What is sales follow up software?
Sales follow up software automates the process of staying in touch with prospects after your first contact. This means the platform schedules your emails, tracks when prospects open them, and reminds you when to call. Deals stop falling through the cracks because you forgot to follow up.
Research shows most reps lose deals not because prospects aren't interested, but because they get busy and forget to reach back out. Sales automation fixes this by turning your outreach into a system instead of a memory test.
Modern platforms do more than send reminder notifications. They build multi-channel sequences that combine email, phone calls, and LinkedIn messages into one coordinated plan. When a prospect opens your email or clicks a link, the system logs that activity in your CRM automatically. You see which leads are engaging without checking five different tools.
Core capabilities you'll find in these platforms:
Automated sequences: The software sends follow-up emails on a schedule you set, removing manual work from your calendar
Multi-channel outreach: You coordinate email, phone, and social touches in one place instead of juggling separate tools
CRM synchronization: Every email sent and call made gets logged to your CRM without you typing anything
Engagement tracking: You see who opened emails, clicked links, or replied so you know which prospects are hot
The difference between manual follow-up and automated follow-up is the difference between hoping you remember to call someone back and having the system put that call on your calendar at the exact right time.
Top sales follow up software tools compared
Here's how the leading platforms stack up:
Platform | Primary Strength | Automation Depth | Best For |
|---|---|---|---|
ZoomInfo | Data and engagement in one platform | AI-powered sequences with intent signals | Mid-market to enterprise |
HubSpot Sales Hub | CRM-native workflows | Sequences plus task automation | SMB to mid-market |
Outreach | Sales engagement at scale | Advanced multi-step cadences | Enterprise SDR teams |
Salesloft | Revenue orchestration | Multi-channel plays with coaching | Mid-market to enterprise |
Apollo | Prospecting and outreach combined | Automated sequences with data enrichment | SMB |
Close | Built-in calling and email | Workflow automation with native dialer | Inside sales teams |
Pipedrive | Visual pipeline management | Activity reminders with deal tracking | Small sales teams |
Freshsales | AI-powered lead scoring | Freddy AI sequences | Growing SMBs |
Best sales follow up software
1. ZoomInfo
ZoomInfo gives you B2B contact data and sales engagement tools in the same platform. You get access to over 500 million contacts and 100 million companies, with 1 billion buyer intent signals that show which accounts are actively researching solutions right now. The platform surfaces accounts visiting your website, reading competitor content, or showing other signs they're in-market—so you follow up with buyers who are already looking, not cold prospects who aren't ready.
GTM Workspace connects directly to Salesforce, HubSpot, and other major CRMs. Contact data and every activity you take syncs automatically without you entering anything twice. Copilot analyzes how prospects engage with your outreach and tells you the best time to follow up. When a prospect hits a specific trigger—like visiting your pricing page or downloading a whitepaper—the system enrolls them in a sequence without you clicking anything.
ZoomInfo serves over 35,000 customers and helps sales teams cut prospecting time while booking more meetings through data-driven follow-up. The platform holds SOC 2 Type II certification and maintains GDPR and CCPA compliance. Gartner and Forrester recognize ZoomInfo as a leader in sales intelligence and engagement.
Key Features:
Intent signal monitoring triggers automated follow-up when prospects research relevant topics or visit competitor sites
AI-powered sequence recommendations based on industry, role, and engagement history improve your response rates
Native CRM sync logs all emails, calls, and activities automatically without duplicate data entry
Contact enrichment updates phone numbers, email addresses, and job titles in real time as prospects change roles
Conversation intelligence analyzes call recordings and suggests follow-up actions based on buyer objections and interest signals
Custom signal creation alerts you when target accounts experience specific business events like funding rounds or leadership changes
Multi-channel cadence builder coordinates email, phone, and social touches across days or weeks
2. HubSpot Sales Hub
HubSpot Sales Hub provides follow-up automation inside the HubSpot CRM. You build email sequences that schedule messages, create tasks, and track engagement without leaving the CRM interface. Prospects get enrolled into sequences manually when you add them, or automatically based on form submissions, list membership, or workflow triggers you set up.
The email template library stores your personalized messages with merge fields that pull contact properties from the CRM. Meeting schedulers embed in your emails so prospects book time directly on your calendar. The platform tracks email opens, clicks, and document views, then notifies you when prospects engage with your content.
HubSpot Sales Hub integrates with Gmail and Outlook, logging emails and creating CRM records from your inbox activity. The mobile app gives you access to sequences, tasks, and contact records when you're working remotely. Reporting dashboards show sequence performance, email metrics, and individual rep activity.
Key Features:
Sequence enrollment automation based on CRM properties, list membership, or form submissions
Email templates with personalization tokens that pull contact data from CRM fields
Meeting scheduler syncs with Google Calendar and Outlook to eliminate back-and-forth booking
Document tracking notifies you when prospects open proposals or view pricing sheets
Task queues organize your daily follow-up activities by priority and due date
Email tracking shows opens, clicks, and reply rates across sequences
Mobile app access to sequences, contacts, and tasks for remote selling
Learn more about HubSpot Sales Hub
3. Outreach
Outreach operates as a sales engagement platform built for high-volume outbound teams. You build multi-step sequences combining email, phone, LinkedIn, and SMS touches across days or weeks. Sequences get customized by persona, industry, or deal stage. A/B testing functionality lets you test different messaging approaches to see what works.
The dialer integrates with sequences, supporting cold calling by automatically calling prospects at scheduled times and logging outcomes to your CRM. Email deliverability monitoring tracks bounce rates and spam complaints, pausing sequences when engagement drops. Analytics show sequence performance—which steps drive responses and where prospects drop off.
Outreach connects to Salesforce, Microsoft Dynamics, and other enterprise CRMs through native integrations. Governance features let managers set sending limits, approve templates, and monitor team compliance. The platform includes conversation intelligence that records calls and analyzes talk time, question frequency, and competitor mentions.
Key Features:
Multi-channel sequence builder coordinates email, phone, LinkedIn, and SMS touches
A/B testing for email subject lines, message content, and send times optimizes response rates
Integrated dialer automatically calls prospects at scheduled sequence steps
Email deliverability monitoring pauses sequences when bounce rates exceed thresholds
Sequence analytics show step-by-step conversion rates and drop-off points
Governance controls for template approval, sending limits, and compliance monitoring
Conversation intelligence transcribes calls and surfaces key moments
4. Salesloft
Salesloft provides revenue orchestration across your entire sales cycle. You build cadences that combine email, phone, and social touches, with conditional logic that adjusts sequences based on prospect responses. A unified inbox shows all prospect communications across channels in one place.
The Rhythm feature prioritizes your daily activities, telling you which prospects to contact and which actions to take based on engagement signals and deal stage. Call recording and transcription analyze your conversations, flagging objections and buying signals for manager review. The platform scores your emails and calls, providing coaching recommendations to improve your messaging.
Salesloft integrates with Salesforce, Microsoft Dynamics, and marketing automation platforms. Analytics track pipeline generation, meeting bookings, and revenue attribution by rep and sequence. Forecasting tools predict deal close probability based on engagement patterns and historical data.
Key Features:
Rhythm prioritization organizes daily tasks by prospect engagement and deal urgency
Conditional cadence logic adjusts follow-up paths based on prospect responses
Unified inbox shows all prospect communications across email, phone, and social channels
Call recording with AI transcription flags objections, questions, and buying signals
Email and call scoring provides coaching feedback on message quality
Pipeline analytics track revenue attribution by sequence and rep activity
Forecasting tools predict deal close probability based on engagement patterns and historical data.
5. Apollo
Apollo combines prospecting data with sales engagement in one platform. The system includes a database of contacts and companies for building target lists, then enrolls prospects into automated sequences. You search for contacts by title, industry, company size, or technology usage, exporting lists directly into sequences.
The sequence builder schedules emails and creates tasks for phone calls or LinkedIn outreach. Email tracking shows opens and clicks, with notifications when prospects engage. The platform verifies email addresses before sending to reduce bounce rates. Apollo includes a Chrome extension that finds contact information while you browse LinkedIn or company websites.
The platform offers a free tier with limited contacts and sequences, scaling to paid plans for larger teams. Integrations connect Apollo to Salesforce, HubSpot, and other CRMs for activity logging. Reporting shows sequence performance, email deliverability, and individual rep metrics.
Key Features:
Contact database with search filters for title, industry, company size, and technology stack
Email verification checks addresses before sending to reduce bounce rates
Sequence builder with email scheduling and task creation for multi-touch outreach
Chrome extension finds contact information while browsing LinkedIn profiles
Email tracking with open and click notifications for engagement monitoring
CRM integrations sync contacts and log activities to Salesforce and HubSpot
Free tier with limited contacts and sequences for small teams testing the platform
6. Close
Close operates as a CRM built specifically for inside sales teams. The platform includes native calling, email, and SMS capabilities without requiring third-party integrations. You make calls directly from contact records, with automatic logging to the CRM. The power dialer queues multiple calls, moving to the next prospect after each conversation ends.
Email sequences schedule follow-ups and create tasks for phone outreach. The platform tracks email opens and clicks, notifying you of prospect engagement. SMS messaging integrates into sequences for text-based follow-up. Close includes a visual pipeline showing deal stages and values, with drag-and-drop functionality for moving opportunities.
The mobile app provides full CRM access for remote teams. Reporting dashboards show call volume, email metrics, and pipeline velocity by rep. Close offers predictive dialing that automatically calls the next prospect in a list, maximizing talk time for high-volume teams.
Key Features:
Native calling with automatic call logging and recording without third-party tools
Power dialer queues multiple calls and advances to the next prospect automatically
Email sequences with open and click tracking integrated into the CRM
SMS messaging for text-based follow-up within sequences
Visual pipeline with drag-and-drop deal management across stages
Mobile app with full CRM access for remote selling
Predictive dialing maximizes talk time by automatically calling queued prospects
7. Pipedrive
Pipedrive focuses on visual pipeline management with activity-based selling. The platform displays deals in columns representing sales stages, with drag-and-drop functionality for moving opportunities. Activity reminders prompt you to follow up with prospects based on scheduled tasks. Email integration logs messages to contact records and creates new deals from inbox conversations.
The workflow automation builder creates tasks, sends emails, and updates deal fields based on triggers like stage changes or time delays. Email templates store common messages with merge fields for personalization. The platform tracks email opens and clicks, showing engagement metrics on contact records.
Pipedrive integrates with third-party tools through its marketplace. The mobile app provides pipeline access and activity management for field sales teams. Reporting shows win rates, pipeline value, and forecast accuracy by rep and team.
Key Features:
Visual pipeline with drag-and-drop deal management across customizable stages
Activity reminders prompt follow-up based on scheduled tasks and deadlines
Email integration logs messages and creates deals from inbox conversations
Workflow automation creates tasks and sends emails based on deal triggers
Email templates with merge fields for personalized outreach at scale
Mobile app with full pipeline and activity access for remote teams
Marketplace integrations extend platform functionality with third-party tools
8. Freshsales
Freshsales includes Freddy AI, an assistant that scores leads, predicts deal outcomes, and recommends next actions. You build email sequences with scheduling and tracking, enrolling prospects manually or through workflow automation. Lead scoring assigns points based on engagement, demographics, and behavior, prioritizing hot prospects for immediate follow-up.
The built-in phone system makes calls from contact records with automatic logging. Email tracking shows opens, clicks, and reply rates across sequences. The platform enriches contact records with company data, social profiles, and recent news. Freshsales integrates with other Freshworks products like Freshdesk for customer support and Freshmarketing for campaign management.
The mobile app provides CRM access, calling, and email capabilities for remote selling. Reporting dashboards show pipeline metrics, sequence performance, and individual rep activity. Freshsales offers a free tier for up to 3 users with limited features.
Key Features:
Freddy AI scores leads, predicts deal outcomes, and recommends follow-up actions
Email sequences with scheduling, tracking, and workflow-based enrollment
Lead scoring prioritizes prospects based on engagement and demographic fit
Built-in phone system with click-to-call and automatic activity logging
Contact enrichment adds company data and social profiles to records
Freshworks ecosystem integration for unified customer support and marketing
Free tier for up to 3 users with basic CRM and sequence functionality
How to choose sales follow up software
Pick your platform based on team size, sales motion, and existing technology. High-volume outbound teams need deep automation and multi-channel capabilities. Inside sales teams benefit from integrated calling and CRM functionality. Enterprise organizations require governance features and advanced analytics.
Integration with your CRM
CRM synchronization determines whether your follow-up data lives in one system or gets scattered across tools. Native integrations sync contacts, activities, and deal updates automatically. Third-party connectors often require manual mapping and troubleshooting that wastes time.
Look for these integration capabilities:
Native versus third-party integration architecture and reliability
Bi-directional data sync that updates both systems in real time
Field mapping flexibility for custom CRM properties and objects
Automation capabilities
Sequence depth separates basic email schedulers from true engagement platforms. Trigger-based actions respond to prospect behavior, not just time delays. Multi-channel support coordinates email, phone, and social touches in one cadence instead of managing separate workflows.
Evaluate automation on these factors:
Trigger-based actions that adjust sequences based on prospect responses
Multi-channel support for email, phone, LinkedIn, and SMS in unified cadences
Personalization tokens that pull CRM data into messages at scale
Data quality and enrichment
Accurate contact information determines whether your follow-ups reach prospects or bounce. Email verification checks addresses before sending, reducing bounce rates that damage your sender reputation. Contact enrichment updates phone numbers and job titles as prospects change roles, keeping your database current without manual work.
Check for these data capabilities:
Email verification that validates addresses before sequence enrollment
Contact enrichment that updates records with current job titles and phone numbers
Bounce rate impact on sender reputation and email deliverability
Reporting and analytics
Measuring follow-up effectiveness requires visibility into sequence performance and rep activity. Track which messages drive responses, where prospects drop off, and how follow-up cadences contribute to pipeline. Conversion attribution connects closed deals back to specific sequences and touchpoints.
Essential reporting features include:
Sequence performance metrics showing step-by-step conversion rates
Rep activity tracking for emails sent, calls made, and meetings booked
Conversion attribution linking closed revenue to specific sequences
Frequently asked questions
How many touchpoints should a sales follow up sequence include?
Most successful sequences include 8 to 12 touchpoints across two weeks. Persistence matters, but stop outreach if prospects explicitly opt out or show no engagement after multiple attempts.
Should sales follow up software replace my CRM or work alongside it?
Follow up software works alongside your CRM, not as a replacement. CRMs store contact records and deal history. Follow up software automates outreach sequences and tracks engagement. Many modern platforms combine both capabilities in one system.
What channels should sales follow up sequences use beyond email?
Combine email with phone calls, LinkedIn messages, and SMS for multi-channel outreach. Vary your channels to reach prospects where they're most responsive. Most platforms let you coordinate all these touches in one sequence.
How does email verification in follow up software prevent bounces?
Email verification checks addresses against databases of known valid emails before your sequence sends. This reduces bounce rates that damage your sender reputation and hurt deliverability. Lower bounce rates mean more emails reach inboxes instead of spam folders.
Can sales follow up software personalize messages at scale?
Yes, through personalization tokens that pull data from your CRM. The software inserts prospect names, company names, job titles, and other fields into your email templates automatically. This lets you send personalized messages to hundreds of prospects without typing each one manually.
Find the right sales follow up software for your team
The right platform matches your sales motion, integrates cleanly with your CRM, and provides the data quality your outreach needs to work.
Match these factors to your situation:
High-volume outbound teams need advanced sequencing and multi-channel capabilities
Inside sales teams benefit from integrated calling and visual pipeline management
Enterprise organizations require governance features and advanced analytics
Small teams should prioritize ease of use and quick implementation
ZoomInfo combines B2B intelligence with engagement tools so you follow up with the right contacts at the right time. The platform identifies which accounts are actively researching solutions, then automates outreach based on intent signals and engagement patterns. You stop guessing who to call and start reaching buyers who are already looking.
