Sales Tracking Software: 16 Top Tools Compared [2025]
“Activity alone doesn’t win deals — quality conversations do.”
79% of sales leaders say their current sales tracking software or CRM fails to predict deal outcomes — because most tools measure activity, not impact. You see calls logged, emails sent, and deals created, but not whether those conversations actually moved the sales process forward.
This guide is for sales leaders, RevOps managers, and founders who want to move beyond spreadsheets or surface-level CRMs. We’ll compare 16 of the best sales tracking tools in 2025 — from lightweight CRMs for small businesses like HubSpot and Attio to advanced conversation intelligence platforms like Claap and Gong. You’ll discover:
- CRM vs. Conversation & Revenue Intelligence: what really matter
- Features and KPIs that actually drive performance
- Red flags that drain time and create admin
- Real pricing, strengths, and limitations of each tool
- How to choose the right solution for your team size
If you’re evaluating sales tracking software this year, use this guide to cut through vendor noise, select a platform that fits your strategy, and help your team hit targets with fewer surprises.
Sales Tracking Software Comparison Table (2025)
Use this table to quickly compare 2025’s top sales tracking tools.
We’ve split them into two categories: CRMs (account, contact, pipeline, reporting) and conversation intelligence/revenue intelligence platforms (call analysis, coaching, forecasting signals).
*Public list pricing as of 2025; check vendor pages for current offers.
Why this split matters: CRMs manage customer relationships and track deals through the pipeline, while conversation/revenue intelligence layers insights from customer interactions — helping managers coach more effectively and forecast with confidence.
Next: Let’s define what sales tracking software means in 2025, so you can evaluate tools based on outcomes, not just features.
What Is Sales Tracking Software? (And Why It Matters in 2025)
Sales tracking software is more than a digital log of calls, emails, and deals. At its best, it gives sales managers, reps, and RevOps teams real-time visibility into the entire sales process — from lead generation through the funnel to closed revenue.
Modern tools combine activity and pipeline management with conversation intelligence and automation that reduce admin work and improve data accuracy.
Why it matters for sales growth
- Efficiency for reps: Automate follow-ups, reduce manual data entry, and free time for selling.
- Forecast reliability: Use predictive analytics to track revenue and anticipate results with fewer surprises.
- Cross-team alignment: Keep sales, marketing, RevOps, and leadership synced on shared metrics.
- Customer relationships: Capture every interaction to strengthen engagement and drive long-term success.
Old vs. new
Traditional systems tracked activities — calls made, emails sent, deals opened. Modern sales tracking tools go further: they analyze conversation quality, surface risks in the pipeline, and highlight coaching opportunities. Instead of measuring sales by volume alone, you connect data directly to outcomes and efficiency.
👉 Definitions are useful; outcomes are better. Here’s the shortlist of software capabilities that actually move performance and accuracy — without piling on admin for reps.
Essential Features of Sales Tracking Software (2025)
Top Features Buyers Care About
Features are just checkboxes until they tie to performance metrics. These are the sales metrics I track with every team—because they predict future sales, reveal which sales efforts matter, and drive lasting sales growth.
Key Sales KPIs to Track with Sales Tracking Software
- Pipeline health & deal progression — open opportunities, average deal size, win/loss ratio.
- Activity metrics — calls made, emails sent, meetings booked, response rates.
- Conversion rates — Lead → Opportunity, Opportunity → Closed Won, stage progression.
- Sales velocity — average cycle length, time in each stage.
- Forecast accuracy — predicted vs. actual revenue, weighted pipeline value.
- Rep performance — quota attainment, revenue per rep, coachable trends (e.g., talk/listen ratio, objection handling).
- Customer insights — objections, sentiment, product feedback from conversations.
Even the best tools fail if they don’t fit your sales process. Watch for hidden pitfalls that kill productivity and morale.
💡 Pro tip: Focus on fewer, high-impact metrics. Linking KPIs to conversation insights helps managers coach effectively and drive sales success.
Red Flags When Choosing a Sales Tracking System
Choosing the wrong sales tracking solution can waste time, frustrate reps, and stall growth. Watch for these warning signs:
- ❌ Complex setup with no onboarding support — if your team spends weeks configuring instead of selling, adoption will fail.
- ❌ Weak mobile experience — in 2025, field and remote sales teams need full mobile functionality, not a stripped-down app.
- ❌ No trial or proof of value — vendors promising all-in-one solutions without letting you test core tasks should raise concerns.
- ❌ No migration path for existing CRM data — losing historical sales data and customer relationships can cripple operations.
- ❌ Limited integration capabilities — without connections to email, calendar, and marketing tools, reps duplicate work.
- ❌ High reliance on manual data entry — weak automation reduces efficiency and accuracy.
💡 Bottom line: The right sales tracking software reduces administrative tasks and empowers reps — it shouldn’t add friction.
With the basics covered, let’s map tools to real-world sales motions for small businesses, growing companies, and enterprises.
Complete Comparison of Top 15 Sales Tracking Software Tools
We’ve grouped these 15 platforms into clear categories, making it easy to match them to your team size and sales strategy.
Each platform blends pipeline management with AI and automation capabilities.
If your strategy prioritizes coaching, cleaner CRM data, and faster follow-ups, this guide will help you choose the tools that fit your motion — giving your sales managers a real coaching edge.
A - Top Platforms for Modern Teams
#1: Claap — Conversation Intelligence That Actually Gets Used
Best for: Teams that want AI to capture customer interactions, automate follow-ups, coach reps and surface pipeline risks without heavy admin.
Core capabilities: Automatic note-taking & call highlights, deal pipeline insights, coaching frameworks, retroactive analysis.
Pros: Fast onboarding, intuitive interface, works with existing CRM tools.
Cons: Not a full CRM.
Pricing: Free plan; paid tiers from ~$25/user/mo
💬 “What I like best about Claap is how seamlessly it handles all the repetitive sales tasks like follow-ups, summaries, and meeting notes. It feels like having an extra team member who never misses anything.” — G2 reviewer
#2: HubSpot Sales Hub — Fast to Adopt, Strong Automation
Best for: Small businesses to growing teams needing an all-in-one solution.
Core capabilities: Contact management, pipeline management, marketing automation, reporting.
Pros: Intuitive interface, seamless integration with marketing automation.
Cons: Pricing scales quickly with contacts and advanced sales tasks.
Pricing: Free CRM; paid tiers start at ~$20–$50/user/month.
💬 “The platform is incredibly user-friendly, quick to implement, and makes our day-to-day work significantly easier.” — G2 user review
#3: Attio — Modern CRM Data Model
Best for: Teams wanting an intuitive interface and automation capabilities.
Core capabilities: Real-time dashboards, pipeline management, customizable workflows.
Pros: Easy to use, fast for sales reps.
Cons: Ecosystem smaller than Salesforce or HubSpot.
Pricing: From ~$29/user/month.
💬 G2 reviewers often say it “feels like the CRM we wanted to build ourselves.”
B - Best for Small Teams (1–10 reps)
For teams under 10 reps, speed beats depth. You want an all-in-one solution that’s intuitive, reduces routine tasks, and lets reps track sales on mobile — so they can sell more, not click more. The 3 modern tools from the previous section remain strong options for small teams as well.
#4: Freshsales — Built-In Telephony and AI
Best for: Small businesses needing sales automation plus calling.
Core capabilities: Lead management, built-in calling, AI scoring.
Pros: Telephony included.
Cons: Advanced RevOps features require higher tiers.
Pricing: Free plan; paid from ~$9–$19/user/month.
💬 Several G2 reviews highlight its “mobile access and field sales support.”
#5: Folk — Contact-Centric CRM for Creative Teams
Best for: Agencies, studios, and startups needing light contact management.
Core capabilities: Relationship-driven CRM, contact enrichment, sales tasks.
Pros: Intuitive interface, fast adoption.
Cons: Limited for larger sales operations.
Pricing: From ~$19/user/month.
💬 Users on G2 praise its “affordable pricing and strong value for money.”
# 6: HubSpot Free CRM
Best for: Solo founders and small teams.
Core capabilities: Contact management, deal pipelines, basic reporting.
Pros: Free entry point, seamless upgrade path.
Cons: Limited advanced features without paid tiers.
Pricing: Free.
💬 G2 reviewers note its “fast setup and simple learning curve.”
C - Best for Growing Companies (10–50 reps)
As sales teams scale, consistency becomes critical — from lead management to marketing automation and integration with other tools. This is where sales operations and coaching help lift conversion rates.
#7: Pipedrive — Visual Momentum for SMB Pipelines
Best for: Small teams that need a clear sales funnel.
Core capabilities: Drag-and-drop pipeline, sales cycle tracking, integrations.
Pros: Keeps sales reps focused.
Cons: Limited forecasting features without add-ons.
Pricing: From ~$15–$25/user/month.
💬 G2 users value its “visual pipeline and straightforward design.”
#8: Monday Sales CRM — Flexible Boards Meet Sales
Best for: Teams combining business operations and sales activities.
Core capabilities: Custom dashboards, automation, track customer interactions.
Pros: Flexible for sales and marketing alignment.
Cons: Requires setup time for complex strategies.
Pricing: From ~$10–$12/seat/month.
💬 G2 reviewers praise its “flexibility and customization options.”
#9: Insightly — CRM + Projects
Best for: Teams blending pipeline management with project delivery.
Core capabilities: CRM plus project management, contact management.
Pros: Connects deals to delivery.
Cons: Interface less modern than competitors.
Pricing: From ~$29/user/month.
💬 G2 reviewers highlight its “intuitive interface and ease of onboarding.”
#10: Close — Inside Sales Specialist
Best for: SDR-heavy sales teams focused on phone and email.
Core capabilities: Power dialer, SMS, sequences, pipeline tracking.
Pros: Excellent for sales productivity.
Cons: Less suitable for field sales teams.
Pricing: From ~$49/user/month.
💬 G2 reviewers emphasize its “automation features and ability to streamline sales tasks.”
#11: Zoho CRM — Feature-Rich Value
Best for: Cost-conscious teams needing a broad solution.
Core capabilities: Lead scoring, workflow automation, forecasting.
Pros: Affordable all-in-one solution.
Cons: UI/UX less intuitive.
Pricing: From ~$14–$23/user/month.
💬 Sales managers on G2 appreciate its “reporting and forecasting capabilities.”
D - Enterprise Solutions (50+ reps)
At scale, compliance and control become critical. These platforms deliver — but only if sales teams and managers commit to adoption.
#12: Salesforce Sales Cloud — The Enterprise Backbone
Best for: Enterprises managing complex pipelines.
Core capabilities: Deep pipeline management, forecasting, integrations.
Pros: Scales globally, robust for sales managers.
Cons: Implementation heavy; adoption can be challenging.
Pricing: From ~$25/user/month.
💬 “What I like best about Salesforce Sales Cloud is its ability to bring everything into one place — leads, opportunities, accounts, and customer interactions…” — G2 reviewer, Bhavna C.
#13: Microsoft Dynamics 365 Sales — Best for Microsoft Stack
Best for: Enterprises tied to the Microsoft ecosystem.
Core capabilities: Integration with Teams, Outlook, Power BI.
Pros: Seamless integration across Microsoft apps.
Cons: Complexity requires dedicated admins.
Pricing: From ~$65/user/month.
💬 “Dynamics 365 Sales gives me everything in one place — from tracking sales activities to forecasting revenue with Power BI. The integration with Outlook is a huge time saver.” — G2 reviewer, Enterprise User
#14: SugarCRM (Sell) — Customizable Mid-Market CRM
Best for: Mid-market teams needing control.
Core capabilities: Custom CRM, forecasting, on-premise options.
Pros: Deep customization.
Cons: Heavy implementation effort.
Pricing: From ~$49/user/month.
💬 G2 users highlight its “clear dashboards and sales performance metrics.”
#15: Zendesk Sell — Align Sales and Support
Best for: Companies aligning sales and customer support.
Core capabilities: Contact management, pipeline, ticket integration.
Pros: Great for combined sales + support workflows.
Cons: Less flexible for complex B2B.
Pricing: From ~$19/user/month.
💬 G2 users frequently note “seamless integration with other business tools.”
#16: Gong — Enterprise Conversation & Revenue Intelligence
Best for: Large teams prioritizing conversation intelligence.
Core capabilities: Call recording, AI insights, pipeline risk analysis.
Pros: Gold standard in conversation intelligence.
Cons: Premium pricing; CRM integration required.
Pricing: By quote. See Gong’s full pricing breakdown here.
💬 Feedback: G2 Reviews highlight Gong’s Conversation Intelligence feature — “providing deeper insights into customer interactions, making it a standout for sales teams focused on improving engagement.”
Quick summary: We’ve just walked through 15 vendors in detail. If you only have a few minutes, this table captures the best-fit tools by scenario — a shortcut to match your sales motion to the right platform.
💡 Tip: These are the questions sales managers ask most when selecting sales tracking software — use this table to quickly match your sales motion to the right platform.
Conclusion
Sales tracking software is the backbone of predictable revenue — but only if your sales reps actually use it.
Start simple: align with your sales process, automate manual data entry, and focus on the few sales metrics that truly matter.
Then layer in a conversation intelligence tool like Claap to capture customer interactions, auto-push follow-ups and CRM updates, and surface pipeline risks.
That’s how you improve forecast accuracy, boost sales efficiency, and hit objectives — without wasting time on admin.
FAQs on Sales Tracking Software
What is the best sales tracking software for small businesses?
For small businesses, the best sales tracking tools are easy to set up, mobile-friendly, and affordable. HubSpot, Attio, Freshsales, and Folk stand out because they provide contact management, pipeline tracking, and automation without heavy admin. They also offer upgrade paths as teams grow. The right choice depends on your team’s sales process and whether you need basic lead management or integrated marketing automation.
Why do so many sales tracking software implementations fail?
Nearly half of CRM and tracking projects fail because of poor adoption, over‑customization, and lack of training. If sales reps feel burdened by manual data entry or complex workflows, they will avoid the tool. Successful rollouts keep sales tasks simple, automate routine data capture, and tie usage directly to coaching and performance reviews.
How much does sales tracking software cost per user?
Entry-level plans start free or at ~$10–$20/user/month for SMB tools, while enterprise solutions like Salesforce or Microsoft Dynamics range from $50–$150+/user/month. The hidden costs come from admin resources, integrations, and low adoption. Choosing an intuitive interface and automation capabilities often saves more than license price alone.
What’s the difference between CRM and sales tracking software?
A CRM manages customer relationships broadly — including contacts, accounts, and communications. Sales tracking software focuses on pipeline management, sales activities, forecasting, and performance metrics. Modern CRMs often embed tracking features, while conversation intelligence platforms like Claap add AI-driven insights that go beyond traditional CRM data.
How do I get my sales team to actually use the tracking software?
Adoption comes from reducing friction. Automate email, calendar, and call logging so reps don’t waste time on manual data entry. Keep required fields minimal. Most importantly, use insights in coaching sessions — when reps see tracking software helping them close deals and hit sales targets, usage sticks.
Can sales tracking software integrate with my existing CRM?
Yes. Most modern tools provide integration capabilities through APIs or native connectors. Always check for bi-directional sync of contacts, deals, and activities. A pilot project with a subset of users ensures data accuracy and seamless integration with other tools before a full rollout.
How long does it take to implement sales tracking software?
For small businesses, setup takes 1–2 weeks. For mid-market and enterprise systems, expect 6–12+ weeks depending on data migration, process mapping, and training. Fast wins come from starting with a minimal workflow, then layering on automation capabilities and advanced features over time.
What conversation intelligence features matter in sales tracking software?
Look for accurate transcription, AI-generated highlights, and automatic follow-ups. Advanced tools track objections, competitor mentions, and talk/listen ratios, then connect this data to pipeline management and forecasting. These insights give sales managers visibility into deal risks and coachable moments.
How can I avoid the administrative burden that kills productivity?
Choose a tool that automates routine tasks: logging activities, updating CRM data, and generating follow-ups. AI assistants can draft emails, enrich records, and surface sales insights. By reducing administrative tasks, sales reps can focus on customer engagement and closing deals.
What metrics prove sales tracking software success?
Measure improvements in sales velocity, conversion rates, and forecast accuracy. Track pipeline health (average deal size, win rates), rep performance (quota attainment), and team performance (data accuracy, adoption rates). Real-world benchmarks include shorter sales cycles and increased sales productivity.
Is mobile access really important for sales tracking software?
Yes. Studies show 65% of reps using mobile CRM hit their quotas, compared to much lower rates for desktop-only users. Mobile access enables field sales teams and remote reps to update deals, manage follow-ups, and track customer interactions in real time, driving sales efficiency.
How do I choose between free and paid sales tracking options?
Free tools work well for solo reps or very small teams testing basic CRM data and pipeline tracking. However, they often lack automation, forecasting, and integration capabilities. If your sales strategy involves scaling, paid tools are worth the investment to avoid hidden costs of poor adoption and limited functionality.
