12 Best Cold Email Software to Boost Your Sales in 2025 (Reviewed)

Cold emailing is one of the most powerful ways to grow a business. It helps you reach new people, start conversations, and close deals. But sending emails one by one takes forever. You can lose track of who to follow up with. Worst of all, your emails might end up in the spam folder.

This is where cold email software helps.

These tools automate your work. They send personal messages to hundreds of people at once. They also follow up automatically if no one replies.

In this guide, we will review the 12 best cold email software options available today. We analyzed their features, pricing, and pros and cons to help you choose the right one.

What is Cold Email Software?

Cold email software is a tool designed to send emails to people who don't know you yet. Unlike newsletters (like Mailchimp) used for marketing to subscribers, cold email tools are for one-on-one sales conversations.

They help you:

• Automate sending: Schedule hundreds of emails to go out over time. ‍
• Personalize messages: Insert names, company names, and other details automatically. ‍
• Follow up: Send automatic reminders if a person does not reply. ‍
• Track results: See who opened your email and who clicked on your links. ‍
• Avoid spam: Use warm-up tools to keep your email reputation safe.

Key Features to Look For

Before we look at the tools, here are the most important features you need:

1. Email Warm-up: This feature slowly sends emails to build a good reputation for your domain. It stops your emails from landing in the junk folder. ‍
2. Personalization: The ability to change parts of the email (like "Hi [Name]") so every message looks unique. ‍
3. Automated Follow-ups: The tool should stop sending emails once a lead replies. ‍
4. A/B Testing: This lets you write two versions of an email to see which one gets more replies. ‍
5. Integrations: It should connect with your CRM (like HubSpot or Pipedrive) to save data.

The 12 Best Cold Email Software Tools

Here is our curated list of the top tools to help you scale your outreach.

1. SMARTe

Best for: Finding accurate email addresses for global decision-makers.

SMARTe is a premium sales intelligence platform. It solves the biggest problem in cold outreach: bad data. While most tools rely on outdated lists, SMARTe uses real-time data. This ensures you always contact the right decision-makers.

This tool fuels your cold email campaigns. Before you can send an email, you need a valid address. SMARTe helps you find verified work emails for the most important people in a company. You can easily get the direct email address of a CEO, CFO, or Head of Sales.

It is known for having one of the most accurate global databases. It covers regions that other platforms often miss, such as APAC, LATAM, and EMEA. The real-time verification stops your emails from bouncing. Whether you are sending emails or cold calling, SMARTe provides the high-quality data your campaigns need.

Key Features:

• Verified Work Emails: Get accurate email addresses for millions of professionals. ‍
• C-Level Search: deeply filters data to find top leaders like CEOs and CFOs. ‍
• Global Coverage: Finds contacts in Europe, Asia, and Latin America. ‍
• Chrome Extension: Reveal email addresses instantly while you visit a LinkedIn profile. ‍
• Real-Time Updates: It checks data constantly so you don't download old emails.

Pros:

• It finds email addresses that other tools often miss.
• The data is very accurate, which protects your sender reputation.
• You can pay for what you use with credits.
• It integrates easily with your CRM to save the data.

Cons:

• Not for Sending: This tool only finds the data. You cannot write or send campaigns inside SMARTe.

Pricing:

• Free Plan: Includes 10 credits per month. ‍
• Pro Plan: Starts at $25/month for 50 credits. ‍
• Enterprise: Custom pricing for larger teams.

2. Saleshandy

Best for: Teams who need high deliverability and unlimited accounts.

Saleshandy is a popular tool for cold email outreach. It focuses heavily on making sure your emails actually reach the inbox. It is very affordable because it allows you to add unlimited email accounts without paying extra. This is great for agencies or teams that send a lot of emails.

Key Features:

• Unlimited Email Accounts: Connect as many inboxes as you want. ‍
• Sender Rotation: The tool rotates between your email accounts to keep them safe. ‍
• Unified Inbox: See all replies in one place, so you don't have to log in to different accounts. ‍
• Email Warm-up: Built-in warm-up to improve your sender score.

Pros:

• Very cost-effective for high volume.
• Includes a database to find B2B sales leads.
• Easy to set up.

Cons:

• Customer support can sometimes be slow due to time zones.
• The interface can feel a bit cluttered.

Pricing: Starts at $36/month.

3. Instantly.ai

Best for: Agencies and scaling heavy outreach.

Instantly took the market by storm recently. It is built for people who send thousands of emails. Its biggest selling point is "unlimited email warm-up." You can connect many accounts and warm them all up for one flat price.

Key Features:

• Unlimited Accounts: No per-user fees. ‍
• AI Optimization: It uses AI to help improve your deliverability. ‍
• Analytics: clear charts showing open rates and reply rates. ‍
• Campaign Builder: Simple drag-and-drop sequence creator.

Pros:

• Unlimited warm-up is a huge money saver.
• Modern and clean interface.
• Great for agencies managing many clients.

Cons:

• No native CRM integrations (you must use Zapier).
• Customer support is email-only for basic plans.

Pricing: Starts at $37/month.

4. Lemlist

Best for: Advanced personalization and multichannel outreach.

Lemlist is famous for being unique. It lets you put personalized images and videos inside your emails. For example, you can send a photo of yourself holding a whiteboard with the prospect's name on it. This grabs attention fast.

Key Features:

• Lemwarm: A powerful warm-up tool. ‍
• Image Personalization: Automatically add prospect names to images. ‍
• Multichannel: Send emails, LinkedIn messages, and make calls from one place. ‍
• AI Writer: Helps you write better email copy.

Pros:

• Helps you stand out with visual emails.
• Strong community and training resources.
• Integrates well with tools like Salesforce and HubSpot.

Cons:

• It is more expensive than other tools.
• Can be complex for beginners to learn.

Pricing: Starts at $59/month (Free trial available).

5. Smartlead

Best for: Lead generation agencies.

Smartlead is a direct competitor to Instantly. It is designed for agencies that need to manage hundreds of client inboxes. It offers a "Master Inbox" where you can see emails from all your different client campaigns in one view.

Key Features:

• Auto-warmup: automatic reputation management. ‍
• API Access: Good for developers who want to build custom solutions. ‍
• White Label: Agencies can put their own logo on the reports they send to clients. ‍
• Dynamic IP Servers: Helps protect your delivery rates.

Pros:

• Handles large volumes of email very well.
• Very affordable for the features provided.
• Excellent "Master Inbox" feature.

Cons:

• The user interface can be a bit buggy.
• Reporting features are basic compared to others.

Pricing: Starts at $39/month.

6. Woodpecker

Best for: Simplicity and safety.

Woodpecker is a reliable veteran in the industry. It is known for being very safe. It doesn't let you send too many emails too fast, which protects your domain. It is very easy to use and integrates directly with a tool called Bouncer to verify email addresses.

Key Features:

• Condition-based campaigns: If a prospect opens an email, you can send a different follow-up. ‍
• Safety: Monitors your sending limits to prevent bans. ‍
• A/B Testing: Test subject lines easily. ‍
• Manual Tasks: Reminds you to do manual tasks like "Call this lead."

Pros:

• Very intuitive and easy to learn.
• Great protection for your email domain.
• Flexible pricing based on how many people you contact.

Cons:

• Can get expensive if you have a large list.
• No built-in free warm-up on the cheapest plans.

Pricing: Starts at $29/month.

7. Apollo.io

Best for: All-in-one lead finding and emailing.

Apollo is not just email software; it is a massive database of B2B contacts. You can search for "CEOs in New York" and find their emails, then send them a campaign immediately. It saves you from buying two separate tools.

Key Features:

• Huge Database: Access to millions of B2B contacts. ‍
• Chrome Extension: Find someone’s emails on LinkedIn. ‍
• Sequences: Basic email automation features. ‍
• Task Manager: Helps sales teams organize their day.

Pros:

• You don't need a separate tool to find leads.
• The free plan is very generous.
• Good for finding phone numbers too.

Cons:

• The email sending features are less advanced than dedicated tools like Lemlist.
• Customer support can be slow.

Pricing: Free plan available; Paid plans start at $49/month.

8. Hunter Campaigns

Best for: Beginners and simple outreach.

Hunter is famous for finding email addresses. Their "Campaigns" tool is a simple, free addition that lets you send cold emails. It connects to your Gmail or Outlook and is perfect if you just want to send simple text emails without complex features.

Key Features:

• Email Finder: Find the email address of anyone at a company. ‍
• Simple Automation: Set up a schedule and follow-ups. ‍
• Verification: Checks if emails are valid before sending. ‍
• Free Volume: You can send campaigns on the free plan.

Pros:

• Extremely easy to use.
• Great free version.
• High-quality data for finding emails.

Cons:

• Lacks advanced features like A/B testing or warm-up.
• Not suitable for high-volume senders.

Pricing: Free for basic use; Paid plans start at $49/month.

9. Klenty

Best for: Sales teams using Pipedrive or HubSpot.

Klenty is built to work perfectly with CRMs. If your sales team lives inside Pipedrive or HubSpot, Klenty is a great choice. It focuses on intent—helping you identify which prospects are actually interested so you can focus on them.

Key Features:

• Deep CRM Integration: syncs every open, click, and reply. ‍
• Intent Detection: Tells you who is "hot" based on their actions. ‍
• Multichannel: Can send SMS and WhatsApp messages too. ‍
• Cadences: Organize your sales process into clear steps.

Pros:

• Saves sales teams a lot of time on data entry.
• Good interface and reports.
• Helps focus on the warmest leads.

Cons:

• Multichannel features are only on expensive plans.
• No built-in email warm-up on the basic tier.

Pricing: Starts at $50/month.

10. Quickmail

Best for: Technical users and complex workflows.

Quickmail is a robust tool often loved by technical founders and agencies. It has a unique feature called "Auto-warmer" which was one of the first in the industry. It handles complex workflows well, allowing you to rotate inboxes and automate tasks.

Key Features:

• Auto-Warmer: Free tool to keep deliverability high. ‍
• Inbox Rotation: Spreads volume across many accounts. ‍
• Slack Integration: Get notified of replies on Slack. ‍
• Deliverability Reports: Detailed stats on where your emails are landing.

Pros:

• Excellent for improving deliverability.
• Very transparent company with good support.
• Good for managing multiple clients.

Cons:

• The interface looks a bit dated compared to Instantly.
• Some features have a steep learning curve.

Pricing: Starts at $49/month (Free trial available).

11. Reply.io

Best for: Enterprise and AI-driven sales.

Reply.io is a powerful platform. It is more than just email; it is a full sales engagement platform. It uses AI to help you write cold emails and even handle responses. It supports email, calls, LinkedIn, SMS, and WhatsApp.

Key Features:

• Jason AI: An AI assistant that sets up outreach for you. ‍
• Multichannel: Combines all communication channels. ‍
• Meeting Scheduler: Lets prospects book time with you directly. ‍
• Team Management: Good for large sales teams.

Pros:

• Very comprehensive feature set.
• AI features are advanced and helpful.
• Great for large teams.

Cons:

• It is expensive for small businesses.
• Can be overwhelming with too many features.

Pricing: Starts at $59/month.

12. Mailshake

Best for: Sales teams that also do cold calling.

Mailshake started as a simple tool but has grown into a powerful platform. It is great because it includes a phone dialer. You can send an email, and if they don't reply, the system prompts you to call them.

Key Features:

• Power Dialer: Make calls directly from the browser. ‍
• Lead Catcher: Keeps track of everyone who replies. ‍
• Shakespeare AI: Helps write email copy. ‍
• LinkedIn Automation: Helps with social selling steps.

Pros:

• Great for teams that mix phone and email.
• Simple and colorful interface.
• Good training resources (Cold Email Masterclass).

Cons:

• No monthly plan (billed yearly).
• More expensive than basic tools.

Pricing: Starts at $58/month (Annual commitment only).

Conclusion

Choosing the right cold email software is a big step for your business. In this guide, we explored twelve powerful options to help you reach more prospects and grow your sales.

Remember, the "best" tool is simply the one that fits your current workflow and budget. Don't get too caught up in fancy features you might not use. Instead, focus on the basics: accurate contact data and clear, personal messages.

The software is just the engine, but you are the driver. Take advantage of free trials to test a few interfaces. Find the one that makes your daily tasks easier. Once you pick a platform, stay consistent with your outreach. That is the real secret to closing more deals.

Happy emailing!