8 Best Email Marketing Software & Tools 2025

We've used just about every single marketing and transactional email sending tool on the market, and we believe that Loops is the most simple and modern solution, poised to take much of the market share in time.

You're probably exploring tools like Mailchimp, Hubspot (Marketing Hub), ConvertKit, and even Postmark, and you're probably banging your head against the wall because you're overwhelmed with options and not quite sure of the difference.

And that's totally fair! Believe us, we've used them all and more. Dive into Mailchimp and you'll be introduced to what feels like 20 different areas to accomplish basic things—they used to be the most user-friendly solution on the market, but with growth has come complexity and segmented products (like why are they trying to get me to create a website...?)—sending email shouldn't be so complicated.

I mean come on, you have contacts (an audience), and then one-off bulk emails (campaigns) you want to send to your contacts, and sequences (Loops) which are re-usable emails (e.g. like a newsletter or customer onboarding sequence):

The main differentiation point of Loops is that it is just super simple and straightforward to use. You can easily segment down your audience (contacts) by defining in the campaign or sequence whatever filtering criteria you'd like specific to the actual one-off email or sequence you are sending out—super straightforward:

What we like to say is the best email tool is one you rarely need to open up. Wait, what? Yeah create your email sequences once, and then use their flexible API to easily pass these contacts from your CRM to Loops.

While they advertise themselves as "better email for SaaS", we've been able to use them for our evergreen CRM-focused newsletter, which has nothing to do with integration into our products, it really just means that they have a robust API, allowing you to easily trigger one-off or sequences of emails (Loops) to go out at various points in the process.

These other email sending tools like ConvertKit, MailChimp, and Hubspot have just added so many additional "features" to try and extract more money (with the blink of an eye you'll be spending $20k/yr with Hubspot to unlock all of their marketing automation features). Loops on the other hand just has simple pricing and "gets out of the way", with a clean email editor, powerful API, and a great user-experience.

P.S. We use and love Postmark for sending transactional via our Communicate app, but that's only because it's more of a product, in most cases, companies shouldn't really be looking at an email sending tool like Postmark for marketing automation. Not to mention, Loops has actually just added transactional (one-to-one) email support, which should be able to take care of most transactional emails (like password reset emails, etc.)

If you are considering HubSpot because of price (after hearing things like 50–90% off the first year)—let me stop you right now, you're playing directly into their marketing shtick (you'll see the #1 concern with HubSpot is actually price).

HubSpot was not initially built as a CRM, it was a marketing email automation platform. A powerful (and expensive) one at that—but credit where credit is due. It's just, most companies often need to start with just a CRM to streamline their business operations.

It wasn't until HubSpot realized that acquiring customers for their $20–60k+/yr marketing automation suite was a difficult sell out of the gate, that they decided to built a "free CRM" as a lead magnet (and gateway) to their expensive core product.

So if you're a startup or a team of 20 or less (that will actually be using the CRM day-to-day), we highly recommend looking at a different CRM (we've done a deep-dive on that here). Because after the first year, you will be paying 2-4x more for HubSpot than the competing solutions (even at their proposed "Year 2+ discounts").

Now if your team is quite large and considering Salesforce, we actually do recommend Hubspot in most cases. HubSpot is more user-friendly than Salesforce, and you aren't going to be totally stuck in the expensive enterprise software stack that a tool like Salesforce often requires.

We will also add that we work with HubSpot often, and Copper + Pipedrive have far superior API's to HubSpot (in that we can build the same integration in 1/2 the time), so there is a second-order unseen cost associated to HubSpot.

Important Email Logging Notes

And finally, there's quite a bit that needs to "go right" in order for emails to automatically log from your team's inbox into HubSpot.

Replies to emails will be logged automatically on the contact's timeline if you have connected your personal email and the following is true:

1. The original email was sent through the CRM or sent from your connected email client with the sales email extension or add-in installed and the Log checkbox selected.

2. The original email was not sent to an email address or domain listed in your Never Log list.

3. The email address is still connected when the reply is received.

4. The reply is sent to an individual's email connected by the user who originally started the thread.

5. The sender of the reply is an existing contact in HubSpot.

(Something that most take for granted when working with a CRM like Copper, where everything just logs automatically with no prerequisites—even if the contact doesn't yet exist in the CRM, it'll go back 1 year through your team's email history and retroactively add those emails)

Customer.io is great for building segmented onboarding funnels within your product (e.g. a series of emails and push notifications based on the onboarding flow).

It allows you to manage all of your communication flows with the customer in a visual way.

We've been seeing more and more companies switch over to this due to their flexibility of native integrations.

You can also do things like push app sign-ups and in-app events to a shared channel in Slack, or even use it to automatically push out updates to shared Slack Connect channels.

You're probably exploring tools like Mailchimp, Hubspot (Marketing Hub), ConvertKit, Loops, and even Postmark, and you're probably banging your head against the wall because you're overwhelmed with options and not quite sure of the actual differences.

You're probable checking "does it integrate with my CRM?" and the most confusing bit of it all is that what you think integrating with your CRM and what the marketing sites list as integrating are two totally separate things.

Mailchimp is the 800lb gorilla in the space—has been around the longest, has the most "integrations" out of the box, but as they've grabbed more and more of the market, they've had to expand their product offering to generate more revenue. Even expanding to offering websites, stores, and appointment booking (only to get worse with their recent acquisition by Intuit—how do you become a $100bn email sending company? You don't, you expand to everything but the kitchen sink):

So dive into Mailchimp and you'll be introduced to what feels like 20 different areas to accomplish basic things (even just on the sending email front)—sending email shouldn't be so complicated.

They also focus heavily on "beautiful email templates that match your brand", well the open-rates and click-through of highly templated/branded emails have fallen off a cliff in recent years. Would you believe that with so much automated emails, people actually prefer receiving emails that feel like they were sent by a human? Big shocker, right? 😅

We highly recommend checking out a more simple tool like Loops to build out and manage your marketing emails (it's what we use for our CRM-focused evergreen newsletter).

Gosh, where do we begin here... Our thoughts on Reply are strong here.

No, really—like we used Reply for years. I'm talking 7+ years. So much in-fact that we got quite close to one of the co-founders that broke off to create a competing service. Yeah, it's a competitive space.

We even met with Reply at Copper HQ back in 2020 to try and convince them (Reply) to build a deep white-labeled integration with Copper directly, because we used them with every single customer of ours:

Spoiler alert: this didn't come to fruition—Outfunnel is who Copper chose as their white-labeled partner in the end.

Features

Reply, like many others, are touting AI all the things—take this with a grain of salt though. Just like everything else, they are trying to use OpenAI to improve email writing.

We will give credit where credit is due though, back in the day, before this AI trend even happened, they did have a pretty nifty email sentiment analysis when writing emails which helped keep you concise and portraying the right tone. It was beyond its time.

They, like Close, integrate VoIP in quite core to their tool—same issues arise as with Close, you're essentially choosing Reply as your VoIP, and none of this SMS or Call information is going to sync over to your CRM (you know, where you'd love to have it).

There's some additional cool features that they do have like email warm-up and email validation baked into the tool (via partners)—this is appreciated, but you'll continually pay for credits to use these things.

API

They focused most of their API on adding leads to the system. They essentially want it to be relatively easy to get data into Reply from other tools, but getting insights out of Reply to your other tools, this becomes way more limited.

For the core things though, their API does work well, and they even have a pretty robust Zapier integration connector.

Limitations

Gosh, I hate listing their internal tech stack here as a limitation, but they are using quite old tech (.NET) built atop Azure, which shouldn't matter, but we had constant issues with emails actually sending out. They had regular CRON jobs running, and often they just wouldn't even trigger.

It's very much an example of a company trying to bake in all the features instead of actually getting the foundation right.

They'd ideally like you to just live in their tool day-to-day, so keep that in mind when it comes to the type of integrations they have out of the box. They feel more built just to check a marketing box rather than to enable you in your CRM.

We invested hundreds of hours over the years building highly custom integrations to sync data from various CRM's over to Reply, and then back.

Pricing

Don't let their pricing page fool you—they are incredibly expensive for this tool. Their free tier isn't even the tool, it's just a glimpse into how you can prospect to get leads in the system, so that you can pay them to actually send the outreach.

They charge per-seat (which isn't usually how marketing automation companies charge—again, they are trying to act more like a CRM in some ways, pricing included. This is where we highly recommend just purchasing a single seat and sharing it by adding email aliases if needed (oh, and they charge for that too).

Yeah, they charge for everything additional. Don't expect to get in at what's listed on the pricing page, they will upsell you in every single aspect of their product. To be fair, some of it makes sense since they are external integrations with 3rd party tools offering value, but in other ways, they are just being a bit 😅 (charging for adding email aliases, really?)

Final Thoughts

If you're genuinely planning on using a proper CRM core to your business, we'd recommend using a tool that actually encourages this behavior, versus trying to be a CRM of their own (yes, Reply is trying to do everything).

We were incredibly bullish on Reply, it worked well, just required tons of custom integration in order to get it working with Copper, Pipedrive, and HubSpot. Building kludgy workarounds like custom fields specific for Reply for merge fields to work how we needed them.

This was until Outfunnel came onto the scene with the approach of:

Your CRM is your company's lifeblood—what if we helped you not only keep your CRM in-sync with your email automation data, but enrich it as well?

This is where the 2 paths diverged, and Outfunnel came out as the winner actually trying to improve your CRM, whereas Reply is trying to dip their toes into the CRM world, trying to convince you that "your sales team doesn't need a CRM when you have Reply" 🙄

All-in-all, this was a tough one to write... It hits very close to home, and we absolutely adored Reply for half a decade. Oleg and team, if you're reading this, I'm sorry 🫶