10 Sales Automation Software That Save You Hours

Sales reps spend a large portion of their day on administrative work—updating contact records, writing follow-up emails, and creating proposals—instead of talking to customers and closing deals.

Sales automation software handles these repetitive tasks automatically. Tools like HubSpot track customer information, Woodpecker sends follow-up emails on schedule, and Qwilr turns proposals that used to take hours into something you can send in minutes.

This guide covers 10 automation platforms that help sales teams spend less time on paperwork and more time with customers.

Key Takeaways

• Sellers spend a lot of time on administrative tasks, many of which can be set on autopilot using specific software.
• There is an overwhelming number of sales automation software tools on the market, so it’s imperative that you choose tools or an automation platform that is right for your team, structure, and processes.
• When investing in sales software, consider the return on your investment; how many more deals can you close by automating parts of your sales process and freeing up sales team members’ time to focus on higher-value tasks?

Price as of December 2025

What is sales automation software?

Sales automation software handles repetitive tasks throughout the sales process, like updating CRM records in Salesforce, sending email sequences, logging calls, and creating proposals. These tools work for both inbound and outbound sales.

This type of sales software includes:

• CRM platforms that generate weekly reports automatically
• Email tools that send cold outreach at scale
• Dialers that automate calling workflows
• Proposal software like Qwilr that pulls client data from your CRM to create customized quotes

Some marketing automation tools also support sales activities.

How do you choose the right sales automation software solution?

Sales reps spend only 28% of their week actually selling, according to Salesforce's 2024 State of Sales report. The rest of their time goes to administrative work, data entry, and internal meetings. Choosing the right automation tools can shift hours back to customer conversations.

Your team's needs, selling approach, and budget will determine which tools make sense. According to Sales Hacker's State of The Tech Stack 2024, companies with under 250 employees typically use three to four sales tools, while larger organizations (250-1,000+ employees) use 5 or more. Company size is the strongest predictor of tech stack complexity.

Choose automation tools based on:

• Your biggest time drain: If reps spend hours on manual outreach, start with email automation like Woodpecker. If proposals take too long, add Qwilr to cut creation time from hours to minutes.
• Pipeline health: Healthy pipeline but slow closing? Add proposal automation. Empty pipeline? Focus on prospecting tools and lead generation platforms first.
• Team size and structure: Small teams (under 25 reps) benefit most from tools that automate repetitive tasks. Large teams with few managers need conversation intelligence tools like Gong for scalable coaching.
• Integration requirements: Tools should connect with your existing CRM (Salesforce, HubSpot) to eliminate duplicate data entry and keep information flowing automatically.

Features to look for in a sales automation software solution

Possibly the three most important features to look for when choosing sales automation software for your team are:

• Scalability
• Integrations
• Ease of use

Scalability

Sales teams change size frequently through growth, restructuring, or budget shifts. Your automation tools need to flex with these changes.

Tools with responsive customer support teams make scaling significantly easier, whether you're growing rapidly or adjusting to leaner operations.

Integrations

Sales automation tools should connect seamlessly with your existing tech stack, especially your CRM.

Ease of use

Sales reps adopt tools that save them time immediately. The faster someone can start using a platform and see results, the more likely it becomes part of their daily workflow.

Look for:

• Intuitive interfaces that require minimal training
• Quick setup processes (hours, not weeks)
• Clear documentation and responsive support
• Mobile access for reps working in the field

Our pick of the 10 top sales automation software

1. Apollo.io: Best for B2B prospecting and lead generation

G2 rating: 4.7/5

Apollo.io automates B2B prospecting and outbound outreach. The platform searches a database of 250+ million contacts and 60+ million companies, then automatically enriches records with verified email addresses, direct phone numbers, and LinkedIn profiles.

Sales teams set search criteria—job title, company size, industry, location, technology stack, funding rounds—and Apollo builds prospect lists automatically.

Standout features

• Job change alerts and intent data: Apollo monitors when contacts change roles or companies and flags accounts showing buying signals like funding announcements, technology adoption changes, or hiring patterns.
• Lookalike company search: Upload your best customers and Apollo identifies similar companies based on employee count, industry, technology stack, and growth patterns.
• AI call summaries and conversation intelligence: Apollo automatically generates summaries of all calls your team has had with a contact or account.
• Multiple dialer numbers with smart rotation: Manage and rotate multiple phone numbers based on territory or campaign.

Pricing

• Free: $0/month for unlimited users
• Basic: $49/month per user (billed annually) and $59/month (billed monthly)
• Professional: $79/month per user (billed annually) and $99/month (billed monthly)
• Organization: $119/month per user (billed annually) and $149/month (billed monthly)

Pros and cons

G2 review: ”Apollo.io makes prospecting incredibly efficient by combining lead database, email outreach, sequencing, and workflow automation in one platform. The contact data is easy to filter with advanced search criteria, and the UI is clean, fast, and intuitive.

Verdict

Apollo works well for volume prospecting in industries where the contact data is reliable. The Chrome extension saves time when building lists from LinkedIn, and the CRM sync prevents double data entry. For teams prospecting in specialized industries like healthcare, manufacturing, or government sectors, verifying contact information through additional sources makes sense before launching campaigns.

2. Woodpecker: Best for cold email outreach with high deliverability control

G2 rating: 4.5/5

Woodpecker is a cold email automation platform built for sales teams, founders, and agencies that need to send personalized outreach at scale without hurting deliverability. It helps users run multi-step email sequences, personalize messages automatically, and monitor inbox health—all from a single interface.

The platform detects when prospects reply—even if they don't change the subject line—and categorizes responses by sentiment, helping reps prioritize positive replies and urgent questions.

Standout features

• Personalized email sequences: Automatically insert custom fields (name, company, title, niche details) into cold emails to make outreach feel personal at scale.
• Bounce Shield™ protection: Limits daily sending and controls the pace of emails to prevent accounts from hitting provider send limits. Reduces the risk of domain damage and protects sender reputation.
• Deliverability Monitor: Includes real-time alerts for unusual bounce rates, inbox placement issues, or domain warming needs.
• Reply detection & sentiment grouping: Automatically detects replies—even if prospects don’t change the subject line—and categorizes them, helping reps prioritize positive or urgent responses.

Pricing

• Free trial: 7 days or 50 cold emails—whichever comes first
• Starter: $29/month (billed annually) or $35/month (billed monthly) for 500 contacted prospects
• Growth: $126/month or $188/month (billed monthly) for 10,000 contacted prospects
• Scale: $903/month or $1,354/month (billed monthly) for 100,000 contacted prospects
• Max (Enterprise): $6,666/month or $9,999/month (billed monthly) for 100,000 contacted prospects for unlimited prospect contacts with custom features and dedicated support

Pros and cons

G2 review: “I like that Woodpecker not only automates my messaging but also gives a possibility to customize the first message for one particular prospect."

Verdict

Woodpecker protects deliverability but can't fix poor targeting or messaging. The Bounce Shield keeps emails from bouncing, but delivered emails don't automatically mean engaged prospects. The platform also doesn't coordinate outreach across multiple contacts at the same company—you manage each person's sequence separately, which can lead to awkward situations where three people from your team contact the same account.

3. Outreach.io: Best for full-cycle sales teams with complex workflows

G2 rating: 4.3/5

Outreach.io is a sales-engagement and revenue-workflow platform designed to help sales organizations manage the entire sales cycle from outreach to deal close so they can increase deal velocity.

Sales teams build automated cadences that combine emails, call reminders, and LinkedIn touches with follow-ups triggered by prospect behavior like email opens or link clicks. The platform records calls, transcribes conversations, and analyzes performance across the team to identify what messaging works and where deals stall.

Standout features

• Automated sales sequences/multi-touch outreach: Supports multi-step cadences (sequences) that combine outreach through email, calls (and other channels where supported), with automated follow-ups, reminders, and branching depending on prospect behavior.
• Sales engagement across channels: Enables reps to manage outreach across email, calls, and presumably other mediums.
• Call and activity tracking with conversation intelligence: Records and logs meeting calls and other outreach activity, enabling transcription, performance tracking, and analysis.

Pricing

No public pricing available - Outreach does not publish pricing on its website. All costs require contacting sales for custom quotes based on team size and features needed.

Pros and cons

G2 review: “From the sales side of the product, Outreach seems to be quite efficient for prospecting. The sequence, templates, snippets are user-friendly."

Verdict

Outreach works well for standardized sales processes but struggles when your approach needs flexibility. Teams with consultative processes or custom approaches per customer often spend time trying to make Outreach fit their needs instead of the other way around. The analytics also show a lot of data without always making it clear what matters most.

4. HubSpot Sales Hub: Best for automating outreach, pipeline management, and CRM workflows

G2 rating: 4.4/5

HubSpot Sales Hub is an all-in-one CRM platform that helps small and scaling sales teams automate outreach, manage pipelines, and track every customer interaction in one place. It unifies contact management, email automation, meeting scheduling, follow-up tasks, and deal tracking, making it ideal for teams that want a single system to run their entire sales process.

Standout features

• Centralized CRM for contacts, companies, and deals: Store customer data, log activity automatically, and track every touchpoint without switching tools. Deal boards visualize the entire pipeline and help teams spot bottlenecks and forecast more accurately.
• Email templates, sequences, and automated follow-ups: Create personalized outreach sequences that send automatically based on triggers like opens, clicks, or time delays.
• Task automation and workflow triggers: Automate repetitive tasks such as assigning leads, updating deal stages, setting reminders or creating follow-ups after calls or meetings.
• Native sales + marketing alignment: Because Sales Hub sits inside the broader HubSpot ecosystem, marketing data (forms, email engagement, website activity) flows into the CRM.

Pricing

• Free tools available: Core CRM, meeting scheduler, email tracking, simple pipelines
• Sales Hub Starter: $20/month
• Professional: $100/month
• Enterprise: $150/month

Pros and cons

G2 review: “HubSpot Sales Hub sticks out for its ease of use and intuitive interface. Setting up pipelines, dealing with contacts, and tracking deals is straightforward."

Verdict

HubSpot Sales Hub handles straightforward sales processes well but becomes challenging when requirements get complex. The workflow builder manages simple sequences, but conditional logic based on multiple variables can be harder to implement. Teams with territory-based routing, custom qualification steps, or deal stages that vary by product sometimes need workarounds.

5. Pipedrive: Best for visual pipeline management and deal tracking

G2 rating: 4.3/5

Pipedrive automates sales pipeline management through visual deal boards and workflow automation. Sales teams track deals across customizable stages using drag-and-drop interfaces, set up automated follow-ups triggered by deal movement, and manage activities through centralized task lists.

Standout features

• Visual drag-and-drop deal boards: Track deals across customizable stages using Trello-style kanban boards that keep opportunities visible and easy to move as they progress.
• Workflow automation for recurring tasks: Create automated actions triggered by stage changes, time delays, or contact actions—automatically send emails, create tasks, or update deal stages.
• Email integration with two-way sync: Send tracked emails, schedule meetings, and log calls directly from deal records while syncing all communication back to the CRM automatically.

Pricing

• Lite: $14/user/month (billed annually) or $19/user/month (billed monthly)
• Growth: $24/user/month (billed annually) or $34/user/month (billed monthly)
• Premium: $49/user/month (billed annually) or $64/user/month (billed monthly)
• Ultimate: $69/user/month (billed annually) or $89/user/month (billed monthly)

14-day free trial: Test all Premium plan features without credit card required.

Pros and cons

Verdict

Pipedrive's visual pipeline works well for straightforward sales processes but becomes limiting when deal complexity increases. The platform assumes deals move linearly through stages, which doesn't always match reality when multiple decision-makers get involved or when deals require parallel workstreams.

6. Calendly: Best for automating meeting scheduling and reducing back-and-forth

G2 rating: 4.7/5

Calendly automates the scheduling process by letting prospects book meetings directly based on your real-time availability. Sales teams can share a booking link that automatically handles time zones, availability, meeting types, and video conference setup.

Standout features

• Real-time calendar syncing: Connects to Google Calendar, Outlook, iCloud, and other calendars to prevent double-booking and ensure prospects only see available time slots.
• Routing forms for lead qualification: Prospects can answer qualifying questions before booking, helping sales teams filter leads and route them to the correct rep or meeting type.
• Round-robin and team scheduling: Sales teams can distribute meetings evenly across SDRs or automatically assign calls based on availability, minimizing admin work for managers.

Pricing

• Free: Basic scheduling
• Standard: Paid tier with expanded integrations
• Teams: $20 per user/month (monthly billing)
• Enterprise: Starts at $15,000 per year

Pros and cons

Verdict

Calendly optimizes scheduling speed but changes the dynamic of relationship-building. Sending a booking link early in a conversation can feel transactional, particularly with senior buyers who might expect more personal outreach. The tool also makes it easy to fill your calendar quickly without strong qualification.

7. Vidyard: Best for automating video outreach and engagement tracking

G2 rating: 4.5/5

Vidyard helps sales teams automate video outreach by recording personalized messages, sharing them at scale, and tracking how prospects engage with them. Sales reps can use Vidyard to create quick webcam or screen-share videos and automatically embed them into sequences, follow-ups, and outbound campaigns.

Standout features

• Automated video insertion into sales sequences: Integrates with sales engagement tools like Outreach and Salesloft, allowing reps to automatically insert videos into multi-step outreach cadences.
• Viewer tracking & engagement analytics: Automatically notifies reps when a prospect watches a video, how long they watched, and which parts they rewound or skipped.
• Personalization tools (CTAs, thumbnails, landing pages): Automate personalized thumbnails (e.g., holding a prospect's name on a whiteboard), add calls-to-action at the end of a video, and customize landing pages without manual editing.

Pricing

• Free plan available with basic recording and sharing
• Paid plans start around $89/month for more branding, analytics, and personalization
• Advanced plans for teams include CRM integration, video hubs, and enterprise-level automation

Pros and cons

Verdict

Vidyard assumes video improves engagement across all buyer types and situations, but that's not always the case. Some buyers prefer visual demonstrations they can watch on their schedule. Others would rather read brief text summaries than commit time to watching videos. The engagement tracking shows viewing behavior, but interpreting what that behavior means requires context.

8. Gong: Best for AI-driven revenue intelligence and call insights

G2 rating: 4.8/5

Gong turns customer interactions into actionable insights by automatically capturing and analyzing every call, email, and meeting across the sales process. The platform uses AI to understand what’s happening in deals, how reps are performing, and where revenue teams can improve.

Standout features

• AI-powered conversation analysis: Analyzes talk ratios, topics, objections, pricing discussions, next steps, and customer sentiment.
• Pipeline and forecast accuracy tools: Gong’s AI reviews deal activity, buyer engagement, and historical patterns to help sales leaders forecast more accurately and understand pipeline health in real time.
• Coaching insights and scorecards: Managers can identify top-performing behaviors (e.g., how top reps handle discovery or pricing) and create coaching programs based on real interactions.

Pricing

• Gong does not publish pricing publicly.
• The pricing page provides an overview of available packages and requires prospects to submit a form to receive custom pricing based on team size and use case.

Pros and cons

Verdict

Gong generates more insights than most teams can act on. The platform flags coaching opportunities and conversation patterns, but implementing changes based on those insights takes time and focus. Sales managers still need to prioritize which findings matter most and how to address them with their teams.

9. Qwilr: Best for automating proposal creation and contract signing in one workflow

G2 rating: 4.6/5

As a proposal automation software, Qwilr streamlines the proposal-to-signature process by letting sales teams create interactive sales proposals, collateral, and contracts and automate the approval and signing steps. Instead of stitching together a proposal tool, a PDF editor, and a separate eSignature platform, Qwilr automates each stage, helping reps move deals forward with less manual work.

Standout features

• Automated proposal workflows: Use templates and reusable content blocks so reps can generate tailored proposals in minutes instead of building from scratch.
• Interactive pricing & automated quoting: Reps can build quotes using dynamic pricing tables, optional add-ons, and quantity selectors.
• One-click acceptance with legally compliant eSignature: Signatures are compliant with ESIGN, UETA, and international eSignature laws, and Qwilr auto-generates an audit trail for each contract.
• Automated CRM handoffs: Native integrations with HubSpot, Salesforce, Pipedrive, and Zoho automatically sync proposal activity, update deal stages when contracts are signed, and pass pricing/line-item data back to the CRM.
• Real-time engagement analytics: Sales reps get instant alerts when buyers view, share, sign, or abandon proposals.
• Content library for scalable, repeatable workflows: Centralized templates, pricing blocks, case studies, and legal sections ensure every rep uses consistent, approved content.

Pricing

• Business: $35 per user/month (billed annually) or $39 per user/month (billed monthly)
• Enterprise: $59 per user/month (billed annually) with a dedicated account manager, Salesforce integration, and API access
• 14-day free trial: Test all Business plan features without a credit card

Pros and cons

Verdict

Qwilr works best when speed matters, and contracts are relatively standard. The CRM integration reduces time spent creating proposals, and the interactive pricing helps when prospects want to adjust scope themselves.

10. Clari: Best for automating forecasting and pipeline inspection

G2 rating: 4.6/5

Clari is a sales automation platform that uses AI to automate forecasting, pipeline inspection, and deal risk detection. It automatically pulls in deal activity, buyer signals, and historical patterns to show teams exactly where revenue stands and what actions to take next.

Standout features

• Automated pipeline change tracking: Examines pipeline movement—deals added, removed, slipped, increased, or pushed in real-time.
• AI-generated deal and account health scores: S scores each opportunity based on activity levels, buyer engagement, deal progression, and historical patterns.
• Risk alerts & action recommendations: Flags deals with missing next steps, low engagement, or single-threaded communication.

Pricing

• Pricing is not public; teams must request a quote.
• Pricing varies by sales team size, automation modules, and forecasting complexity.

Pros and cons

Verdict

Clari improves forecast visibility but depends entirely on data quality. The AI analyzes the information in your CRM, so if your team doesn't consistently update deal stages, activity, and next steps, the insights will be limited.

11. SiftHub: Best for automating RFPs and sales knowledge discovery

G2 rating: 4.6/5

SiftHub tackles the challenge of finding historical data by connecting to existing systems, acting as a specialized knowledge brain for your sales and presales teams. It streamlines the response management process for RFPs and security questionnaires by auto-completing requests leveraging past documents.

Standout features

• Automated Response Handling: Uses context from existing docs to auto-complete questionnaires.
• Unified Search Engine: Connects to fragmented repositories to allow searching everything at once using natural language.
• SiftAI Assistant: Offers approved content and answers right when needed.

Pricing

Public pricing is not available: SiftHub customizes packages based on team size and requirements.

Verdict

If your organization deals with a high volume of security questionnaires or RFPs, SiftHub effectively removes the bottleneck.

Setting up your sales automation software stack

The right automation stack eliminates repetitive tasks and frees your team to focus on closing deals. Start with one or two tools that address your biggest bottlenecks—whether that's email sequences eating up mornings or proposals taking hours to customize.

Qwilr automates proposal creation with CRM integrations that pull client data automatically.

About the author

Kiran Shahid | Content Marketing Strategist

Kiran is a content marketing strategist with over nine years of experience creating research-driven content for B2B SaaS companies like HubSpot, Sprout Social, and Zapier. When not writing, you can find her trying new foods and booking her next travel adventure.