How to Choose the Best CRM to Work with Cold Emailing Tool

Created On:
June 30, 2024
Updated On:
June 30, 2024
How to Choose the Best CRM to Work with Cold Emailing tool

Sales have evolved dramatically in recent years, and cold emailing is just one piece of the puzzle. To convert more deals, you need a CRM that simplifies your workflow and integrates seamlessly with your cold emailing tools like Smartlead.

A good CRM helps you manage leads, track interactions, and automate repetitive tasks, making your sales process more efficient. It should also provide valuable insights through analytics and reporting, helping you make informed decisions. 

In this article, we'll cover the key features to look for in a CRM to ensure your sales process runs smoothly and effectively. Let's dive in.

How to Choose the Best CRM to Work with Cold Emailing tool

1. Contact Management

Before you begin cold emailing, effective contact management is crucial. Tools like Salesmate store detailed information about your prospects or customers, including names, emails, addresses, and social media profiles. Essentially, it's a centralized database for all your contact data.

Many CRMs, such as HubSpot, provide a comprehensive view of each contact, displaying deal status, activity logs, and conversational history, including all emails and calls exchanged, as well as any shared files.

Importance in Cold Emailing

For cold emailing, CRMs with contact management features allow you to create segmented contact lists using tags. These segmented lists are then used in your cold emailing campaigns.

Additionally, some CRMs integrate with tools like ClearBit, providing extra data such as social media handles, alternative email addresses, and company details. This information helps you personalize your messages more effectively.

Tip: BCC your opening email to your CRM to sync emails and keep track of your sales conversations.

2. Integrations: A Key Factor in Choosing the Right CRM

When selecting the best CRM for your business, integration capabilities are crucial. The more integration options available, the easier it is to manage data flow between systems.

Modern CRMs offer extensive integrations with various sales and marketing apps. They can connect directly or through API integrators like Zapier.

Importance in Cold Emailing

For cold emailing, these integrations are particularly valuable. They enable you to automatically transfer prospect lists into your email tool and launch email campaigns effortlessly. You can then track and follow up with contacts who show interest in your products or services.

Moreover, the activity from your cold email campaigns can be seamlessly reflected in your CRM. For instance, you can update the status of contacts who respond to your emails, ensuring your CRM stays up-to-date with relevant information. This streamlined process enhances your efficiency and helps maintain accurate records in your CRM, such as HubSpot.

3. Importance of Sales Pipeline Management in CRM

When selecting a CRM for your company, the sales pipeline is a crucial feature to consider. It allows you to oversee the entire sales process and identify where to focus your efforts. A well-defined sales pipeline helps you answer the following questions:

How many deals are currently in the pipeline and at what stages are they?

How many prospects have shown interest in your product or service?

How many of these prospects are likely to become paying customers?

What is the conversion rate of your cold emailing efforts?

Having a sales pipeline in a CRM like HubSpot also offers additional benefits:

  • Identify at which stage most prospects drop off.
  • Determine which stages are your strongest and weakest in performance.
  • Customize the sales process to fit your business needs.
  • Create multiple pipelines for different services or products.
  • Track the performance of your sales representatives.

A sales pipeline enhances conversion rates in cold emailing by providing clarity on where your prospects are in the process. This allows you to send relevant cold email campaigns and gain insights into your interactions with prospects, helping you craft more effective snippets for higher conversions.

4. Deal Management

Delving deeper into sales pipeline management, the next crucial feature to consider is deal management. This tool allows you to effectively track each deal's status. Here are some key benefits:

  • Accurate deal forecasting.
  • Easy filtering and sorting of deals for efficient management.
  • Drag-and-drop functionality to set deal priorities.
  • Insights into deals and a clear conversation timeline.

Why Is Deal Management Useful in Cold Emailing?

The advantages of a deal management feature are clear. It provides qualitative insights that help optimize your campaigns through effective activity management. Think of it as a testing ground for A/B testing. With deal management, you can identify what prompts responses from your target audience.

The drag-and-drop feature lets you prioritize leads, ensuring you focus on those most likely to convert. You can prioritize qualified leads for personalized email outreach while spending less time on those with lower conversion potential. This approach ensures you maximize your efforts and improve your overall campaign success.

5. Activity Management in CRM for Cold Emailing

Activity management is a crucial feature to look for in a CRM. It allows you to plan, track, and organize sales activities efficiently. You can also assign tasks to the right team members and monitor the progress of deals.

Benefits of Activity Management in CRM

  • Plan and Schedule: Create and plan recurring activities in your sales pipeline.
  • Time Management: Understand where your team is investing their time.
  • Task Assignment: Automatically assign tasks to the appropriate team members.

By planning activities, you can filter through deals and set up reactivation campaigns. Additionally, you can use your cold emailing tool to upsell or cross-sell with targeted email campaigns. 

Tools like HubSpot CRM can help streamline these processes, ensuring your cold emailing efforts are well-coordinated and effective.

7. Shared Inbox

The shared inbox feature is invaluable for customer support, especially once prospects become paying customers. It fosters effective team collaboration by ensuring everyone stays informed.

A shared team inbox maintains transparency in customer communication. All team members receive updates when a new message arrives, allowing any member to follow up or send emails while keeping everyone in the loop.

Why is it Useful in Cold Emailing?

In cold emailing, a shared inbox is crucial for preventing customer churn. If a customer shows signs of leaving, the support team can alert the customer success team to take action. This allows you to create targeted campaigns to address issues and retain customers. Using a CRM like HubSpot can help streamline this process.


Choosing the right CRM is essential for optimizing your cold emailing efforts. A good CRM will help you manage contacts, integrate seamlessly with your tools, track your sales pipeline, manage deals, and organize activities effectively. Additionally, features like shared inboxes ensure your team can collaborate efficiently and respond promptly to prospects and customers.

By carefully selecting a CRM that aligns with these needs, you can streamline your workflow, enhance your sales process, and ultimately increase your success rates in cold emailing campaigns. Make an informed choice and see the difference it makes in your sales strategy.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Sattwik Das

Sattwik is a Digital Marketing professional at Smartlead. He is a dedicated content writer who focuses on juggling words to bring out meaningful content. He is experienced in well-researched and SEO-optimized content creation, content editing, and copywriting for various businesses throughout the globe. His expertise in SEO, SMM, and SMO with a touch of creativity helps businesses grow and maximize their credibility and sales.


Edited by:

Sattwik Das


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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

What is Smartlead, and how can it enhance my cold email campaigns?

Email automation FAQs- Smartlead

Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance. 

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

How does Smartlead as a cold emailing tool can automate the cold email process?

Email automation FAQs- Smartlead

Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.

The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can Smartlead help improve my email deliverability rates?

Email automation FAQs- Smartlead

Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.

What features does Smartlead offer for cold email personalisation?

Email automation FAQs- Smartlead

Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.

Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

Is Smartlead suitable for both small businesses and large enterprises?

Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.

Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

How can Smartlead integrate with my existing CRM and other tools?

Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!

Email automation FAQs- Smartlead

Do you provide me with lead sources?

No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume. 

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at

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