Email Tracking Software for Sales & Gmail [Best Tools in 2025]

Ideal user

Email tracking is one of the most effective ways to improve sales operations, but only if you use the right tools.
To stand out in today's flooded inboxes, you need more than a good copy. You need real-time insights that tell you when to follow up and what’s working.

• What email tracking is and how it works
• The best email tracking software for Gmail and sales teams
• The biggest benefits you’ll see once you start tracking
• Free tools you can try today to put tracking to the test

Try Cirrus Insight and see what happens after you hit send.   

What is Email Tracking?

Email tracking is the practice of monitoring what happens after you hit Send. A modern email tracking tool can tell you:

• Opens: the exact moment a recipient opens your mail
• Clicks: which links, buttons, or attachments get attention
• Device and location: the type of device and (approximate) place where the email was viewed
• Engagement timeline: how many times the message is re-opened over hours or days

Sales reps use this insight to follow up at the right time, refine messaging, and keep pipelines moving. Marketers use it to gauge interest and improve campaign performance.

Quick example: You email a proposal at 10:15 AM. Ten minutes later, you get a desktop alert that your prospect opened the file twice. You call while the deal is top-of-mind and book the meeting. No more guessing.

How Does Email Tracking Work?

Most email tracking platforms insert a tiny, invisible image pixel into each outgoing message. When the recipient’s email client loads the pixel:

1. A request pings the tracking server.
2. The server logs the time, date, IP address, and user agent (device/browser).
3. The tool translates that data into a real-time notification for you.

If the email contains trackable links or attachments, the software tags those as well. Each click sends a similar ping that records engagement details.

Because the pixel is just a one-pixel image, it adds no weight to your email and is invisible to the reader. If images are blocked, the tool waits until they are enabled or tracks clicks instead, ensuring you still capture meaningful activity.

With these basics covered, let’s compare the top tools that make email tracking easy for freelancers, sales teams, and agencies.

8 Best Email Tracking Software for Your Business

Below you’ll find eight well-known tools, grouped by the type of user who gets the most value from them.

For every product we list pricing, its headline feature, Gmail or Outlook support, CRM connectivity, and one key limitation so you can compare at a glance.

How have we evaluated these tools?

We favoured products that: 

1. Report opens and clicks accurately.
2. Live inside Gmail or Outlook with minimal friction.
3. Surface clear next-step insights.
4. Respect GDPR and similar rules.
5. Keep pricing transparent.

Lavender

A popular pick for solo sellers who want writing tips and basic engagement data. 

Here’s what stands out:

• Pricing: Free for up to five tracked emails a month. Paid tiers start at $29
• Standout features: AI writing suggestions plus instant open-and-click notifications
• Gmail compatibility: Native Chrome extension
• CRM integration: CSV export only, no direct sync
• Limitations: Advanced automations and bulk tracking are locked behind higher plans
  
  

Right Inbox

Right Inbox adds send-later, reminders, and tracking directly inside Gmail’s compose window

Key details include:

• Pricing: Free core plan; paid plans begin at $5.95 per month
• Standout features: One-click send-later, recurring reminders, and lightweight link-click tracking
• Gmail compatibility: Yes, Gmail exclusive
• CRM integration: None built in
• Limitations: Reporting is basic and there is no Outlook option
  
  

Streak

Streak turns Gmail itself into a pipeline, pairing CRM stages with real-time email tracking.

Highlights:

• Pricing: Free plan available; Pro tier starts at $15 per user
• Standout features: Pipeline CRM that lives entirely inside Gmail.
• Gmail compatibility: Full Gmail add-on
• CRM integration: Streak doubles as the CRM, no external sync
• Limitations: Deeper analytics require upgrading and the interface can feel busy to new users

Yesware

Yesware layers tracking, templates, and multi-step sequences into Gmail and Outlook for fast outbound.

Key points:

• Pricing: Free for up to ten recipients a month. Paid from $19 per user
• Standout features: Multi-step sequences, template analytics, and meeting-book links
• Gmail compatibility: Yes
• CRM integration: Native Salesforce connector
• Limitations: Feature costs rise quickly in larger roll-outs

Mixmax

Mixmax adds interactive elements, like polls and calendar picks, alongside robust tracking and automation.

Here’s what you get:

• Pricing: Free starter tier; paid plans start at $12 per user
• Standout features: Advanced sequencing, interactive polls, and calendar embeds
• Gmail compatibility: Yes
• CRM integration: Direct sync with Salesforce and HubSpot
• Limitations: Feature depth can overwhelm casual senders
  
  

Mailbutler

Mailbutler brings the same tracking experience to Gmail, Outlook, and Apple Mail, ideal for mixed-stack teams.

Key details include:

• Pricing: 14-day free trial, then from $4.95 per user
• Standout features: Works in Gmail, Outlook, and Apple Mail with real-time open and click logs
• Gmail compatibility: Yes, plus other clients
• CRM integration: Zapier workflows or manual export
• Limitations: Many tracking extras live in higher-priced bundles
  
  

Boomerang for Gmail and Outlook

Boomerang focuses on timing, letting users schedule, pause, and lightly track emails in both major clients.

Here’s what stands out:

• Pricing: Free for up to ten tracked emails a month; paid plans from $4.98 (Gmail) or $4.99 (Outlook)
• Standout features: Send-later, inbox-pause, and simple open alerts in one add-on
• Gmail compatibility: Separate extensions for Gmail and Outlook
• CRM integration: None
• Limitations: Feature set differs between the two clients and lacks deep analytics
  
  

Mailsuite (formerly Mailtrack)

Mailsuite keeps things simple with double-check marks that light up every time someone opens your Gmail message.

Quick rundown:

• Pricing: Robust free plan; Pro tier starts at $4.99 monthly
• Standout features: Iconic double-checkmarks that show when an email is opened
• Gmail compatibility: Chrome extension for Gmail
• CRM integration: Not available
• Limitations: Click-tracking and team dashboards require a paid upgrade
  
  

Which Tool Fits Your Use Case?

Freelancers & solopreneurs

• Recommended tools: Lavender, RIght Inbox
• Why: Gmail add-ons that install in minutes, show real-time open and click alerts, and keep premium plans under $30 per month.

Sales teams

• Recommended tools: Streak, Yesware
• Why: Built-in sequences, template analytics, and CRM-ready syncing help reps scale outreach without leaving their inbox.

Agencies

• Recommended tools: Mixmax, Mailbutler
• Why: Advanced automation, multi-client support, and shared dashboards make them easier to roll out across several accounts and users.

Benefits of Email Tracking

Email tracking turns guesswork into clear, timely action. Here are the biggest advantages teams report once they start using open and click data every day:

• Follow up at the perfect moment
  Real-time alerts show you exactly when a prospect looks at your message or clicks a link. Reach out while the topic is fresh and you’ll catch more people in buying mode.
  
  
• Prioritize the hottest leads
  A lead who opened your email three times and clicked the proposal is warmer than one who never looked. Tracking helps reps sort their call list by genuine interest instead of hunches.
  
  
• Shorten your sales cycle
  When you know which prospects are engaged, you spend less time chasing cold addresses. That focus speeds up conversations, demos, and signed deals.
  
  
• Write better emails over time
  Compare open and click rates across subject lines, CTAs, or templates. Patterns emerge quickly, showing which messages land and which need a rewrite.
  
  
• Improve forecast accuracy
  Engagement data feeds your CRM with real buyer signals. Managers see which deals are moving and which have stalled, leading to more realistic pipeline numbers.
  
  
• Eliminate unnecessary follow-ups
  If a contact never opened your first note, you can adjust your approach instead of sending a string of “Just checking in” emails. That saves time for both sides and keeps your brand polite.
  
  
• Strengthen customer relationships
  Context matters. Knowing a prospect read your case study yesterday lets you open the next call with relevant questions, proving you pay attention and respect their time.

Together, these benefits translate into higher reply rates, cleaner pipelines, and a smoother experience for everyone involved.

Try the Best Email Tracking Tools for Free

Below are five popular options you can use without spending a cent. Each list shows what you get, who benefits most, and one watch-out to keep in mind.

HubSpot Sales Tools

• Unlimited open and click alerts that write straight into the free CRM.
• Ideal for teams already living in HubSpot.
• Limitation: advanced automation lives behind paid Sales Hub seats.

Mailsuite (formerly Mailtrack)

• Real-time double-check marks for every open in Gmail.
• Perfect for freelancers who need basic visibility.
• Limitation: click tracking unlocks only on the Pro plan.

Lavender Free

• Five tracked emails a month plus live copy suggestions.
• Great for solo sellers polishing subject lines and body copy.
• Limitation: no sequences or CRM sync on the free tier.

Yesware Free

• Tracking for ten recipients, basic templates, and simple reporting.
• Useful for small teams testing outbound sequences.
• Limitation: costs rise quickly once you exceed the recipient cap.

Why many teams choose Cirrus Insight after testing

Cirrus Insight combines real-time tracking with deep Salesforce sync, scheduling, and template sharing inside Gmail and Outlook, so reps work faster without changing where they work. The 14-day trial unlocks every feature:

• Open, click, and attachment alerts that pop up the moment a prospect engages
  One-click logging to any Salesforce object for clean, compliant data
• Smart Scheduler links that cut out back-and-forth emails
• Team templates and engagement analytics to see what actually converts

All data stays visible and under admin control, matching our pillar of transparent CRM visibility.

Try Cirrus Insight free for two weeks and compare your results side-by-side with the tools above. Most users see faster replies within the first day.

Email Tracking Tracking Software: FAQs

If we haven’t answered all of your questions above, here are some of the most common questions you might still be asking yourself.

How do I track an email?
Install an email tracking add-on (for example, Cirrus Insight, Yesware, or Mailsuite). The tool inserts a one-pixel image into each message. When the recipient’s client loads that pixel, or clicks a tracked link, the server records the action and sends you a real-time alert.

What is the best email tracking Option for Gmail?
For basic open alerts, Mailsuite’s free Chrome extension is a solid starter. If you need opens, clicks, templates, scheduling, and automatic Salesforce logging, users often graduate to Cirrus Insight because it stays inside Gmail and keeps CRM data clean.

Is email tracking illegal?
Email tracking is legal in most regions, but you must follow privacy regulations. Add a clear disclosure to your emails or privacy policy, respect unsubscribe requests, and avoid collecting sensitive personal data without consent (GDPR, CCPA, and similar laws apply).

How does email tracking in Salesforce look like?
Native Salesforce email sends can show basic read receipts. Most teams add a mailbox plug-in such as Cirrus Insight or Yesware so every open, click, or attachment view is logged automatically to Leads, Contacts, or custom objects, with no manual entry required.

What is the most reliable email tracking tool for Gmail?
Reliability depends on your workflow. Mailsuite is dependable for simple opens, while Cirrus Insight and Yesware are trusted for enterprise-grade accuracy, deeper analytics, and CRM sync.

Which email tracking tools are free?
You can start at no cost with:

• HubSpot Sales Tools (unlimited opens and clicks)
• Mailsuite (unlimited open tracking)
• Lavender (five tracked emails per month)
• Boomerang Basic (ten tracked emails per month)
• Yesware Free (tracking for ten recipients)

All of them let you test tracking without entering a credit card, so you can compare results before upgrading.