Gathering leads is difficult enough to begin with, and without proper management, they can easily be wasted. Keeping track of leads, though, particularly when there’s a lot of them, is tricky. When you’re attempting to do this manually, the potential for letting leads slip away or simply making mistakes with them is sky-high. Lead management software is a game-changer in this regard. Through user-friendly interfaces, smart automation, and insightful analysis, these platforms make it easier than ever to manage leads, produce quotes, and ultimately convert prospects into paying clients. Through extensive research, we’ve gathered the 10 best platforms currently on the market. Scroll down to discover what they are, how much they cost, and how to pick the perfect one for your business.
This list of platforms has not been thrown together randomly. Instead, it is the result of extensive, meticulous research into all the available options, and a careful selection of the very best solutions available right now.
In this section, we’ll explain all the aspects we take into consideration when assessing whether or not a piece of software is worthy of the table, and — if so — which position it should occupy.
Before we establish which criteria the software is compared against, we’ll begin by explaining exactly how we classify the available lead tracking solutions.
We use that as a starting point for our classification. While some platforms might be quite generalized, most will be more suited to certain industries than others.
Check out a few prominent examples of relevant industries for lead management:
This is another fundamental way in which to categorize lead tracking solutions. Software targeted at smaller businesses simply won’t scale to large-scale corporations. On the flip side, platforms that specifically cater to big companies will have features that smaller operations won’t need.
The three basic categories for this are:
Additionally, we also take freelance and personal use into account. While those categories are less common with this type of software, individual users may also need to manage leads.
The final way in which we categorize all prospect management systems is software deployment, or the way your software is delivered. Some providers will offer a choice between different types, while others will specifically be one or the other.
The three main deployment methods are:
On-premise is the traditional method of installing software directly onto computers. It’s more secure, as it isn’t automatically tied into a wider network, but this can also make it more difficult for teams to collaborate across different locations.
Saas (Software as a Service) and cloud-based are very similar, in that both are web based lead management software. The major difference is that the former will be hosted on the provider’s server (in a dedicated section), while the latter will be hosted in a wider cloud storage system. SaaS is more expensive for the provider to maintain, and therefore will often be the more expensive alternative.
All of these software solutions can be broken down into three distinct types:
There are dozens of features, if not more, which you’ll come across in any lead management software comparison. Some are definitely more important than others, however, and we know exactly what these are.
The following are the key features any platform worth its salt should possess.
Pipeline management doesn’t only help companies understand the sales process, but it also allows them to both manage and evaluate sales opportunities. This type of management is used to track the status of potential customers and leads.
While the name of the game here is managing leads, our lead management software reviews also look at platforms that help with the initial capture. This can be done in a variety of ways, with the most common being lead forms that are clearly positioned on your site and help to quickly and easily gather data from prospects. Those prospects can be rated, or scored, enabling you to quickly identify potential sales, before moving them into the nurturing stage of the process.
When discussing lead storage and distribution, the best lead management software solutions should also handle leads from various sources, such as emails, and webforms. After gathering the leads, businesses can store them in a database, assess them, and forward them to adequate sales representatives.
After being captured, leads must be nurtured towards a sale. Your software should help with this by giving you the ability to check each lead’s status, sending you automated reminders for following up (or simply doing so itself), and providing those leads with relevant content. By doing this in a smart, timely manner, your relationship with the lead is not only maintained but strengthened, making a sale far more likely.
This is one of the smarter features found in top lead management software. It essentially grades each prospect based on a series of criteria, instantly giving you an idea which leads are most likely to result in a sale. You can use quite a few filters, with the most popular being online behavior, job title, and demographics.
Quality software should also simplify the logistics of sorting leads out. This is usually done by segmentation, or the division of prospects based on specific criteria. Those are determined by you, and might include industry, job role, professional qualifications, or geography. This helps to ensure you deliver the right service, message, and — ultimately — product to different types of leads.
High-quality, effective lead tracking systems won’t necessarily serve as a standalone product. In fact, you don’t really want them to. Instead, it’s much more preferable to have a platform that links to other systems, which should be done via seamless, real-time integrations.
There are plenty of examples of this in practice, but some of the most common integrations include:
Analyzing your own work can be difficult, and likewise — if it’s not your full-time job — it can be tough to stay on top of your colleagues’ work too.
Good lead tracking software will remove this worry entirely by facilitating the creation of lead reports. These provide an invaluable overview of both your marketing and actual sales on a micro level, analyzing the types of leads that convert either well or poorly, and allowing you to assess which campaigns are performing well. You’ll also get an insight into how underperforming campaigns might be improved.
Software that aims to be a ‘jack of all trades’ often ends up being suitable for nobody. For a successful solution, you need sales lead management software that fits your particular needs. At the very least, you want to be able to create various lead fields, sort them based on tags to make filtering easier, add custom steps to your sales process, and create sales activities based on your selling methods. Some platforms will allow you to customize the whole interface, branding it in a way that reflects your company by personalizing widgets, adding your logo, and so on.
At the same time, the best lead tracking software should also provide an easy-to-navigate UI, which simplifies the process of customization and the overall use of the product.
Contact information and data about related activities are highly confidential and must be secured. Many sales reps want to keep those protected not only from unauthorized external threats but also from ‘competing’ reps within their own companies.
This type of software should help to protect the integrity of opportunity information through cutting-edge security mechanisms. As a result, outside breach risks will be virtually eliminated, while internal sales reps within the lead management system will be able to see only those leads that fall under their specific territory or area of responsibility.
We’re not here to recommend the cheapest software out there. You could discover those in an instant for yourself, but that wouldn’t be of much help. What’s far more important than price is value, and finding the platforms that offer the most value for money is our number one goal with this investigation into the best lead management software.
We have researched industry-standard pricing and know what falls within these guidelines. The software targeted at bigger businesses will naturally be more expensive than platforms catering to SMEs. As long as those prices are fair, and in line with the competition, that’s fine with us.
Finally, any solution offering free trials, or money-back guarantees, gets an automatic hike up in our rankings. There’s simply no substitute for being able to try out something for yourself.
All of our effort in researching and evaluating the available options has led to this: the ranking of the 10 very best solutions for lead management that you can use right now.
Keep reading to learn what the chosen 10 are, their respective strengths, and how much they cost.
Salesforce is one of the most prestigious names in the wider CRM sphere, so it’s no surprise that they have a dominant lead tracking software in their offering too. Pardot is a cloud-based system jam-packed with features and targeted specifically at B2B companies. It’s best suited to medium-to-large scale organizations, and — like most Salesforce products — it’s also incredibly intuitive once you know your way around.
Pardot is easily one of the most feature-rich systems on the market right now, and everything is wonderfully streamlined. Identifying and evaluating prospects with this lead management tool is aided by “objective grading,” which lets you score those prospects based on your interactions. You can test systems for subsequently nurturing leads, adjusting factors like time and number of interactions before emailing a lead, and getting reminders for the neglected ones.
Extensive automation features — including the assignment of leads into segmented lists, and engagements with prospects — make the entire lead management process more efficient. Plenty of reporting tools meanwhile help you refine your strategy, and the already-impressive feature set is bulked out by excellent mobile apps and integrations with the likes of Eventbrite and CRMs.
Pardot isn’t the cheapest sales lead management software you’ll find, but B2B organizations of the right size are highly likely to get their money’s worth.
There are three price packages with Pardot: Growth, Plus, and Advanced. These cost $1,250, $2,500, and $4,000 per month, respectively (billed annually), and each allows you to store up to 10000 contacts.
The main difference is the amount of automation you get. Growth gives you 50 automation rules, which increases to 100 and then 150 with the other two plans. The latter two packages also grant access to the full range of powerful B2B marketing analytics.
Finally, while technically, there is no free trial for the Pardot lead tracking software, you can get a live demo from a company employee. This will be specifically tailored to your needs, and the sales rep will personally guide you through the various available features.
Given that — like Salesforce — Hubspot is easily one of the most famous names in this sphere, it’s not exactly shocking that they’ve got a killer platform for lead management. Sitting within the wider suite of marketing tools, this cloud-based lead management solution scales beautifully to businesses of all shapes and sizes. Like all Hubspot products, it’s quite easy to use, and — best of all — the starting package is available for free.
Hubspot CRM helps make a tough task much easier by facilitating the addition and organization of leads into a centralized database. Every interaction with a contact is tracked and viewable on a handy timeline, and — if you’re moving from other deal tracking software — importing prior interactions is pretty simple. It’s equally easy to segment leads into targeted lists, which can then be used for personalized web content, automated email campaigns, etc.
Next, Hubspot CRM can automatically score and prioritize prospects based on customized scoring criteria. It will subsequently help you to prioritize which leads to follow up on, and automatically message you or the relevant sales rep to do so. Landing pages, email templates, social media monitoring, Salesforce integration, analytical insights, and much more are also in place.
For the basic package, Hubspot CRM is arguably one of the best lead management software available for free. For the cost of nothing at all, you get pop-up forms, 2,000 email sends, segmentation including five smart lists, and a dashboard for reports.
The cheapest paid package is Starter, at $40/month. This nets you 1000 contacts, customized pop-up forms, 25 smart lists, 25 static lists, and productivity reports.
Next, there’s a big step up to Professional, which costs $800/month. This plan grants you a hefty 1000 smart lists and static lists, 100 inboxes, a custom reporting dashboard, phone support, 300 workflows for marketing automation, and one property for contact scoring.
Finally, for this lead tracking software, we have Enterprise, priced at $3,200/month. Along with a mighty 10000 contacts, you get 1,500 smart and static lists, 25 custom reporting dashboards, 500 workflows, extensive Salesforce integration, 200 teams, 500 custom reports, 25 properties for contact scoring, and more.
Freshsales by Freshworks is another exceptional cloud-based CRM system where you’ll find a brilliant range of lead management features. It’s highly intuitive, and scales perfectly to businesses of different sizes and industries, serving equally well regardless of whether you’re looking for mortgage lead management software, a construction-related solution, or something else. It’s also a budget-friendly option, even for the largest teams. The vendor further offers a wealth of other products, including call center and onboarding software.
With Freshsales, captured leads from a variety of sources, email, social, paid ads, etc., are filtered into a centralized database, with the source for each recorded for analytical purposes. Any publicly available information about the lead — such as social media profiles or job title — is automatically added, and all their interactions with your company are tracked within the lead management platform.
Further down the line, you’ll find excellent lead scoring with a pleasingly large variety of factors that is easy to set up. There are also collaborative features for teams, including lead distribution, a highly accessible pipeline, intelligent workflows, and advanced reporting capabilities.
You can try out Freshsales for free with a 21-day trial. After that, you can choose between four reasonably priced packages.
Small teams can use Blossom, at $12/user/month, billed annually. This plan grants all the basic lead management features, including pipeline management and lead scoring, plus five intelligent workflows, basic reporting, and access to an Android or iOS lead tracking app.
Next comes Garden, at $25/user/month. This package increases the bulk emails from 250 to 500 per day, gives 15 intelligent workflows, and unlocks the multiple pipeline management, advanced reporting, and lead assignment features.
Estate targets large teams and costs $49/user/month. You get 1000 bulk emails/day, advanced lead scoring, 40 intelligent workflows, and a reports dashboard.
Finally, we have Forest, intended for enterprises. It costs $79/user/month, and gives 2,000 emails/day, 75 intelligent workflows, IP whitelisting, and audit logs for tracking user activity.
Pipedrive is among the most critically-acclaimed CRMs on the market, partly on account of the lead management platform. The software is available in both cloud-based and SaaS forms, with both of them facilitating the easy capture and nurturing of prospects. It’s targeted primarily at small-to-medium-sized businesses and is an eminently affordable solution for both.
Pipedrive is easy to set up and start using thanks to an excellent interface, but there’s a whole lot of functionality to this lead management software beneath its approachable surface. Capturing leads in the first place is aided by fully customizable web forms, and the ability to import data from elsewhere. Integrations with other CRMs like Salesforce, Hubspot, and Zoho help in this regard, and there are over 150 other integrations to choose from.
The acts of scoring, qualifying, and prioritizing prospects are wonderfully streamlined. The visually-appealing sales pipeline (customizable with unlimited fields) further helps the sales process, while features such as custom user and admin permissions make team collaboration much easier. You can also use either an Android or iOS lead management app to complete all these tasks on-the-go.
You can try Pipedrive free of charge via a trial, which grants you immediate access and lasts 14 days. After that, there are four price plans which can all be paid monthly or annually.
Essential costs $12.50/user/month, billed annually. Even though it’s the cheapest plan, you still get custom pipelines and segmentation fields, and a customizable dashboard.
The Advanced package — priced at $24.90/user/month — unlocks the automation features for emails and tasks. It also facilitates collaboration lead tracking solutions via custom user and admin permissions.
Next, we have Professional, at $49.90/user/month. The package supports email distribution lists, call tracking, multiple dashboards, and the sales manager app.
Finally, there is Enterprise, at $99.90/user/month. It includes custom onboarding and setup, followed by enhanced security, further user permissions, and a dedicated account manager.
Don’t be put off by the name; monday.com is actually one of the most approachable lead management solutions you’ll come across. The software’s gorgeous appearance, combined with a well-planned interface, makes it a joy to use. There’s plenty of substance beneath the style, though — this is a highly-functional, secure platform, which also comes at an excellent price.
Monday.com’s brilliant interface means that keeping tabs on prospects could hardly be simpler, whether you’re looking for insurance lead management software or a platform for any other industry. The pipeline is clean and elegant, but can still easily be updated and used to access full reports and sales breakdowns for each prospect. Monitoring communications is equally easy thanks to excellent collaborative features (most notably the ability to use private and public boards), and there are also onboarding tools to help with post-conversion.
You’ll also find solid Android and iOS mobile apps, customizable forms, a sizable range of integrations (including Google Drive and Dropbox), and more. All of this is secured by 2FA, advanced account permissions, and data encryption.
This prospect management system offers four plans: Basic, Standard, Pro, and Enterprise. The actual price of each plan depends entirely on how many users will be on the platform. Basic, for example, starts at $17/month for two users, then goes up to $25 for five, $49 for 10, and so on, all the way up to $1000 for 200 users. We won’t lay out every single price here, but be assured that you do get solid value for money.
All users get access to unlimited boards, over 20 column types for sorting leads, the lead tracking app, and embedded forms. Additionally, the storage amount and number of dashboards both increase drastically as the packages get more expensive, and only Standard, Pro, and Enterprise users can use automations and integrations.
It might have been rebranded from its former name Infusionsoft, but this should still be regarded as one of the finest systems around for prospect management. Keap is a cloud-based solution for small businesses, which seamlessly builds lead management into a wider sales and marketing platform. Thanks mainly to its extensive automation features, which are up there with the best lead tracking software, Keap takes a lot of the difficulty out of this task.
Keap nails the lead management basics. You can easily segment prospects using tags, centralize all communications and interactions with them, and get the system to remind you when it’s time to contact someone.
This foundation is built upon with some of the best automation you’ll find in a lead tracking system. Emails and text messages can be sent automatically to follow up new prospects or when an existing lead moves to the next stage of the sales process, and the system will also aid with data entry. All of this is augmented by an exceptional array of integrations, including Google Suite, Office, Shopify, and WooCommerce.
Keap has three price plans to choose from: Grow, Pro, and Infusionsoft. All three start at 500 contacts and one user, with the prices varying based on the features they include.
The Grow plan costs $49/month and features the basic prospect management system, segmentation features, and data migration if you need to import prospects from elsewhere. Pro is $149/month, with the major addition being automation tools. Smart forms and a landing page building are also included. Infusionsoft is the most expensive, at $199/month, and features advanced sales pipeline automation, lead scoring (which can also be automated, based on a prospect’s interactions with your marketing), and a customizable dashboard for reporting.
Zoho is responsible for one of the finest CRM products, with specific lead management tools slotting in alongside email marketing, POS, and so on, all of which work great together. The interface for this cloud-based platform is exceptionally intuitive and should help businesses of all sizes manage their prospects better.
Zoho CRM dramatically improves the efficiency of prospect management for businesses of all sizes. For starters, leads can be captured via web forms and landing pages, live chat, social, and even a lead management app that can be used to scan business cards and QR codes. All of this data feeds directly into the system, with predefined rules automatically allocating them to members of your team.
Prioritizing leads is also made easy with highly customizable scoring criteria, ranging from industry to specific events at which the prospects are met. All of your activity can be analyzed via reporting, which tracks things like cost per deal and conversion ratio, and the whole system benefits from integrations with the likes of MailChimp, Outlook, Google Apps, and more.
There are five different price plans with Zoho CRM. All of these target different business sizes.
The most basic features are available as free lead management software, which grants a generous three users. The cheapest paid package is Standard, at $12/user/month paid yearly. It covers scoring rules for prospects, tags and groups, web forms, custom dashboards, and a whopping 100000 records.
Next is Professional, costing $20/user/month. This plan doesn’t add a lot of lead management functionality, apart from unlimited records.
Enterprise costs $35/user/month and includes SalesInbox (which sits nicely alongside lead management), multi-user portals, and autoresponders.
Finally, we have the Ultimate Edition, at $100/user/month (only available with annual billing). Alongside enhanced storage, this package includes automation suggestions, advanced customization, and a dedicated database cluster.
Bitrix24 is the self-appointed “#1 free lead management software”. That’s a huge claim, but with many of the same features you’d typically expect from the pricier options thrown in for free, it’s tough to argue. It can be cloud-based, self-hosted, or installed on-premise, and offers full open-source code access. The software is highly customizable, and it’s a small wonder that over six million users have already installed.
Considering this open source lead management software is entirely free, the range of features it supports is staggering. Everything you could hope for — from email marketing (with unlimited templates), to the automation of invoices, quotes, and sales — is there. Leads can be filtered in from the web, emails, or even phone calls and subsequently segmented using custom fields.
There are both iOS and Android apps, collaboration tools (including an intranet), and custom forms that are easy to set up. The software also includes insightful reporting, helping you analyze your lead sources, customize dashboards, and assess your sales funnel.
If you’re looking for a budget-friendly lead tracking system, Bitrix24 is an incredible option. The free version alone supports 12 users and offers 5GB storage, as well as unlimited leads, contacts, deals, 1000 emails per month, 10000 lead searches, and more.
If you want to bulk out the feature set, there are four paid plans available. CRM+ and Project+ both cost $55.20/month (for all users) and support six and 24 users, respectively. The storage here is boosted to 50GB, and you also get superior customer support, 10 pipelines with CRM+, 100000 lead searches, and access to analytical tools.
Heavy-duty lead management system users might consider the Standard and Professional plans. Standard costs $79.20/month, and features 100GB of storage, bulk emails, improved segmentation, access rights for collaboration, Sales Intelligence analytical tools, 10 pipelines, 200,000 lead searches, and 50000 emails per month. Professional weighs in at $159.20/month and has unlimited storage, top-of-the-line segmentation and support, unlimited pipelines, one million emails per month, and unlimited leads searches.
If you’ve never used lead tracking software before, or you have and are simply looking for a more straightforward alternative, Copper is a great alternative. It’s one of the most user-friendly options on the market, and while it doesn’t have the most extensive feature set, it can still help small-to-medium-sized businesses automate tasks, store contact details, and so on. Brilliantly-realized G Suite integration makes life a whole lot easier, not to mention the platform is competitively priced.
Copper’s simple interface means the platform can be up-and-running in no time. Its calling card, though, is the native G Suite integration. It is handled flawlessly, with everything matching the Google aesthetic, and linking seamlessly into Google’s tools, particularly Gmail. You can complete the majority of your lead management needs directly from your inbox, while Copper assists you with automatic data capture for leads. It will even suggest potential prospects with whom you’ve previously interacted. The likes of Hangouts, Sheets, Docs, and Drive are also integrated.
You’ll also find plenty of other lead management solutions. These include mobile apps, workflow automation, activity reporting, custom fields, and integrations with Slack, Hubspot, MailChimp, QuickBooks, etc.
Copper has three price plans, each targeted at a different-sized business. There’s also a 14-day free trial available.
The cheapest plan is Basic, priced at $19/user/month when paid annually. It includes the full suite of Google integrations, three email templates, basic reporting, five custom fields, 30,000 records, and 2GB of storage space.
The middle package of this lead management system is Professional, costing $49/user/month. This plan gives you 10 email templates, task and workflow automation, activity reporting, 25 fields, 100000 records, user permissions, and most third-party integrations.
Larger organizations might prefer the Business plan, at $119/user/month. This grants unlimited email templates, lead and sales insights, 100 fields, 500000 records, 500GB storage, every available integration, and user provisioning.
You don’t care about fancy bells and whistles and just want some no-frills lead management software that gets the job done? Well, then it sounds like Less Annoying CRM is the one for you. It is a cloud-based platform, targeted clearly at small businesses. Its priority is to make everything straightforward, from the acts of saving and managing leads to the pricing structure. It’s cheap, easy to use, and still possesses plenty of functionality.
The only major absence in the feature set for this top lead management software is a mobile app. That’s annoying, but for the price, it’s more than offset by everything else you get. Emails can be logged from any provider, data is backed up automatically, importing and exporting contacts is a cinch, 256-bit encryption protects your data, etc.
The whole thing is tied together by a brilliantly simplified interface, which is effortless to navigate and lets you see all of a contact’s notes, events, tasks, files, and pipeline details at once. Teams can share calendars and divide tasks, while user permissions can be dished out to whoever you like. Another effective lead management tool is the Lead Report, which gives you live status updates and priorities for every prospect in your pipeline.
The pricing for Less Annoying CRM couldn’t be more straightforward. It costs $10 per user per month, and that’s that. For this price, you get access to all the features, unlimited users, updates, and customer support. You’re not locked into a contract either, meaning you can cancel any time.
If you want to try out the platform before committing, there’s also a free trial. It lasts 30 days and requires no payment information. You can choose from a 30-minute or an hour-long guided tour of the system, conducted by a company representative.
We might have provided you with your top 10 available options for lead management, but our work doesn’t stop there. We’re also here to guide you through the selection process so that you can ultimately pick the best software for your business.
To narrow down your options, get rid of any platforms that don’t align with your business size or industry. Check if the remaining alternatives abide by the regulations for your industry or jurisdiction.
Write down a list of all the features you need from your software. If you’re looking for real estate lead management software, for example, you’ll probably want the ability to assign certain prospects to specific agents, analyze which agents have the best conversion statistics, and so on.
Now, compare this list to the options remaining after the first step. Shortlist the providers that tick all the boxes you’d identified.
Finally, determine how much money you can or want to spend on the platform, either per month or year. Compare this against your shortlist from Step 2. The best solution that also falls within your budget is the lead management software for you.