3 Top Email Automation Software to Streamline Your Workflow

Table of Contents

Table of Contents

Email marketing can be compared to a game of Jenga. Just like how each block in the game represents a potential customer, every email sent is a move that can either make or break the entire structure. One wrong move, and the whole thing collapses. With so many blocks (potential customers) and moves (emails) to track, it can overwhelm any marketer.


This is where email automation software comes in. According to a study by Campaign Monitor, email automation can increase revenue by up to 320%. That's a significant improvement in the success of email campaigns!

Email automation tools help marketers streamline their workflow and send targeted, timely messages to their subscribers by automating tasks like segmentation, personalization, and scheduling.

This article will explore the top three email automation tools to help you take your email marketing game to the next level. Whether a small business owner or a marketing professional, these tools can help you save time and improve your email marketing strategy.

What Is Automation Email Software?

What Is Automation Email Software

Email automation software is a tool or platform that allows businesses to automate email marketing campaigns. The purpose of these software applications is to enhance the effectiveness and efficiency of sending specific and customized messages to customers.

With email automation tools, businesses can set up a series of triggered emails based on user behavior or demographic data. For example, if a customer abandons their cart, an automated email can be sent reminding them of the items left in their cart and offering a discount code to incentivize them to complete their purchase.

Another example of email automation software in action is drip campaigns. Drip campaigns are a series of automated emails sent to a subscriber over a set period. These emails can be designed to educate, inform, and engage subscribers, ultimately leading them to take a desired action, such as making a purchase or signing up for a service.

Businesses can also utilize automation email software to segment email lists according to user behavior and demographics. This helps send tailor-made messages to particular sets of users, enhancing the chances of conversion.

Why Are Email Automation Tools Important?

As explained, email automation tools can save marketers time and improve their email marketing strategy. Automated emails are personalized, timely, and tailored to users' interests or needs. That said, here are five reasons why email automation tools are integral to any successful marketing strategy:

1. Saves Time and Increases Efficiency

Email automation systems can help businesses save time by automating repetitive tasks such as:

  • Sending welcome emails,
  • Follow-up messages, and
  • Abandoned cart reminders.

Automation allows you to schedule emails in advance, so you don't have to send them every time manually. This feature is especially useful for businesses that send large emails.

For example, imagine you run an online store that sells cat products. You have a welcome email series set up to send to new subscribers. With email automation software, you can create a series of emails that will automatically send when someone signs up for your email list.

On average, marketers save 25 hours per week by using automation tools, as per Zapier data. This means you can focus on other aspects of your business while your email marketing runs on autopilot.

2. Personalization and Segmentation

Personalization and Segmentation

Businesses can customize emails using email automation tools according to customers' actions, preferences, and personal information. This personalization can increase open and click-through rates, resulting in more revenue.

To provide a better shopping experience and increase sales, you can use email automation software to separate your email list by gender or purchase history and send tailored emails to men and women separately. This strategy can enhance the likelihood of customers making purchases and generating more profits for your store.

According to a recent study by Epsilon, personalized emails have an ROI of 122% and can improve customer loyalty. Moreover, the research found that brands that provide personalized experiences can increase the likelihood of consumers purchasing by 80%.

3. Increases Revenue

By using email automation software, businesses can optimally send personalized emails to the appropriate audience, boosting revenue. Such emails may involve promotions, discounts, or other special deals that motivate customers to buy.

For example, imagine you run a bakery and want to promote a new pastry you've just released. With email automation systems, you can email customers who have previously purchased pastries from your bakery. The email can include a discount code for the new pastry, which can encourage customers to purchase and increase your revenue.

According to a recent study, email marketing has an average ROI of 42:1. That means for every dollar spent on email marketing, businesses can expect an average return of $42.

4. Improved Analytics and Reporting

Using an email automation platform provides businesses with detailed analytics and reporting that can help them track the performance of their email campaigns. These reports can include open rates, click-through rates, conversion rates, and more. This information can help businesses make data-driven decisions to improve email marketing campaigns.

Let's say you own a yoga studio and want more people to join your online classes. You can use email automation software to monitor the effectiveness of your email campaigns. The results can help you can fine-tune your campaigns and boost conversions by analyzing which emails result in the most sign-ups.

5. Scalability and Consistency

An email automation tool allows businesses to scale their email marketing campaigns as they grow. These tools can handle many emails and ensure that each email is sent consistently.

Suppose you operate a marketing agency that manages email marketing campaigns for various clients. Using email automation software, you can produce templates and workflows that can be effortlessly duplicated for different clients. This scalability can assist you in saving time and improving your overall efficiency.

Overall, email automation software can help businesses save time, increase revenue, and improve their analytics and reporting. It can also help businesses scale their campaigns as they grow. With the right email automation tool, businesses can optimize their email marketing campaigns and achieve their goals.

What to Look for in an Email Automation Tool?

What to Look for in an Email Automation Tool

Email marketing is an essential component of any business, and email automation software makes reaching out to your audience easier than ever. Again, with so many options available, it can be challenging to determine which email automation tool is the best fit for your needs. So, here are five things you should look for when choosing an email automation tool.

1. Ease of Use: Don't be a Tech Wreck!

Let's face it: nobody wants to spend hours figuring out how to use complicated software. When it comes to email automation software, ease of use is critical. Look for a tool that has a simple and intuitive interface, making it easy to navigate and use.

You don't want to be a tech wreck and spend all your time trying to understand the software instead of creating great email campaigns.

2. Flexibility: No One-Size-Fits-All Solution

Every business has different needs, which means that there's no one-size-fits-all solution when it comes to email automation software. Go for a flexible tool that can adapt to your needs!

Whether that means integrating with your existing software, customizing your email templates, or creating dynamic content. A flexible tool will allow you to create email campaigns tailored to your unique business needs.

3. Personalization: Don't Be a Robot!

Personalization is key to creating effective email campaigns. Look for an email automation tool to personalize your emails based on your audience's interests, behavior, and demographics.

With personalization, you can create emails that feel like they were written just for your audience rather than coming across as a robotic mass message. Don't be a robot. Connect with your audience!

4. Analytics: See the Big Picture

An email automation tool is only as good as the insights it provides. Therefore, consider a tool that offers robust analytics, including open rates, click-through rates, conversion rates, and more. With these insights, you can see the big picture of how your email campaigns are performing and make data-driven decisions to improve your results. Remember, numbers never lie!

5. Customer Support: Help When You Need It

Last but not least, look for an email marketing automation tool that offers excellent customer support. Whether you need help setting up your account, troubleshooting issues, or have questions about the software, you want to know that you can get the help you need when you need it. A responsive and helpful customer support team can make all the difference when using email automation software successfully.

By keeping these five things in mind, you'll be well on your way to selecting an email automation tool that helps you connect with your audience and achieve your business goals.

Email Outbound Automation vs. Inbound

Email Outbound Automation vs. Inbound

When it comes to email marketing, there are two primary strategies: inbound and outbound. Both use email automation software to streamline the process but differ in their approach and goals. Here are five key differences between inbound and outbound email automation:

  • Approach: Outbound email automation is more proactive, where businesses send messages to a broad audience to generate leads or sales. Conversely, inbound email automation aims to attract potential customers by offering interesting content and utilizing email to cultivate and convince them.
  • Targeting: Outbound email automation casts a wide net, often sending messages to many contacts. In contrast, inbound email automation is more targeted, relying on lead magnets and other tactics to attract potential customers who are already interested in what the business offers.
  • Content: Outbound email automation tends to be more promotional, focusing on deals, discounts, and calls to action. On the other hand, inbound email automation focuses on providing educational and informative content to help potential customers make better-informed decisions.
  • Timing: Outbound email automation often relies on timing and frequency to stay top-of-mind with customers. In contrast, inbound email automation focuses on delivering the right message at the right time to help move prospects through the sales funnel.
  • Metrics: Outbound email automation is typically judged by the number of leads or sales generated. On the other hand, engagement metrics such as open rates, click-through rates, and conversions are used to measure inbound email automation.

Here’s a brief overview of their key differences.


Outbound Email Automation

Inbound Email Automation
















In summary, both strategies have advantages, and businesses should choose the approach that best aligns with their goals and target audience. Regardless of the approach, email automation software is essential for streamlining the process and maximizing results.

Benefits of an Email Automation Platform

As you already understand at this point, email automation software makes it easy to create and send automated emails at scale. But did you know there are other benefits of using an email automation platform? Let’s take a look at some of the advantages:

1. Better Personalization

Better Personalization

One of the significant benefits of using email automation software is the ability to personalize emails at scale. With an email automation platform, businesses can create dynamic and customized emails that are personalized based on the following:

  • Customer behavior,
  • Demographics,
  • Interests, and
  • Preferences.

This personalization can result in higher engagement, click-through, and conversions. For instance, Amazon uses email automation software to send personalized product recommendations based on customers' browsing and purchase history. By analyzing customer data and behavior, Amazon creates targeted emails that are relevant and personalized, resulting in a higher conversion rate.

2. Doesn't Require Intervention

Email automation systems take the repetitive and time-consuming tasks of sending emails off businesses' plates, allowing them to focus on other aspects of their business. This automation saves time and ensures that emails are sent out consistently, even when businesses are not actively managing email marketing campaigns.

Analogously, it's like having a personal assistant handle your emails while you focus on other important tasks. You can sit back, relax, and let the software do the work for you.

3. Makes Leads More Receptive

To increase the likelihood of converting leads into customers, businesses can use an email marketing automation tool to send emails at strategic moments. By setting up triggers like abandoned cart emails, businesses can improve their chances of reaching potential customers when they're most receptive to their message.

4. Planned Email Marketing Strategy

Email automation software can help businesses plan and execute a comprehensive email marketing strategy. Businesses can use email sequences triggered by specific events to send timely and relevant emails to customers at each customer journey stage.

For instance, a business can set up a welcome email sequence triggered when a customer signs up for their newsletter. This sequence can include a welcome message, product recommendations, and a discount code, which can help drive engagement and increase sales.

According to DMA, segmented and targeted emails generate 58% of all revenue, indicating the importance of having a planned email marketing strategy.

5. Improves Brand Awareness

Using email automation software can benefit businesses in enhancing their brand awareness by delivering consistent and cohesive messages to their customers. Sending newsletters through email automation software regularly lets businesses update their customers on their latest products, services, and promotions.

For example, Airbnb uses email automation software to send a weekly newsletter highlighting unique and interesting properties on its platform. By sending consistent and engaging newsletters, Airbnb has been able to increase its brand awareness and drive more bookings.

To summarize, using email automation software is crucial for businesses that want to be more efficient and earn higher returns on investment. By automating email sending, businesses can guarantee that customers receive pertinent messages on time throughout their experience with the company. This leads to greater customer engagement and sales.

Key Features of an Email Marketing Automation Tool

Key Features of an Email Marketing Automation Tool

When selecting an email automation tool, businesses should consider the following features:

1. Segmentation and Personalization

One of the primary advantages of email marketing automation software is the ability to segment email lists based on various criteria such as demographics, location, past purchase history, and engagement level. This feature enables businesses to send targeted emails relevant to specific groups of subscribers, increasing the likelihood of conversion.

Moreover, with personalization features, automation tools can address customers by name, make suggestions based on past purchases, or send them a birthday offer. For instance, Mailchimp’s segmentation feature allows businesses to create targeted campaigns based on their subscriber’s interests, behaviors, and demographics.

2. Automated Workflows

Email automation tools allow businesses to create automated workflows that trigger email messages based on the subscriber's specific actions. For example, when a customer makes a purchase, the automation software can send them a thank-you email, followed by a series of post-purchase emails promoting related products or requesting a review.

This feature helps businesses save time and resources by keeping their subscribers engaged and interested in their products.

3. A/B Testing

A/B testing is the process of sending two variations of the same email to a small segment of the subscriber list and measuring which one performs better. The winning variation is then sent to the remaining subscribers.

Email automation software allows businesses to run A/B tests on different elements of an email, such as subject lines, call-to-action buttons, or images. This feature helps businesses optimize their email campaigns for better results.

4. Analytics and Reporting

Businesses can track the performance of their email marketing campaigns using automation tools. These tools offer analytics and reporting that provide insights into open, click-through, conversion, and unsubscribe rates. By analyzing these metrics, businesses can determine their campaigns' effectiveness, identify improvement areas, and adjust their strategies accordingly.

5. Integration with Other Tools

Most email automation software tools integrate with other marketing and sales tools, such as CRM systems, landing page builders, social media platforms, and e-commerce platforms. This feature allows businesses to streamline marketing efforts and create a seamless customer experience across different platforms.

To sum up, email marketing automation software has become crucial for businesses seeking to simplify their marketing strategies, enhance their impact, and conserve time and resources. The five features discussed above are crucial to achieving these goals and can help businesses improve email marketing campaigns and build stronger customer relationships.

Top 3 Email Automation Systems

With all the nitty-gritty of email marketing automation out of the way, let us look at some of the popular automated email marketing systems that businesses can consider adopting.

1. Ringy CRM (It's us)

Ringy CRM

Ringy CRM is an all-in-one suite that offers email automation, customer relationship management (CRM), and telephony features. It’s a powerful email automation system that enables businesses to streamline their email marketing campaigns, increase customer engagement, and grow their revenue.

With Ringy CRM, you can easily:

  • Automate your email marketing campaigns,
  • Set up personalized email workflows, and
  • Track the performance of your campaigns in real-time.

One of the unique features of our CRM is its integration with telephony. This means your business can easily make calls, receive calls, and track your call activity directly from the platform.

If your business depends on phone calls to obtain potential customers or complete transactions, this feature can be very beneficial. Another key feature of Ringy CRM is its visual workflow builder. This allows businesses to create complex email automation workflows with ease. The visual builder makes it easy to drag and drop elements and create personalized email journeys for customers.

Features of Ringy CRM:



Email automation

Create and automate email campaigns, set up personalized email workflows, and track results.


Manage customer data, track interactions, and streamline sales processes.


Make and receive calls, track call activity, and integrate with other systems.

Visual workflow builder

Create complex email automation workflows with a drag-and-drop interface.

SMS marketing

Send SMS messages to customers, which can effectively reach customers who don't check email.

2. ActiveCampaign


ActiveCampaign is an email automation platform that enables businesses to create and automate email campaigns, segment their audience, and personalize their communications. It offers a range of features, including email automation, CRM, and sales automation.

ActiveCampaign has a predictive sending feature that uses machine learning to determine the ideal time to send an email to each contact. This helps businesses to improve their email campaigns and increase engagement.

The platform also has an SMS marketing feature, letting businesses send their customers text messages. This is useful for reaching customers who don't frequently check their email. Here are more features ActiveCampaign offers:



Sales automation

Automate sales processes, such as lead scoring, and create sales pipelines.

Predictive sending

Uses machine learning to predict the best time to send an email to each individual contact.

Email automation

Create and automate email campaigns, segment audiences, and personalize communications.

3. MailChimp



MailChimp is an email automation tool that enables businesses to create and automate email campaigns, build email lists, and track their performance. It offers a range of features, including email automation, marketing automation, and website integrations.

MailChimp has a special feature that lets businesses link their e-commerce platform with it. By doing this, they can make email campaigns that target customers based on their purchase history. This is a useful technique to encourage repeat purchases and enhance customer loyalty.

The software also offers A/B testing capabilities, allowing businesses to test various elements of their email campaigns, like subject lines or call-to-action buttons. This helps businesses determine which elements work better and optimize their email campaigns accordingly, increasing engagement.

Features of MailChimp:



Email automation

Create and automate email campaigns, build email lists, and track performance.

Marketing automation

Automate marketing processes, such as abandoned cart emails, and create targeted campaigns.

E-commerce integrations

Link your e-commerce platform with MailChimp and create campaigns that target customers based on their purchase histories.

A/B testing

Perform A/B tests to determine which elements of your emails work better and optimize accordingly.


All three email automation systems offer unique features to help businesses streamline email marketing efforts and increase customer engagement. However, Ringy CRM stands out as the best option due to its all-in-one suite that includes email automation, CRM, and telephony features.

With our CRM, you can create and automate email campaigns, manage customer data, track interactions, and make and receive calls. The visual workflow builder makes creating complex email journeys for customers easy, while the telephony integration streamlines the sales process.

If you're looking for an all-in-one email automation system to help your business grow, try Ringy CRM. Our platform's features and easy-to-use interface allow you to streamline your email marketing efforts and increase your revenue!

Skyrocket your sales with the CRM that does it all

Skyrocket your sales with the CRM that does it all.

Calling? Check. SMS? Check. Automation and AI? Check. Effortlessly keep in touch with your customers and boost your revenue without limits.

Try Ringy for Free