I used to send hundreds of emails every day… only to find that 77% of cold emails never even get opened. That shocking stat from Klenty hit me hard—77 out of every 100 emails vanished into thin air with zero traction.
That’s when I realized I needed more than just great copy; I needed email tracking software that could tell me what’s actually happening behind the scenes. Tools like this let me see when emails are opened, which links are clicked, and who’s truly engaged—so I can stop guessing and start strategizing.
In this guide, I’ll walk you through the 12 best email tracking tools I’ve personally tested—from lightweight Gmail extensions to powerful CRM integrations. You’ll get a clear breakdown of features, pricing, strengths, and drawbacks—all to help you choose the software that meets your needs and budget.
What Is Email Tracking & Why It Matters?
Think of email tracking as your behind-the-scenes assistant for every message you send. It quietly observes how recipients interact with your emails—whether they open them, click links, download attachments, or even what device they use to read them.
With daily email volume projected to hit 376.4 billion by 2025, your messages are competing in a very crowded inbox. Tracking isn’t just about satisfying curiosity—it’s about making smarter decisions:
- Follow up at the right time – If you know a prospect just opened your email, you can follow up while your message is still fresh in their mind.
- Spot your warm leads – See who’s engaging and who’s not, so you can focus your energy where it matters most.
- Prove what’s working – Measure your campaigns in clear numbers—opens, clicks, replies—so you can double down on the strategies that work.
- Catch problems early – Identify deliverability issues before they hurt your sender reputation.
Key Metrics You Can Track:
- Email opens and how long they were read.
- Link clicks and attachment downloads.
- Bounce rates and unsubscribes.
- Device type, browser, and location data.
Pro Tip: Always include a visible unsubscribe or opt-out link, use transparent language about your tracking practices, and avoid overly intrusive tracking methods. When recipients feel respected, they’re more likely to keep engaging with your emails.
My Top 3 Picks for the Best Email Tracking Software
If you are in a hurry, here are my top 3 recommendations:
1. BIGContacts
BIGContacts is more than just an email tracker—it’s a full CRM that keeps all my communication in one place. I love how it automatically logs emails against each contact and gives me clear reports I can act on right away. The best part? It offers a forever-free plan for up to 100 contacts, which makes it perfect if you’re just getting started.
2. Mailtrack.io
Mailtrack.io is one of the simplest tools I’ve used for tracking email opens and clicks directly inside Gmail. It’s lightweight, affordable, and gives me real-time notifications without overcomplicating things. However, one small drawback is that it sometimes adds a “Sender notified by Mailtrack” signature, which isn’t always ideal for professional communication.
3. GetNotify
GetNotify is a no-frills solution I’ve relied on when I just need quick visibility into whether my emails were read. It’s completely free, easy to set up, and provides useful details like the recipient’s location and device. While it doesn’t have advanced dashboards, it’s a solid choice for anyone who needs simple, effective email tracking without extra costs.
13 Best Email Tracking Tools in 2025
I’ve explored dozens of platforms to find the ones that actually help track, measure, and improve your email performance. In this list, you’ll find my top picks for 2025, complete with features, pricing, and pros and cons, so you can quickly spot the best fit for your business.
| Software | Best for | Pricing |
|---|---|---|
| BIGContacts | Contact Management & Email Marketing for Small & Medium Businesses | Forever free for small teams. Paid starts at $9.99/month. |
| HubSpot | Centralizing Sales, Marketing, and Support Operations | Starts at $20/user/month |
| Mailtrack.io | Lightweight Gmail tracking | Starts at $2.49/user/month |
| Yesware | Templates & Sequences | Starts at $15/user/month |
| Salesforce Pardot | Enterprise-Level Automation & AI Insights | Starts from $1,250/month |
| Mixmax | Gmail Sidebar Insights & Link Tracking | Starts at $34/user/month |
| SendBlaster | Mass Email With Google Analytics | Custom pricing |
| Mailbutler | Apple Mail/Gmail/Outlook Productivity Add-On | Starts at $9/user/month |
| Snov.io | Outreach Automation With Email Finder/Validator | Starts at $39/user/month |
| SalesHandy | Cold Email and Follow-up Management | Starts at $25/user/month |
| GetNotify | Free, Simple Open Tracking via URL Tweak | free (manual setup) |
| Intelliverse | Real-Time Gmail/Outlook Tracking | Custom pricing |
| LeadBoxer | Account-Based Tracking + Web Behavior Insights | Starts at $195/month |
1. BIGContacts – Best for Contact Management & Email Marketing for Small & Medium Businesses
I’ve been using BIGContacts not just as an email tracker, but as my go-to CRM for keeping all my client communications in one place. Every incoming email gets logged automatically, which means I never have to dig through my inbox to remember the last conversation I had with a customer.
What I love is how easy it is to generate reports with pre-built templates or custom filters. If I want to see which emails are getting the most engagement or track follow-up response times, it’s just a couple of clicks away. The fact that I can access this data on my phone has been a lifesaver when I’m working remotely or traveling for client meetings.
Considering the forever-free plan for smaller contact lists and the smooth integration with tools like Mailchimp and ActiveCampaign, it’s an easy choice for a business like mine.
Pros:
- Ability to capture incoming emails from any program and store them in one place
- Custom reports with advanced filters to monitor essential email metrics
- Ability to access detailed conversation threads to track and manage emails
- Automatic update of contact records with emails and attachments
Cons:
- No downloadable or on-premise version
- No dedicated account manager for the free plan, unlike paid
Pricing:
Forever free for small teams. Paid starts at $9.99/month.
2. HubSpot – Best for Centralizing Sales, Marketing, and Support Operations
Image source: HubSpot
When I first tried HubSpot’s email tracking, the real-time notifications blew me away. Getting an alert the moment someone opens my email means I can time my follow-up perfectly—it’s like having a sixth sense for sales opportunities. Everything is neatly logged in the contact’s timeline, so I can see the full history of interactions at a glance.
The integration with Gmail and Outlook is seamless, and I’ve found their automated email sequences incredibly useful for nurturing leads without lifting a finger. I’ve used lead scoring to prioritize prospects, which has helped me focus my energy where it really counts.
However, it can get pricey as your needs grow, and some of the reporting features feel a bit limited for the cost. Still, for teams who want a powerful email tracker that lives inside a robust CRM, HubSpot delivers.
Pros:
- Ability to track email opens, link clicks, and attachment downloads
- Desktop notification feature for email tracking
- Automated email sequences based on email activity
- Lead scoring based on email engagement to identify valuable prospects
Cons:
- Offers limited customization options
- Reporting falls short of expectations
Pricing:
Starts at $20/user/month.
3. Mailtrack.io – Best for Lightweight Gmail Tracking
Image source: Mailtrack
Mailtrack.io was one of the simplest tracking tools I’ve ever set up—it’s basically just a Chrome extension, and you’re good to go. Within minutes, I could see double-check marks next to sent emails, letting me know when they were opened. It felt effortless, which is perfect when you don’t want to fuss with complicated settings.
The daily email reports are great for seeing overall engagement trends, and I’ve set up alerts for link clicks so I can jump in when a lead is showing interest. It works flawlessly with Gmail, even on my mobile app.
The only downside is the “Sent with Mailtrack” signature that shows on free plans, and tracking individual opens in group emails can be tricky. But for the price and simplicity, it’s hard to beat for quick, no-frills tracking.
Pros:
- Chrome extension to keep track of your email engagement rates
- Comprehensive dashboards and daily reports for your email tracking activity
- Ability to set up alerts for when recipients click on links in your emails
- Get notified when recipients do not open or respond to your emails
Cons:
- Emails have a “Sender notified by Mailtrack” signature
- Challenging to track individual opens for group emails
Pricing:
Starts at $2.49/user/month.
4. Yesware – Best for Templates & Sequences
Image source: Yesware
Yesware became quite helpful for my outreach because it didn’t just track opens and clicks—it also tracked attachment views. I could finally see which proposal files were actually being opened by clients, which told me a lot about their level of interest.
The dashboards and daily reports give me a clear view of my overall campaign health, and I like that I can filter results by team members. It’s been especially useful for keeping my sales team accountable and aligned.
It’s not perfect—sometimes results aren’t 100% accurate, and group email tracking has its quirks. But as a full-fledged sales engagement tool with integrated templates and scheduling, Yesware is worth the investment.
Pros:
- Instant notifications for email opens and link clicks
- Daily reports to uncover valuable insights into your email campaigns
- Ability to filter engagement data based on team members or campaign dates
- Dashboards to get a glance at your weekly performance
Cons:
- Does not always produce accurate results
- Cannot track individual opens for multiple recipients
Pricing:
Starts at $15/user/month.
5. Salesforce Pardot – Best for Enterprise-Level Automation & AI Insights
Image source: Salesforce Ben
When I started using Salesforce Pardot, it felt like stepping into the big leagues of marketing automation. The AI-driven insights didn’t just tell me if someone opened an email—they suggested the best time to send, what to say, and how to follow up. It’s like having a marketing analyst on call 24/7.
The dashboard is incredibly detailed, and I can run advanced reports without needing to export data into another tool. The Slack integration is also handy—my team gets instant updates on campaign engagement so we can react quickly.
That said, Pardot isn’t something you “just pick up” in a day. It took me time (and a bit of training) to get comfortable. But for enterprises looking to deeply personalize outreach at scale, it’s worth the effort.
Pros:
- Clean dashboard to stay updated with relevant metrics
- AI-powered insights to improve your email marketing campaigns
- A vast library of pre-built charts to visualize your tracking data
- Get access to real-time reports to track email activity
Cons:
- The interface is not intuitive and requires extensive training
- The lack of customization options can be frustrating
Pricing:
Starts from $1,250/month.
6. Mixmax – Best for Gmail Sidebar Insights & Link Tracking
Image source: Mixmax
Mixmax has been my go-to for Gmail-based outreach because it keeps all my email intelligence right in the sidebar. I can see opens, clicks, and even attachment engagement without leaving my inbox, which has made my workflow smoother.
Real-time alerts mean I can call or message a prospect right after they interact with my email. The integrations with Salesforce and Typeform have been great for pulling in extra context on leads before I follow up.
The interface can feel cluttered at times, and setting reminders isn’t as intuitive as I’d like. But in terms of blending tracking with productivity tools, Mixmax is a strong choice.
Pros:
- Ability to track individual opens and link clicks for group emails
- Sidebar to gain insights into your customers
- Email engagement alerts delivered over email, text, or Slack
- Ability to choose between individual team members, email campaigns, and global views for tracking email data
Cons:
- The interface is cluttered and hard to navigate
- Setting reminders is not user-friendly
Pricing:
Starts at $34/user/month.
7. SendBlaster – Best for Mass Email With Google Analytics
Image source: Accurate Reviews
With SendBlaster, I’ve been able to run big email campaigns and monitor engagement through Google Analytics. I like seeing how long recipients spend reading my emails and what actions they take afterward—like clicking through to my site or making a purchase.
The bounce tracking feature has saved me from wasting sends on bad addresses, keeping my lists clean and improving deliverability. Scheduling based on user behavior has also improved my open rates.
It’s not the most beginner-friendly interface, and sending can be a little slow for huge lists. But if you want serious control over mass emailing with powerful tracking, it delivers.
Pros:
- Google Analytics integration for powerful email tracking and reporting
- Ability to track customer actions such as subscribes or purchases post email opens
- Comprehensive analytics dashboard to monitor email activity
- Ability to automatically detect email bounces and remove the addresses from your mailing lists
Cons:
- The interface isn’t beginner-friendly
- Sending emails can take up a significant amount of time
Pricing:
Custom pricing.
8. Mailbutler – Best for Apple Mail/Gmail/Outlook Productivity Add-On
Image source: Medium
Mailbutler won me over because it works seamlessly with Apple Mail, Gmail, and Outlook—perfect for someone like me who uses different clients for different projects. I can track when emails are opened, where, and how often.
The per-recipient tracking in Apple Mail is especially valuable for bulk sends, letting me see individual engagement even in group campaigns. Plus, it’s GDPR-compliant, which puts my mind at ease.
The iOS app could use some work, and tracking multiple recipients can be tricky. But for a productivity-boosting tracker that lives in your email client, it’s a solid option.
Pros:
- Ability to track when, where, and how often emails get opened
- Ability to enable link tracking for your emails
- Real-time notifications on your desktop or mobile device
- Ability to connect the email tracker with your Gmail, Outlook, and Apple Mail inboxes
Cons:
- The iOS app needs improvement
- Tracking opens for multiple recipients is difficult
Pricing:
Starts at $9/user/month.
9. Snov.io – Best for Outreach Automation With Email Finder/Validator
Image source: Skrapp.io
Snov.io became part of my toolkit when I wanted tracking baked right into my Gmail outreach. I can see every open and click, and the scheduling feature ensures my emails land when recipients are most likely to engage.
Switching between multiple Gmail accounts is smooth, and the follow-up reminders keep me from letting leads go cold. The Chrome extension makes it easy to toggle tracking on or off as needed.
Deliverability rates could be better, and the search function is basic. But for combining email tracking with lead generation tools, Snov.io is a great fit.
Pros:
- Access to complete interaction histories for clients within Gmail
- Chrome extension to turn email tracking on and off based on your needs
- Ability to add and switch between multiple Gmail accounts easily
- Real-time push notifications on desktop
Cons:
- Email deliverability rates are low
- Does not offer advanced search options
Pricing:
Starts at $39/user/month.
10. SalesHandy – Best for Cold Email & Follow-up Management
Image source: Startup Stash
SalesHandy has helped me master follow-up timing. I get a ping when a prospect opens an email, and I can check how many times they’ve clicked links. That intel lets me prioritize the hottest leads first.
It works across multiple Gmail accounts, and exporting detailed logs is great for sharing engagement data with my team. Integrations with LinkedIn and CRMs like Zoho have made outreach even more efficient.
Support could be more responsive, and group email tracking isn’t perfect. But for cold emailing and automation with tracking, it’s a reliable partner.
Pros:
- Email opens and click-throughs monitoring within your Gmail account
- Real-time desktop notifications for email activity
- Ability to connect the tool with multiple Gmail inboxes to streamline your email tracking
- Chrome extension to track emails effortlessly
Cons:
- Customer support can be unsatisfactory
- Distinguishing individual opens for bulk emails is challenging
Pricing:
Starts at $25/user/month.
11. GetNotify – Best for Free, Simple Open Tracking via URL Tweak
Image source: Software Suggest
GetNotify is refreshingly simple. All I have to do is add “.getnotify.com” to an address, and I know if my email was opened. It even tells me the IP address, browser, and location, which adds useful context.
Because it works with any email provider, I’ve been able to use it alongside my other tools without conflict. And it’s completely free, which is hard to argue with.
The manual address formatting can get tedious, and support is slow. Still, for quick, no-cost tracking, it’s a gem.
Pros:
- Instant notifications for email opens and reads
- Ability to access recipient details such as IP addresses, browser, OS, location, etc.
- Ability to track multiple opens and the duration of each email read
- Ability to use custom images as tracking images
Cons:
- You have to manually format email addresses to enable tracking
- Customer service response time is high
Pricing:
Free (manual setup).
12. Intelliverse – Best for Real-Time Gmail/Outlook Tracking
Image source: Crozdesk
I like Intelliverse because it gives me real-time updates without ever reading my email content. I can see opens, clicks, devices, and locations right inside Gmail or Outlook with their free plugin.
Unlimited tracking has been great for my larger campaigns, and the fact that it doesn’t alert recipients that they’re being tracked is a plus.
It’s Chrome-only for browser integration and lacks deeper reporting features. But as a straightforward, privacy-conscious tracker, it’s worth a look.
Pros:
- Real-time notifications for email reads and link clicks
- Ability to monitor the number, devices, and locations of email opens
- Email tracking without letting the recipients know
- Offers a free plugin for Outlook and Chrome
Cons:
- Does not integrate with browsers other than Google Chrome
- Lacks advanced reporting capabilities
Pricing:
Custom pricing.
How to Choose the Right Email Tracking Software
Selecting email tracking tools isn’t just about picking the one with the flashiest dashboard—it’s about finding a tool that fits your business needs today and scales with you tomorrow. Here’s what to think about before you commit:
1. Volume Needs
Ask yourself: How many emails am I sending every day?
If your campaigns involve high-volume sends, you’ll need a platform that doesn’t put tight limits on daily or monthly emails. Nothing’s more frustrating than hitting a send cap right when you’ve got momentum. Look for tools with flexible or customizable limits—especially if your contact list is growing.
2. Integrations
Your email tracker should fit into your existing workflow, like it’s always been there. Make sure it plays nicely with:
- Your email client (Gmail, Outlook, Apple Mail)
- Your CRM (BIGContacts, Salesforce, HubSpot, etc.)
- Other marketing tools (automation platforms, analytics tools)
The smoother the integration, the less time you’ll spend on manual updates or switching between platforms.
3. Deliverability Support
A great tracking tool doesn’t just tell you whether your email was opened—it also helps ensure it gets to the inbox in the first place. Look for features that:
- Monitor your sender reputation.
- Flag potential spam triggers.
- Help you keep a clean, engaged contact list.
4. Collaboration Features
If you work with a team, your email tracking tool should make collaboration effortless. This means:
- Sharing templates and campaign results.
- Assigning follow-up tasks based on recipient activity.
- Viewing the full contact history so everyone is on the same page.
When your sales, marketing, and customer success teams are aligned, outreach becomes more consistent and impactful.
5. Mobile Tracking Accuracy
More and more people check their emails on mobile devices. But here’s the catch: some tools don’t accurately capture mobile opens or clicks, which can skew your data. Make sure the tool you choose offers reliable mobile tracking so you can trust your numbers, no matter the device.
6. Pricing & Scalability
Don’t just think about your budget today—consider where your business will be in 6, 12, or 24 months.
- Does the tool’s pricing grow fairly as your needs expand?
- Can you add more users or features without switching platforms?
- Is there a free trial so you can test before committing?
A little foresight here can save you the headache of a costly migration later.
7. Privacy, Compliance & Trust
Finally, and most importantly, make sure your chosen email tracking software helps you stay compliant and respectful of your audience’s privacy. The best tools will:
- Offer GDPR-compliant tracking (explicit consent before tracking).
- Make it easy to follow CAN-SPAM rules (opt-out links, no deceptive headers).
- Adapt to privacy changes like Apple Mail Privacy Protection.
Pro Tip: Choose tools that give you flexible tracking options, so you can adjust based on your audience’s location, industry regulations, and personal preferences. When your recipients trust you with their data, they’re more likely to keep engaging with your content.
Best Practices for Using Email Tracking
Using email tracking software effectively is less about watching metrics and more about creating meaningful opportunities for engagement. Here are some best practices I’ve learned:
1. Segment Your Audience
Don’t blast the same message to everyone. Use tags, lists, or filters to group your audience—like prospects, existing customers, or partners. Tracking then becomes more insightful because you can compare engagement across different segments. For example, you might notice that your educational clients engage more with case studies, while your retail clients respond better to promotional offers.
2. Automate Smartly
Set up automated follow-ups based on recipient behavior. If someone opens your email but doesn’t reply, schedule a gentle nudge a couple of days later. If they click a link, trigger a more personalized response. This way, tracking goes beyond information—it becomes action that drives results.
3. Keep an Eye on Deliverability
High open rates don’t matter if your emails aren’t making it to the inbox. Track bounces and unsubscribes carefully, and clean your list regularly. Many email trackers will alert you to deliverability issues, so use those insights to protect your sender reputation.
4. Test on Mobile
Since most emails are opened on mobile, always confirm that your tracking tool accurately records mobile opens and clicks. A skewed report could mislead your strategy, especially if your audience is on the go.
5. Review Analytics Weekly
Don’t let reports pile up. A weekly check-in helps you catch trends early—like subject lines that consistently underperform or time slots that generate the best engagement. This cadence keeps your campaigns agile and effective.
Email Tracking Challenges to Watch Out For
Email tracking is powerful, but it isn’t without its challenges. Being aware of these pitfalls helps you set realistic expectations.
1. Privacy Filters
Apple’s Mail Privacy Protection (MPP) and similar tools can block open tracking or mask recipient data. This doesn’t make tracking useless, but it does mean you should rely on a mix of metrics—like clicks and replies—rather than opens alone.
2. Balancing Trust
If you overtrack or seem intrusive, you risk damaging trust. Think of tracking as a way to enhance customer relationships, not as surveillance. Always make it clear that recipients can opt out, and avoid tactics that feel sneaky.
3. Mobile Discrepancies
Some trackers still struggle with mobile devices, which can distort your data. If your reports show unusual gaps or spikes, check whether mobile tracking is the culprit.
4. Team Alignment
Tracking data is only useful if your whole team sees and uses it. Without proper sharing, one salesperson might follow up too aggressively while another doesn’t follow up at all. Make sure insights are centralized and accessible.
Measuring ROI from Email Tracking Software
Like any business tool, your email tracker should prove its worth. Here’s how I measure ROI:
- Open-to-Reply Ratio: Are my follow-ups actually leading to conversations?
- Click-Through Rates: Do people engage with my links or just skim the email?
- Lead-to-Close Rate: How many of the leads I track actually convert into customers?
- Campaign ROI: Does the revenue I generate from email campaigns outweigh the cost of the software?
These metrics help me decide whether to scale up my email efforts, adjust my strategy, or even switch tools.
Grab the Right Email Tracking Software to Win More Deals
Choosing the right email tracking software isn’t just about monitoring opens and clicks—it’s about building stronger connections, following up at the right time, and turning opportunities into real results. The best tool is the one that fits seamlessly into your workflow, supports your compliance needs, and scales as your business grows.
Action Plan:
- Define your sending volume, integration requirements, and compliance obligations.
- Shortlist 2–3 tools that match your needs.
- Test each for a week to see how they impact your deliverability, engagement, and ROI.
At the end of the day, email tracking is less about surveillance and more about being helpful, timely, and relevant in your communication. A CRM that combines contact management with built-in email tracking like BIGContacts can make this process even smoother, especially if you want everything in one place. And since it offers a forever free plan, it’s an easy way to get started without pressure.
When used thoughtfully, the right email tracking tool transforms guesswork into insight—and that insight is what helps you close deals faster and nurture relationships that last.
Frequently Asked Questions
Can recipients detect email tracking?
Sometimes. Privacy tools and email apps may block images or detect tracking pixels. Users can also suppress images entirely or use browser extensions like Ugly Email or Trocker that flag or block tracking pixels.
Does email tracking work on mobile?
It can, but accuracy depends on your tracking tool. Some don't track mobile opens or clicks accurately, so test your tool across devices before relying heavily on mobile metrics.
What’s the difference between email tracking vs. read receipts?
Read receipts are explicit prompts (like “Send me a receipt when the message is read”) and require recipient action. They only work subset-wise—real email tracking is passive, automatic, and typically more reliable.
Why should small businesses or non-profits care about email tracking?
Small businesses and non-profits should care about email tracking because it gives them a clear window into how their messages are received. By identifying which prospects are actively engaging and which ones aren’t, they can focus efforts where it matters most. Tracking also helps them time follow-ups effectively, refine campaign content using real data, and ultimately improve response rates while driving more meaningful conversions.
How does email tracking help measure ROI?
You can use tracked metrics like open-to-reply rate, click-through rate, lead-to-close conversions, and revenue-per-email. This data helps justify the cost of tracking software and informs your outreach strategy.
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