9 Best Cold Email Tools To Generate More Leads

Find a detailed review of the most popular cold email tools based on email automation features, CRM integrations, pricing and more.


Sending cold email a.k.a outbound prospecting is a very predictable and efficient way to generate leads for your sales team and close more deals.

Over the last few years, there has been an explosion of software tools available to help you automate and scale your cold email prospecting - leading to the creation of an entire new category of software: the Sales engagement category.

These tools are different from traditional email marketing tools which were built to blast out thousands of emails per day to your marketing list. Sales engagement or cold emailing tools on the other hand are designed to send smaller volumes of highly personalised emails and follow ups to your prospects. These emails are sent from your work email and are built to improve the productivity of your sales team.

Infact, given the variety of tools available today, the real problem for a sales team is not being able to scale cold emailing. It is in picking the right tool that is just the right match for your requirements.

There are a variety of factors you need to consider when picking the right tool. Does it work with your email provider? Does it integrate with your existing sales CRM? Does it have sufficient reporting and analytics capabilities? Can it support the type of emails and customization that your team plans to do? Is the pricing model geared to your growth plans?

These are important factors to consider when you evaluate a tool. But it can be a very time consuming process if you evaluate every tool available.

Here, we have covered what are the most important things that you need to focus on before choosing the right cold emailing tool for your sales team.

We have chosen the 9 best tools out there in the market today and we have given an overview of what exactly each of the tools will offer you based on these 5 different criteria.

  1. Import and manage prospects
  2. Email campaign features
  3. Integration with CRM and other tools
  4. Reports and dashboards
  5. Pricing

By the end of the article you should be able to decide which cold emailing tool will work the best for your sales team.

Table of contents

  1. Criteria for choosing the ideal tool
  2. 9 Best Cold Email Tools To Generate More Leads
    • Klenty
    • Prospect.io
    • Woodpecker
    • Mailshake
    • Yesware
    • Reply.io
    • PersistIQ
    • Quickmail
    • Mixmax

Criteria for choosing the ideal tool

Before jumping into the tools, let’s quickly discuss the important criteria you need to look in a cold emailing tool to choose one.

Import and Manage Prospects
Email Campaign Features
Integration with CRMs and other tools
Reports and Dashboards
Flexible Pricing

Import and Manage Prospects

Once you have the prospect list ready, you need a tool that allows you to import and manage prospects the way you want.

The tool that you choose should be the prospecting hub where you are able to manage your prospects effectively.

It should allow you to import your prospect lists from any source you need - be it your CRM, or tools like Google Sheets or CSV. It would be perfect if the tool can auto import prospects from any of these as well.

It should also easily allow you to organize and manage your prospects because not all prospects are equal. It should allow you to tag and create lists by grouping prospects based on certain conditions such as recently contacted prospects, bounced prospects, prospects who unsubscribed, and actively engaging prospects. You should also be able to avoid duplicate records in the prospect database.

Email Campaign Features

The tool that you choose should allow you to send highly personalized emails and automated follow-ups and keep a track of them. That’s the core functionality but beyond that the tool should be able to send emails at specific time frames and should also allow you to throttle your emails; which simply means that you can decide the number of prospects to contact from your list daily. The tool should also be able detect out-of-office replies, auto-replies and bounces. You need to look for the ability to A/B test if you want to optimize your campaigns.

Finally you should check if the tool allows you to connect to the email server you use like Gmail, SMTP, IMAP, or Outlook so that you can send emails from your own email account to ensure great deliverability rates.

Integration with CRMs and other tools

Salespeople generally waste a lot of time in keeping the CRM up to date with all the prospects’ data. Isn’t it better to have a tool that has seamless integration with your CRM so that you can create automated workflows that will save you a lot of time?

The tool should allow bi-directional syncing of prospects with your CRM so that all the prospect data is up-to-date in both the systems. It should allow you to manage campaigns to your prospects directly from within the CRM and also automatically record all the email engagement metrics for the prospects back into the CRM.

Reports and Dashboards

Email campaigns in sales are generally data driven. You will need a tool which allows you to benefit from the full extent of the data that you have at your disposal. Without having these analytics, you’re basically driving on the dark side.

Your tool should allow you to compare the performance of various campaigns and also check the performance of each individual step in a campaign so that you can get unique insights that you never even expected and will help in improving the performance of your campaigns constantly.

If you have a team, then the tool should allow you to know how your team is performing, with good team reports. And if you need real time notifications of your prospects’ actions then the tool has to provide live feed reports.


Each tool has different pricing plans and each offers different features under different plans. But there are some parameters based on which the tools are priced. It can be based on the number of users or seats taken, number of contacts that you want to reach out to, or the number of email credits. Depending upon the volume of people in your organization, you have to choose the one that fits your needs and also generate high returns.