Your cold email platform should work with your tech stack, not against it. If you send campaigns from one tool, track replies in another, and update your CRM by hand, you’ll end up spending more time copying data than closing deals. According to NetHunt, most salespeople lose about an hour every day just entering information—an hour they could spend talking to prospects instead.
When your cold email tool syncs with your CRM, things get easier. Contact data stays clean, repetitive tasks run themselves, and your emails are more likely to land in primary inboxes instead of spam folders.
In this guide, you’ll find seven cold email software tools with strong CRM integration and learn what to look for when picking one for your team.
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Instantly
Instantly syncs with HubSpot, Salesforce, and Pipedrive through native integrations that log campaign activity directly into contact timelines. Getting started takes minutes: link your account, map your fields, and data starts flowing into your CRM.
The native sync is one-way, which means that sends, opens, and replies from Instantly appear in your CRM automatically. For full two-way sync, OutboundSync makes sure the changes in your CRM also update in Instantly. And if you want custom workflows beyond standard syncing (like routing replies to Slack, updating Google Sheets, or triggering tasks in other tools), you can connect through Zapier, Make.com, or n8n.
If you’d rather keep everything under one roof, Instantly’s built-in tools let you skip external CRM connections entirely. The platform includes everything you need to run outbound in one place: a lead database called SuperSearch with over 450 million contacts, unlimited email accounts on warmup features, and deliverability monitoring. It also has a native CRM (Dealflow) with inbox management, deal tracking, task assignment, and reporting.
For agencies and small teams, the flat-rate structure with no per-seat charges keeps costs predictable as you scale, and most teams handle their entire process inside Instantly without needing external systems.
Pricing: Instantly’s Growth plan starts at $37/month for email automation, with CRM-enabled plans available at $47/month (Growth CRM) or $97/month (Hyper CRM).
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Outreach
Outreach is built for native CRM integration with Salesforce, using a true bidirectional sync that pulls new records and updates every 10 minutes. The platform syncs with all the key Salesforce objects: Leads, Contacts, Accounts, Opportunities, and Tasks. Every email you send, call you make, and task you complete in Outreach automatically logs to the contact timeline in your CRM. When a lead converts to a contact in Salesforce, Outreach detects the change and updates the mapping automatically, keeping everything in sync without manual adjustments.
The sync feeds into Outreach’s broader platform, which includes AI-powered sequence management, conversation intelligence with call recording and transcription, deal risk identification, and forecasting tools. You can manage multiple stakeholders within the same sequence and consolidate responses across different emails into a single thread, which helps when you’re working on multi-threaded B2B deals.
Pricing: Outreach pricing starts around $100 per user monthly and requires an annual commitment, but the company doesn’t publish exact costs. You’ll need to contact their sales team for a custom quote.
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Reply.io
Reply.io integrates with Salesforce, HubSpot, Pipedrive, and Copper. When you connect with Salesforce or HubSpot, contact data and activity sync automatically, so campaign engagement, replies, and status updates appear in your CRM without extra work. The integration centralizes customer data and keeps information current across both systems, which helps sales and marketing teams stay aligned.
Once your CRM is synced, Reply handles outreach across multiple channels: email, LinkedIn, calls, SMS, and WhatsApp, all run from one workflow. The platform uses conditional branches that adjust automatically based on prospect actions. For instance, if someone opens an email, connects on LinkedIn, or responds, the sequence adapts to match how they’re engaging. Responses from all channels land in one inbox where AI tags intent automatically, so you can see which prospects need immediate follow-up and which ones can wait.
Pricing: Reply’s Email Volume plan starts at $49 per user monthly when billed annually. The Multichannel plan runs $89 per user monthly (annual billing), and the Agency plan costs $166 monthly.
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Salesloft
Salesloft offers automatic two-way sync of People and Accounts between the platform and HubSpot, Salesforce, Microsoft Dynamics, and Zoho. The integration includes one-way sync of Opportunities from your CRM to Salesloft and automatic logging of all Salesloft activities (calls, emails, meetings) back to your CRM without manual updating. Administrators can set up custom field mappings and automation rules that trigger based on CRM data, and the sync log shows exactly what data transfers between systems and when.
In addition to email sequences, Salesloft provides conversation intelligence for call recording and analysis. AI agents pull insights from those calls, flag coaching moments, and show managers where reps need support. The platform also includes deal management with AI-powered risk identification and revenue forecasting tools.
Pricing: Salesloft doesn’t publish pricing publicly. Estimates suggest around $1,000 per user annually with a three-seat minimum, though exact costs depend on your team size and feature requirements. Contact their sales team for custom quotes.
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Klenty
Klenty integrates with Salesforce, HubSpot, Pipedrive, Microsoft Dynamics, and Zoho through bidirectional sync. The integration includes triggers that automatically update contacts from Klenty to your CRM and auto-syncing of metrics (opens, clicks, and replies), plus a full email conversation history. You can also set up deal stage automation that moves leads between different stages based on their engagement activity in Klenty and triggers new sequences for warmer prospects.
With CRM data flowing automatically, Klenty lets you run multichannel sequences that combine email, LinkedIn, calls, SMS, and WhatsApp into one workflow. The platform uses behavior-triggered playbooks that automatically adjust follow-ups based on prospect actions like clicks and replies, creating personalized experiences without manual work. AI writing tools help craft messaging and generate customized content at scale.
Pricing: Klenty starts at $50 per user monthly (annual billing) for the Startup plan. Growth is $70 per user monthly, and Plus runs $99 per user monthly.
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GMass
GMass works inside Gmail and connects to CRMs through Salesforce’s BCC integration and HubSpot recording methods, plus Zapier for broader integrations. The platform uses webhooks and a REST API to pass campaign data to your CRM or database so you always have current information on email performance. Through Zapier, GMass connects to thousands of apps, including Salesforce, HubSpot, Pipedrive, and Zoho CRM for automated workflows.
GMass operates directly inside Gmail with native Google Sheets integration for mail merge campaigns. The platform sends campaigns, tracks opens and clicks, and manages email sequences without leaving your inbox. For teams already living in Gmail, GMass keeps the workflow simple while adding automation and tracking on top of the email client they already use.
Pricing: GMass offers tiered plans starting at $25 per month for Standard, $35 for Premium, and $55 for Professional when billed monthly, with annual discounts available.
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Apollo.io
Apollo offers two-way sync with HubSpot, Salesforce, and Zoho CRM, so updates flow in both directions without manual work. When you change a contact in Apollo, your CRM reflects that update within minutes, and new records added to your CRM get pulled into Apollo every 30 minutes. The platform also includes CRM enrichment that updates existing records with fresh demographic, firmographic, and technographic data from Apollo’s database.
The sync alone isn’t why teams stick with Apollo. It’s the fact that you get a database of over 275 million verified contacts, email sequencing, a built-in dialer, and workflow automation all in one place. Other cool features include AI-powered email personalization that pulls from contact data to write relevant messaging, and automated scheduling that lets prospects book meetings straight from your calendar.
Pricing: Apollo’s Basic plan starts at $49 per user monthly when billed annually, or $59 month-to-month. Professional runs $79 per user monthly on annual billing or $99 monthly, while Organization costs $119 per user monthly (annual) or $149 monthly
Final Thoughts
Copying data between tools and tracking down outdated contact info takes hours you could spend actually selling. A solid CRM integration keeps campaign data flowing automatically, so you can focus on closing deals instead of updating spreadsheets.
One thing worth considering: sometimes adding more integrations creates more problems than it solves. If you’re constantly switching between three different tools just to send a cold email, you might be better off with a simpler setup.
If you’d rather keep things simple, Instantly brings lead finding, email automation, and CRM into one workspace. Start your free trial with Instantly today and see how much easier outbound gets when everything runs from one platform.
