5 top SMB sales tracking software solutions to track deals and boost sales

Sales tracking software gives SMBs a clear, organized way to manage deals, monitor team activity and forecast revenue.

By centralizing pipelines, customer interactions and performance metrics in one place, SMBs can focus on the opportunities that matter most, make data-driven decisions and close deals.

In this article, you’ll learn everything you need to know about sales tracking software. Discover the key features to look for and the top tools to build a healthy sales tracking ecosystem.

Key takeaways from sales tracking software

• Sales tracking software records, organizes and analyzes all your sales activity, from leads and deals to customer interactions and revenue outcomes.

• Sales tracking software gives SMBs real-time pipeline visibility, helps teams prioritize high-value opportunities and improves forecasting and revenue predictability.

• Centralizing sales activity and automating tracking through software solves common SMB problems, such as scattered data, missed follow-ups and unclear deal status.

• Pipedrive’s CRM lets SMBs build a complete sales tracking ecosystem with access to hundreds of integrations – start your free 14-day trial today.

Key features to look for when choosing SMB sales tracking software

The right sales tracking tools should give SMBs clear pipeline visibility, reduce manual work and support growth without adding complexity.

Here are key features SMBs should look for when choosing sales tracking software:

These sales tracking functionalities give small businesses and startups the visibility and control to close more deals and grow predictable revenue.

Beyond free sales tracking options, which often come with limited capabilities, there are a host of paid solutions equipped with all core functionalities to help your business stay on top of every deal.

5 of the best sales tracking software solutions for SMBs

The best sales tracking software for SMBs makes it easy to track and manage deals, reduce manual admin and improve revenue predictability as the business grows.

Here are five top solutions to build a sales tracking ecosystem. Alongside a comprehensive CRM, you can use additional tools to give you a complete picture of sales activity, measure performance and refine your overall sales strategy.

1. Pipedrive: best all-round CRM for SMB sales tracking

Pipedrive is an all-in-one AI-powered sales CRM that tracks deals, activities and performance without the complexity of enterprise systems.

The software’s ease of use makes it ideal for SMBs that need simple but powerful sales management without heavy admin or training.

Here’s an overview of how the software works:

Pipedrive is designed around the sales pipeline, making it easy for small teams to see where every deal stands and what needs to happen next. Instead of juggling spreadsheets, inboxes and notes, SMBs can manage leads, deals and follow-ups in one place.

For example, a growing B2B services company can track inbound leads, schedule follow-ups and forecast revenue in real time from the same platform.

Here’s the type of data you can visualize in Pipedrive’s intuitive interface:

Pipedrive’s key sales tracking features:

• Visual pipeline management. Use custom fields to track deals across the sales pipeline and improve project management by monitoring deal progress in real time.

• Activity and communication tracking. Automatically link calls, emails and meetings to deals so reps always know the full context of each opportunity.

• Workflow and marketing automations. Trigger task reminders, email follow-ups and deal updates to reduce manual admin and prevent stalled opportunities.

• Sales reporting and forecasting. Monitor win rates, deal velocity and expected revenue with real-time dashboards and customizable reports.

• Integrations marketplace. Connect email (like Gmail), calendars, marketing tools and sales add-ons to centralize data and extend tracking without switching platforms.

• Pricing: Starting from $14 per user/month, billed annually. A 14-day free trial is also available.

Pipedrive’s user-friendly CRM gives SMBs a clear, structured way to track sales funnel activity and pipeline performance. Use the drag-and-drop functionality to move deals through pipeline stages and keep sales activity up to date in real time.

2. Slack: best for centralizing sales communications

Slack is a team messaging and collaboration platform that organizes sales conversations into channels.

The software helps SMB sales teams stay informed about deal progress and activity in real time, making it easy to communicate, share updates and collaborate in one place.

When connected to sales tools, Slack becomes a shared space where deal updates, activity alerts and reminders surface automatically. This centralized communication helps reps and managers respond faster and keep deals moving forward, especially in fast-paced SMB environments.

Slack’s key sales tracking features:

• Deal and activity notifications. Automatically posts updates when deals move stages, activities get completed or follow-ups are due.

• Scheduled reminders and alerts. Sends reminders for upcoming sales activities or overdue tasks directly into Slack channels or direct messages.

• Custom sales channels. Routes sales updates into specific channels (e.g., new deals, closed-won, stalled deals) for structured pipeline visibility.

• Pricing: From around $7 to $8 per user/month on paid plans. A free plan offers message history and limited features.

Slack enhances sales tracking by making pipeline activity visible and actionable in real time.

3. Trello: best for visual deal and task tracking

Trello is a visual project and task management tool that organizes work into boards, lists and cards.

The software helps SMB sales teams track deal-related tasks, handoffs and pre-sales workflows in a clear, visual format.

When used alongside sales tools, Trello provides an easy way to manage tasks tied to deals, such as onboarding steps, approvals or internal follow-ups.

The boards and lists organize sales tasks while a CRM remains the single source of truth for pipeline data.

Trello’s key sales tracking features:

• Visual boards and deal-linked tasks. Track deal-related activities using cards that move through stages, making progress and ownership easy to see.

• Task assignments and due dates. Assign tasks to reps with deadlines to ensure next steps are clear and nothing gets missed.

• Workflow visibility. Share boards across teams to support handoffs between sales, marketing and delivery.

• Pricing: From around $5 per user/month for paid plans. A free plan comes with basic feature options, including limited board views.

Trello supports sales tracking by making deal-related tasks visible and easy to manage. The software is useful for sales teams that want lightweight task visibility without adding complexity to their core CRM system.

4. Salespanel: best for buyer intent and website activity tracking

Salespanel is a buyer intent and website tracking tool that monitors how prospects interact with your website.

The software helps SMBs understand which leads are actively researching their products or services by tracking visits, page views and engagement signals. This insight gives sales teams a deeper understanding of buyer interest beyond form fills or email opens.

When connected to sales tools, Salespanel turns anonymous and known website activity into actionable sales data. Reps can prioritize outreach based on real engagement, improving timing and relevance.

Salespanel’s key sales tracking features:

• Website visitor tracking. Identifies which companies and contacts are visiting your site and what content they’re viewing.

• Buyer intent signals. Highlights high-interest behaviors, such as repeat visits or visits to pricing and product pages.

• CRM activity sync. Pushes engagement data directly into deal and contact records for sales visibility.

• Pricing: From around $99 per month, depending on tracked traffic and features. There’s no free plan option, but you can access a free trial.

Salespanel improves sales tracking by revealing buying signals that help teams focus on high-intent opportunities.

5. Outfunnel: best for marketing and sales activity sync

Outfunnel is a marketing and sales alignment tool that connects marketing engagement data with sales pipelines.

The software lets sales teams see how prospects interact with marketing campaigns and lead management flows – including email opens and clicks. As a result, sales reps have better context on buyer behavior before and during sales conversations.

When linked to sales tools, Outfunnel ensures marketing activity and lead scoring data flows directly into sales workflows. This connection improves follow-up timing and allows sales teams to engage prospects more effectively.

Outfunnel’s key sales tracking features:

• Marketing engagement sync. Tracks email opens, clicks and campaign activity and sends the data to sales records.

• Lead scoring visibility. Shows which leads are warming up based on marketing interactions.

• Lifecycle stage updates. Keeps lead and deal stages aligned between marketing and sales systems.

• Pricing: Starts from approximately $29 per month, depending on the plan. There’s no free plan, but you can sign up for a free 14-day trial.

Outfunnel enhances sales tracking by connecting marketing engagement with pipeline activity.

4 sales tracking metrics every SMB should track

Real-time sales tracking can help you uncover a prospect sooner than your competitor or you can use those numbers to avoid unqualified leads before they drag you down in a time suck.

Here are the essential metrics that enable your business to track sales effectively:

1. Activity-based sales metrics

Activity-based metrics helps SMBs build predictable sales outcomes by focusing on consistent, repeatable actions.

These metrics track the actions that your sales team can directly control to hit revenue targets consistently. Here are some examples:

• Number of calls made. Shows how proactively reps are reaching out to prospects and maintaining momentum in the pipeline.

• Number of proposals sent. Indicates how many deals are progressing to a serious buying stage in the customer journey.

• Number of conversations. Measures meaningful engagement with prospects, not just outreach volume.

• Number of follow-ups scheduled. Reflects how well reps are managing next steps and preventing deals from going cold.

These activity metrics focus on daily and weekly sales activities that drive pipeline movement and deal progression.

2. Pipeline-based sales metrics

Strong pipeline metrics help SMBs forecast revenue more accurately, helping them understand deal flow, pipeline health and where revenue may be leaking.

Take a look at the below examples:

• Average sales cycle length. Reveals how long it typically takes to close a deal and highlights delays in the sales process.

• Total open opportunities. Shows how much potential revenue is currently in progress.

• Total closed opportunities. Tracks completed deals, providing insight into deal volume and sales team performance.

• Win rate. Measures the percentage of deals closed successfully, indicating sales effectiveness.

Pipeline-based metrics show how effectively your sales pipeline converts prospects into customers over time.

3. Sales lead generation sales metrics

Monitoring lead generation metrics helps SMBs focus on high-quality leads and avoid wasting time on poor-fit prospects.

These metrics answer key questions about lead quality, timing and when to disengage from low-value opportunities.

Common examples include the following:

• Volume of new opportunities added to the pipeline. Shows whether your lead sources are consistently feeding future revenue.

• Percentage of leads followed up. Measures how reliably your team responds to inbound and outbound leads.

• Percentage of qualified leads. Indicates lead quality and how well marketing and sales efforts are aligned.

Lead generation metrics help you assess whether you’re attracting the right prospects and following up effectively.

4. Sales productivity-based metrics

Sales productivity metrics enable SMBs to optimize time allocation and eliminate inefficiencies that limit revenue growth.

For example, these metrics highlight whether reps are spending enough time on revenue-generating activities versus admin work. Here are some examples:

• Time spent selling. Measures how much of the workday is dedicated to customer conversations and deal progression.

• Time spent on customer data entry. Highlights administrative burden that may slow down sales performance.

• Time spent lead prospecting. Shows how much effort goes into building future pipelines versus closing current deals.

These productivity-based metrics reveal how efficiently your sales team uses its time each day. To track them effectively, SMBs need software that automatically captures sales activity rather than relying on manual reporting.

How Pipedrive can help

A CRM like Pipedrive can track core productivity signals (such as time spent moving deals forward, activities completed, follow-ups scheduled and pipeline progression) in one place.

For a more complete picture, SMBs can build an ecosystem around Pipedrive by connecting tools for email, calling, calendar scheduling, lead capture and reporting.

Together, these tools feed activity and performance data back into the CRM, giving sales leaders visibility into where inefficiencies exist and which actions actually drive revenue.

This setup allows teams to measure, refine and improve sales productivity as the business scales.

Sales tracking software FAQs

Final thoughts

Sales tracking software helps SMBs gain visibility into their pipeline, control sales activity and turn insights into more predictable revenue.

To get the most out of these tools, focus on tracking key metrics, automating routine tasks and centralizing sales activity to prevent missed opportunities and bottlenecks.

Pipedrive’s sales-focused CRM provides robust and comprehensive sales tracking functionality. When SMBs combine it with other sales tools, they can build a fully fledged sales tracking ecosystem to understand buyer intent, improve communication and close more deals.

Try Pipedrive free for 14 days and see how an integrated sales tracking ecosystem can transform your SMB’s pipeline.