The best email tracking software tells you when someone opens your email or clicks a link, so you can follow up at the right moment instead of guessing. Sales teams usually want tracking tied to their CRM, while internal communications teams want to know whether staff read company updates. Ten tools follow in no particular order.
You send a proposal and hear nothing. Did they read it, forward it to their boss, or never see it at all? Without tracking, the only option is a polite chaser that may arrive at exactly the wrong time.
Email tracking tools take some of the guesswork out. The ten options below are listed alphabetically and in no particular order, from simple Gmail add-ons to sales platforms and internal comms tools, and every description comes from the vendor's own site, read this week. For what to say once you know they've opened it, my guide to cold emails that get replies helps.
Email tracking tools at a glance
In the free plan column, Yes means the tool's own site names a free plan, a free edition, a free account or an open source version. Trial only means a time-limited trial. Not stated means the pages I read named neither, even where there's a button inviting you to try it or book a demo.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| ContactMonkey | Internal email and analytics for Outlook and Gmail | Internal comms teams measuring staff emails | Not stated |
| HubSpot Sales Hub | Email tracking inside a CRM | Sales teams wanting tracking tied to a CRM | Yes |
| Mailbutler | Email productivity add-on with tracking | Apple Mail, Outlook and Gmail users | Not stated |
| Mailtrack | Email tracker for Gmail | Simple read tracking in Gmail | Not stated |
| Mixmax | Sales outreach and tracking in Gmail | Sales teams running sequences from Gmail | Not stated |
| Polymail | Sales inbox with read tracking | Deal makers wanting a dedicated sales inbox | Trial only |
| Right Inbox | Gmail add-on for tracking and reminders | Gmail users who forget to follow up | Yes |
| Snov.io | Free email tracker plus outreach tools | Free unlimited tracking in Gmail | Yes |
| Streak | CRM built into Gmail | Pipelines managed entirely in Gmail | Not stated |
| Yesware | Sales engagement for Gmail and Outlook | Reps needing alerts on opens and downloads | Not stated |
Ten email tracking tools to compare
ContactMonkey
Best for: Internal communications and HR teams that want to see whether staff newsletters and announcements are opened and read.
HubSpot Sales Hub
Best for: Teams that want email opens and clicks logged straight against contacts in a CRM, starting with a free tool.
Mailbutler
Best for: Freelancers and small teams using Apple Mail, Outlook or Gmail who want open and click tracking plus reminders and templates.
Mailtrack
Best for: Individuals and small teams on Gmail who want a simple tick to show when their email has been opened.
Mixmax
Best for: Sales reps who want tracking, sequences, scheduling and CRM sync inside Gmail rather than a separate outreach tool.
Polymail
Best for: Founders and deal makers who want read tracking, follow-ups and scheduling built into a dedicated email inbox.
Right Inbox
Best for: Gmail users who want to see opens and clicks and set automatic follow-up reminders without changing inbox.
Snov.io
Best for: Small sales teams that want free, unlimited Gmail tracking alongside lead finding and email verification tools.
Streak
Best for: Small teams that run deals, hiring or projects from Gmail and want to know when emails are viewed.
Yesware
Best for: Sales reps on Gmail or Outlook who want real-time alerts when prospects open, click or download attachments.
Email tracking and UK privacy rules
The ICO's guidance on storage and access technologies says the Privacy and Electronic Communications Regulations apply to any technology that stores or accesses information on a person's device. Its list explicitly includes tracking pixels, alongside cookies, link decoration, web storage, fingerprinting and scripts.
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Most open tracking works through a tracking pixel, a tiny image that loads when an email is opened. So if you email people in the UK, treat tracking as something your privacy notice and consent approach need to cover, and check what controls each tool gives you, such as switching tracking off for certain contacts.
Why open tracking isn't the whole story
Open data is less reliable than it looks. Some email apps load images automatically, which can record an open the person never made, while others block images, so a real open never registers. Treat opens as a hint, not proof.
Clicks and replies are stronger signals. If someone clicks the link to your proposal or calendar, that's far more meaningful than an open, so look for tools that report clicks and attachment views clearly.
Questions to ask before you install one
- Does it work with Gmail, Outlook, Apple Mail or all three?
- Does it track opens, clicks and attachment views?
- Can we switch tracking off per email or per contact?
- Does it log activity in our CRM automatically?
- Does it add follow-up reminders and scheduled sending?
- Where is tracking data stored, and who can see it?
Signs tracking would help your follow-ups
- Proposals disappear. You can't tell if they were read.
- Follow-ups feel random. Timing is pure guesswork.
- Staff updates get ignored. Nobody knows which land.
- Hot leads go cold. Interest isn't spotted in time.
Do you make email tracking tools? Tool makers can ask to be considered for a featured place on this list.
My plain advice on choosing email tracking software
Decide what you'll do differently with the data before you install anything. If a tracked open will trigger a better-timed follow-up, tracking earns its place. If it just gives you something to refresh all afternoon, it'll make you more anxious, not more effective.
Keep it respectful. Don't mention to a prospect that you saw them open your email three times, and do cover tracking in your privacy notice. If you'd like the follow-ups themselves to run on their own, my piece on automating sales follow-up with AI shows how.
Frequently asked questions
What is email tracking software?
Email tracking software records when recipients open your emails, click links or view attachments, usually using tracking pixels and tracked links, and alerts you when it happens.
How does email open tracking work?
Most tools add a tiny invisible image, called a tracking pixel, to the email. When it loads, the tool records an open.
Is email tracking legal in the UK?
The ICO says the PECR rules apply to tracking pixels, so you need to consider consent and explain tracking in your privacy information. Take advice if you're unsure.
Are there free email tracking tools?
Yes. Several Gmail add-ons and CRM tools offer free email tracking, sometimes with limits. Check the free plan column in the table above.
Why are email opens inaccurate?
Some email apps load images automatically, recording opens that didn't happen, while others block images, hiding real opens. Clicks and replies are more reliable signals.
Can I track internal emails to staff?
Yes. Internal communications tools track opens and engagement on staff newsletters and announcements, so you can see which messages land.
