HubSpot’s free email tracking extension works with Gmail and Outlook, no HubSpot account needed. Many sales teams use it because it’s actually free and reliable. But it’s not your only choice. Depending on what you need, other tools might fit better.
How HubSpot Email Tracking Works
The extension installs in Gmail or Outlook and adds a tracking toggle to your compose window. Check the “Track email” box before sending, and HubSpot embeds a pixel. When they open it, the pixel logs the open on HubSpot’s servers.
You get instant alerts when tracked emails open. In Gmail or Outlook, you see the open status next to sent emails. In the extension or dashboard, you see time, clicks, device, and rough location based on IP.
Click tracking shows which links recipients clicked. Include multiple links, and HubSpot shows which ones mattered. Did they click the proposal link, pricing page, or contact form? This tells you what they cared about and guides your follow-up.
It works for any recipient, not just HubSpot users. Recipients don’t need an account, don’t need to do anything, and don’t need to know you’re tracking. It happens invisibly.
HubSpot’s Limitations
HubSpot tracking has real gaps. First, it doesn’t show which email sections interested them. You see opens and link clicks, but not what they read or dwelled on.
Second, like all pixel tracking, it breaks when recipients disable images or corporate firewalls block pixels. Apple Mail pre-loads images to prevent tracking, so timing gets thrown off. Your data is always incomplete.
Third, the free extension stands alone from HubSpot CRM. It doesn’t link to HubSpot’s contact database unless you pay for their CRM. You get email tracking in isolation, not connected to your other business data. Deep integration means paying for the full platform.
For freelancers, there’s another gap. HubSpot tracks email opens, not proposal or invoice opens. Email opens come when you first send something. Proposal opens come days later when they review your offer. These are different, and the difference matters.
Top HubSpot Email Tracking Alternatives
Mailtrack is simpler. It does one thing: tracks email opens. Install, check the box, done. No need to use anything else from Mailtrack. It works with Gmail or Outlook, free for basic tracking, unlimited emails.
Yesware targets sales pros with more features than HubSpot’s free tier. Tracks opens, clicks, attachments, and replies. Create email templates, set up follow-up sequences, track performance. Yesware costs money, but suits complex sales teams.
Gmail’s built-in options are weak. You can ask for read receipts, but people decline. Gmail doesn’t have native tracking like HubSpot. An extension works better for basic needs.
For freelancers and service pros, Waco3 combines email and proposal tracking. Send a proposal through Waco3, and you see when they open it, how long they read, and which sections they looked at. This beats email tracking alone because you see real engagement with your offer.
When to Use HubSpot Email Tracking
HubSpot excels if you already use HubSpot for CRM or sales. Integration is smooth. Tracked data goes straight into contacts and deals. If HubSpot is your platform, add email tracking naturally.
It also suits sales teams at bigger service businesses. The free tier is truly free, unlimited emails. Multiple salespeople get tracking for nothing. Click and open analytics help teams improve.
Skip HubSpot if you don’t need CRM integration or prefer simpler tools. Mailtrack is better if you just want to see when emails open. Waco3 is better if proposals and invoices are your focus.
Alternative: Proposal Tracking with Waco3
For freelancers and service pros, proposal tracking matters more. HubSpot shows when they open emails. Waco3 shows when they open proposals, how long they spend, and which sections they viewed.
Send a proposal through Waco3, and you get rich engagement data. You see exactly which sections they looked at, how long on each, and if they clicked buttons. You get alerts as soon as they open it for quick follow-ups.
Invoice tracking works the same way. See when clients open invoices and if they paid. It turns invoicing into an engagement moment, not just a transaction.
Pair email tracking with proposal tracking for complete visibility. Email tracking shows initial interest. Proposal tracking shows serious consideration. Together, you see where every deal really stands.
Setting Up Email Tracking Effectively
Pick a tool and use it strategically. Don’t track every email. Track the ones that matter: proposals, important client notes, follow-ups, and urgent messages.
First, get your baseline. What percentage of emails get opened? How long after sending? What time of day? Spend a few weeks answering these with HubSpot or another tool.
Then improve. Emails at 9 AM beat 5 PM? Shift your schedule. Certain subject lines get better opens? Use them more. Follow-ups outperform initial emails? Prioritize them.
HubSpot tracking is free and works well. But it only shows email opens. For freelancers, proposal and invoice tracking shows the engagement that really matters.
Making the Right Choice
Think about what you really need. Just know if emails open? Mailtrack is simpler. Need CRM integration? HubSpot works if you use their platform.
Need to see when clients actually engage with offers? Waco3 tracks proposals and invoices deeply. Need everything? Use multiple tools. Email tracking for outreach, proposal tracking for offers. Combined, you see everything.
For most freelancers, a free email tracking extension plus proposal tracking covers nearly all your needs. HubSpot’s free tier is solid, Mailtrack is simpler, Waco3 gives the proposal insight that matters.
Remember, email tracking is just one part of building strong client relationships. The real goal is noticing client signals and following up fast when they engage. The tool matters less than your speed and thoughtfulness.
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