
Switch to Quarterly or Annual Fixed from the plan dropdown
6. Set up your forwarding domain
You'll be directed to set up your forwarding domain. Don't worry, the forwarding domain can be edited later.
7. Review and pay
After choosing your domains and email accounts, click Next. You'll be directed to the contact details tab where you can fill in billing information.
Please review your cart carefully before making the payment. You'll see the total pricing of mailboxes and domains with a detailed breakdown:
Quarterly: domains billed annually, email accounts billed per quarter
Annual Flexi: domains and email accounts both billed annually
Annual Fixed: domains and email accounts both billed annually
Click Continue to Payment. On the next pop-up, make the payment.
Once purchased, all email accounts will be automatically connected to Saleshandy. You can view transaction history under Billing & Subscription in Settings.
How Free Mailbox Replacements Work (Annual Flexi Only)
This is the main reason teams choose Annual Flexi.
When a mailbox gets burned, blocked, or its deliverability drops, you can replace it without paying for the mailbox again. You only pay for the new domain ($14/domain/year).
Important: How replacement actually works
Replacements happen at the domain level, not individual mailbox level
To replace mailboxes, you must delete the domain they belong to
The replacement becomes available after the domain’s release period ends (not instantly)
How it works: the slot system
When you buy Flexi mailboxes, you get slots, think of a slot as a ticket. Each ticket gives you the right to have one active mailbox. Buy 100 Flexi mailboxes, you get 100 slots.
Slots move through three states:
State | When it happens | What it means |
Active | A mailbox is bought or replaced | The slot has a working mailbox in it. |
Releasing | You delete a domain | Can't swap yet. Releases on domain's monthly release date (same calendar day each month as original purchase) |
Free Replacement | After the releasing period ends, or shortly after a domain expires | The slot is free. You can use it to get a replacement mailbox for $0 (you only pay $14 for the new domain). On the dashboard this shows up as "Free replacements." |
Undo a deletion
You can undo a domain deletion. Everything goes back to normal and slots return to Active.
Expired domains
If a domain expires because it wasn't renewed, there's no releasing period. The mailboxes die instantly and the slots become available shortly after.
Use them or lose them
When your Flexi plan renews, any unused Free Replacement slots disappear. They don't carry into the next year.
How to Replace a Mailbox
You have three ways to start the replacement flow
Blue banner on Email Accounts page: Shows up automatically when free slots are available. One click on "Replace Now" and the user is straight into the flow.
"Replace Mailboxes" button on Billing and Subscription: Takes the user through the modal showing slot availability by domain, then into the flow.
Regular Flexi purchase flow: If a user has available replacement slots and goes through the normal purchase flow, slots are auto-applied at checkout. This path still requires the standard minimums: 25 mailboxes and 5 domains total (including the replacement ones).
Checkout rules for replacements:
Your available slots are applied first, at $0.
If you add more mailboxes than you have slots, the extras get charged at the current Flexi rate.
Domain costs still apply: $14 for each new domain.
Managing Your Annual Flexi Plan
Head to Billing & Subscription to see your Annual Flexi dashboard at a glance. It shows one combined view across all your Flexi orders:
Total mailboxes: all mailboxes across your Flexi orders
Active (green): mailboxes currently sending emails
Releasing (yellow): mailboxes on deleted domains, waiting for the release date. Shows the earliest date the next batch becomes free
Free replacements (blue): slots that are ready to use right now at $0
Click Replace Mailboxes on the dashboard to open the modal and see a per-domain breakdown of which slots are available now and which are still releasing.
How to Buy More Flexi Mailboxes
You can buy a brand new Flexi order anytime. Each new order has:
Its own 12-month countdown starting from the purchase date
Its own pool of slots with its own 25-mailbox minimum
Its own yearly auto-charge anniversary
Available slots from all your Flexi orders combine into one shared pool. When you use them, the system picks from your earliest order first.
Renewals and Billing
Your rate is locked when you buy or renew a domain. It only changes when that specific domain next renews.
First-time purchase pricing is fixed; only renewal pricing varies. Renewal pricing is typically higher than first-time pricing, and the exact amounts are shown at the time of renewal.
Domain renewal timing (applies to all plans):
All domains renew annually, independent of your plan type. Saleshandy starts notifying you 21 days before your domain's expiry date through:
Email reminders
In-app banners
New renewal prices are revealed at that point.
We suggest renewing at least 7 days before the expiry date to guarantee the renewal goes through.
Between 7 days before expiry and the expiry date itself, you can still attempt to pay, but renewal is no longer guaranteed. If it succeeds, the domain continues as normal. If it fails, you receive a full refund.
Miss the expiry date entirely and the domain expires. All mailboxes on it stop working. No recovery.
Plan-Specific Billing
1) Quarterly Plan
Mailboxes are billed automatically every 3 months. No action needed between renewals.
Domains renew once a year. At the domain's renewal date, you manually pay the domain renewal fee plus the first quarter of mailboxes at the current rate.
After that, quarterly auto-charges continue at the new mailbox rate.
2) Annual Flexi Plan
Annual Flexi has more moving parts because your mailboxes can live on domains that renew at different times. Two concepts to know:
On-cycle domain: its renewal date lines up with your plan's yearly anniversary.
Off-cycle domain: its renewal date falls mid-year, before the plan anniversary. Replacement domains are off-cycle by default.
On-cycle domain renewal (manual): When an on-cycle domain reaches its renewal date, you pay the domain renewal fee + the full 12-month mailbox cost at the current rate. The domain and the mailboxes renew together.
Off-cycle domain renewal (manual + delta): Off-cycle domains are billed in two stages:
At your plan anniversary, the system automatically charges 12 months of mailbox cost for each off-cycle domain at the rate that was locked when that domain was last purchased or renewed. This covers the upcoming plan year in full.
When the off-cycle domain's own renewal date hits later that year, you manually pay the domain renewal fee. If the mailbox rate has gone up since step 1, you also pay a delta charge. The delta is just the difference between the new rate and the old rate, for the remaining days until the next plan anniversary. It is not a full new annual charge, because you already pre-paid that time at the old rate in step 1.
After the domain renews, the new rate locks in. On the next plan anniversary, this domain is auto-charged 12 months at the new rate.
If the domain renews on the exact day your plan ends, the delta is $0.
Walk-through example (Annual Flexi)
Setup:
Your Flexi plan anniversary: January 1.
A replacement domain was bought mid-year. Its own renewal date is June 1.
5 mailboxes on this domain.
Old mailbox rate (when the domain was last paid for): $3.49/mo.
New mailbox rate at June 1 renewal: $5.99/mo.
This domain is off-cycle because June 1 is not January 1. Here's what happens at each date.
Step 1. January 1 (plan anniversary). System auto-charges.
The plan just renewed. For every off-cycle domain, the system bills 12 months of mailbox cost at the rate locked when that domain was last paid for. For this domain, the locked rate is $3.49.
Auto-charge = $3.49 × 12 months × 5 mailboxes = $209.40.
This covers January 1 to December 31 for all 5 mailboxes.
You've already pre-paid the mailbox cost for the entire plan year at $3.49.
Step 2. June 1 (domain's own renewal date). You pay manually.
The domain itself has to be renewed once a year. On June 1, you pay the domain renewal fee.
But the mailbox rate has gone up to $5.99. From June 1 onward, this domain is supposed to sit at $5.99. The catch: you already pre-paid June through December at $3.49. You underpaid by $2.50/mo for that stretch.
That underpayment is the delta. You owe the catch-up.
Days from June 1 to January 1 (the next anniversary): 214.
Delta = $2.50/mo × 5 mailboxes × 214 days (prorated).
In months: 214 ÷ 30 ≈ 7.13 months.
Delta ≈ $2.50 × 5 × 7.13 ≈ $89.17.
So on June 1, you pay:
Domain renewal fee (at the then-current rate).
Delta ≈ $89.17.
Nothing more. No full 12-month re-charge, because the mailbox cost for this plan year was already collected in Step 1.
Step 3. Next January 1 (next plan anniversary). Rate is now locked at $5.99.
When the next anniversary comes around, the system auto-charges this domain at the new locked rate:
Auto-charge = $5.99 × 12 × 5 = $359.40.
Clean reset at the new rate going forward.
What happens if I don't renew an off-cycle domain?
The domain expires on its expiry date.
All mailboxes on it stop working.
The slots return to your shared pool as Free Replacement within a day, so you can reuse them for fresh replacements during the rest of the plan year.
Plan Anniversary Autopay
On your plan anniversary, two things happen together:
On-cycle domains: you manually renew those (within the 21-day window described above).
Off-cycle domains: the system auto-charges 12 months of mailbox cost at each domain's locked rate.
The mailbox rate never changes at the anniversary itself. It only changes when that specific domain next renews.
Slot count resets at anniversary. The new count equals only the mailboxes being renewed. Unused Free Replacement slots disappear permanently.
Auto-charge behavior
Card charges successfully: auto-charge runs 2 weeks before your plan anniversary. If you don't want to renew, cancel before the charge is processed. No refunds after.
Card fails: Saleshandy retries and notifies you. If payment keeps failing, the mailboxes stop working after its expiry date. No grace period.
Card requires 3D Secure authentication: you are notified 2 weeks before the renewal date. Approve the payment inside that window or the mailboxes stop working after its expiry date. No grace period.
Notifications you'll receive (automatic renewals)
Pre-charge email: 7 days before the charge (14 days before the renewal date).
Charge-day email: confirmation when the payment goes through successfully.
Failure email: if the payment fails.
In-product banner: appears 2 weeks before the renewal date after a failed charge attempt. Stays visible (can be dismissed per session) until the payment is made, the mailbox is deleted, or the renewal date passes.
Unused Free Replacement slots do not carry forward to the next year.
3) Annual Fixed Plan
No autopay ever.
Domains renew once a year based on their purchase date, each on its own schedule.
At each domain's renewal you manually pay the domain renewal fee + the full annual mailbox cost at the then current rate.
Final amount is shown before payment.
If multiple domains were purchased at different times, each renews independently on its own date. You can track all renewal dates in Billing & Subscription.
Key Considerations
You can buy up to 5 email accounts per domain.
Plans cannot be switched after purchase. No refunds once purchased.
You can hold more than one plan at a time (e.g., Flexi + Quarterly).
Email accounts on Quarterly auto-renew every 3 months.
On Annual Flexi, off-cycle domain mailboxes (typically replacements) are auto-charged on your plan anniversary. On-cycle domains and the domain renewals themselves are paid manually.
Annual Fixed does not auto-renew anything, you pay manually when each domain renews.
Mid-term deletions are non-refundable across all plans.
Additional email accounts cannot be added to an existing domain after purchase.
Email account credentials are not provided, this prevents multiple logins and avoids IP/mailbox blocking.
All team members can purchase email accounts. Only client users cannot.
A burned mailbox still takes up a slot. It counts as Active until you delete the domain.
The 5 domains and 25 mailboxes minimum only applies to a brand new Flexi purchase. Renewals and pure replacements have no minimum.
Deleting a Domain or Email Account
To delete a domain, click the delete button in the Actions column next to your purchased domain.
Note: Domain deletion takes effect at the end of your billing cycle. Until then, you can reverse the cancellation if needed.
If you want to revoke the deletion before the billing cycle ends, click the revoke button. If revoked, all domains and email accounts will work as usual.
A few things to keep in mind:
Email accounts cannot be deleted individually, but they can be paused.
You can only delete the entire domain, which removes all its mailboxes.
Deleting a domain on Annual Flexi does not reduce your slot count. Your total slots stay the same for the plan term, and the slots from the deleted domain become available for free replacements after the release date.
Accessing Data from Deleted Mailboxes
Good news, you no longer need to contact support for this.
Data from deleted mailboxes is now available by default inside your Unified Inbox. No support query needed. Just head to Unified Inbox and you'll see the data for any mailboxes you've deleted.
FAQs
Can I switch between plans after purchasing?
Can I switch between plans after purchasing?
No, plans cannot be changed once purchased. There are also no refunds, so make sure to choose a plan that matches your sending needs. However, you can hold multiple plans at the same time (e.g., Annual Flexi + Quarterly).
How many email accounts can I create per domain?
How many email accounts can I create per domain?
You can create up to 5 email accounts per domain. Additional email accounts cannot be added to the same domain after purchase.
What happens when a mailbox gets burned or blocked?
What happens when a mailbox gets burned or blocked?
If you're on the Annual Flexi plan, you can replace burned or blocked mailboxes for free. You only need to pay for a new domain ($14/domain/year). Other plans do not offer replacements.
Can I delete individual email accounts?
Can I delete individual email accounts?
No, individual email accounts cannot be deleted. You can only delete the entire domain, which removes all associated mailboxes. However, email accounts can be paused if needed.
Do email accounts auto-renew?
Do email accounts auto-renew?
It depends on your plan:
Quarterly: mailboxes auto-renew every 3 months. Domains are renewed manually once a year.
Annual Flexi: on-cycle domains (those whose renewal date lines up with your plan anniversary) are renewed manually. Off-cycle domains (typically replacement domains bought mid-year) are auto-charged on the plan anniversary for mailbox cost, and you manually renew the domain itself on its own renewal date.
Annual Fixed: nothing auto-renews. You manually renew each domain and its mailboxes on each domain's renewal date.
Can I access data from deleted mailboxes?
Can I access data from deleted mailboxes?
Yes, you can access data from deleted mailboxes directly within Saleshandy.
You no longer need to contact support. All data from deleted mailboxes is automatically available in your Unified Inbox. Simply navigate to the Unified Inbox to view it.
What is the "delta" charge I see on my Annual Flexi invoice?
What is the "delta" charge I see on my Annual Flexi invoice?
If you're on Annual Flexi and a domain that doesn't line up with your plan anniversary comes up for its own annual renewal mid-year, you may see a smaller charge called a delta.
This is because when your plan anniversary arrived earlier in the year, the system auto-charged the full 12 months of mailbox cost for that domain at the rate locked when the domain was last purchased or renewed. You've already paid the remaining months of the plan year at that older rate.
If the mailbox rate has gone up by the time the domain comes up for its own renewal, you owe only the difference between the new rate and the old rate, for the days left until the next plan anniversary. That difference is the delta. It's a top-up, not a full new annual charge. After the renewal, the new rate locks in for that domain.
My auto-charge failed. What happens now?
My auto-charge failed. What happens now?
Saleshandy retries the payment and notifies you. If the payment keeps failing:
Mailboxes on the affected domains stop working on the renewal date.
There is no grace period. Mailboxes simply stop working.
To keep your mailboxes active, make sure your payment method is valid well before the renewal date.
If your card requires 3D Secure (OTP/bank approval), you'll be notified 2 weeks before the renewal date. Approve the charge inside that window, or the mailboxes stop working on the renewal date.
Can I cancel autopay?
Can I cancel autopay?
Yes. If you don't want to renew, cancel before the auto-charge is processed (runs 2 weeks before the plan anniversary). No refunds are issued once the charge has gone through.
If you cancel autopay:
Mailboxes on domains you've already renewed manually keep working.
Everything else stops on the renewal date.
When will I be notified before a charge?
When will I be notified before a charge?
21 days before a domain's expiry: renewal reminder + new renewal prices disclosed (for manual domain renewals).
21 days before an auto-renewal date: pre-charge email (applies to Quarterly mailbox auto-billing and Annual Flexi anniversary auto-charge).
On the charge day: confirmation email when payment goes through.
If payment fails: failure email + in-product banner that stays visible until the issue is resolved, the mailbox is deleted, or the renewal date passes.
Can I get a refund if I change my mind after paying?
Can I get a refund if I change my mind after paying?
No. Once a charge is processed, it is non-refundable. This includes mid-term deletions and voluntary cancellations.
Refunds are only issued in two cases:
You attempted to renew a domain in the last-minute window (between 7 days before expiry and the expiry date) and the renewal failed.
Your order or renewal payment went through but failed from our end (a processing error on Saleshandy's side).
In either case, the charge is reversed in full.
What happens if I forget to renew a domain?
What happens if I forget to renew a domain?
The domain expires on its expiry date and all mailboxes on it stop working. No recovery.
For Annual Flexi users: The slots from that domain return to your shared pool as Free Replacement within a day, and you can reuse them for fresh replacements during the rest of the plan year.