The Ultimate Guide to Choosing the Best Automated Newsletter Tool

If you run a small business, you know how valuable time is.

Managing customer relationships, promotions, and brand communication can feel like a juggling act.

That’s where automated newsletters come in handy—they help streamline communication and keep your customers engaged without you having to lift a finger every day.

But with so many email marketing platforms out there, how do you know which one to choose?

Table of Contents

In this guide, we’ll break down everything you need to know to pick the best automated newsletter tool for your small business.

From comparing popular platforms like Mailchimp, Constant Contact, and ActiveCampaign, to discussing key factors like pricing, ease of use, and scalability, we’ve got you covered.

1. Popular Automated Newsletter Tools for Small Businesses

When it comes to selecting an email marketing platform, it helps to start with the big players.

Here’s a quick comparison of three of the most popular options for small businesses:

Mailchimp: Mailchimp is one of the most well-known email marketing tools, especially popular among small businesses due to its free plan (up to 500 subscribers) and ease of use. It offers drag-and-drop email templates, detailed analytics, and integration with a wide range of platforms like Shopify and WordPress.
Constant Contact: Constant Contact is a reliable option for small businesses that value customer support and simplicity. It offers over 100 email templates, social media integration, and a range of automation features. Though it doesn’t have a free plan, it’s a great tool for those looking for robust customer service and simplicity.
ActiveCampaign: ActiveCampaign is an email marketing tool for businesses that want more than just simple newsletters. It’s packed with advanced automation features and powerful segmentation capabilities. If you’re interested in building comprehensive email funnels and automating other marketing tasks, ActiveCampaign might be the right choice for you. However, it can have a bit of a learning curve for beginners.

Each of these platforms has its pros and cons, but the best choice for you depends on your specific needs and budget.

Let’s dive into the key factors to consider when choosing the right tool.

2. Pricing: How Much Are You Willing to Spend?

For small businesses with limited budgets, pricing is usually a top concern.

Most email marketing platforms offer tiered pricing based on the number of subscribers and the features you need.

Mailchimp: Offers a free plan for up to 500 subscribers. As your list grows, you can upgrade to paid plans starting at around $13/month.
Constant Contact: Starts at $12/month, but there’s no free plan. This is ideal for businesses that are ready to invest a bit upfront for more robust customer service and a simpler platform.
ActiveCampaign: The pricing starts at $29/month for its Lite plan. ActiveCampaign offers advanced automation, but at a higher cost than some other options.

When considering pricing, it’s important to factor in not just the monthly cost but the value you’re getting.

Look at what’s included in the plan—does it offer the tools you need to scale your business?

Will it grow with you as your email list expands?

3. Ease of Use: Can You Get Up and Running Quickly?

One of the most important factors to consider is how easy the platform is to use.

If you or your team aren’t particularly tech-savvy, you’ll want an intuitive tool that allows you to set up campaigns quickly without needing to go through a steep learning curve.

Mailchimp: Known for its user-friendly interface. You can easily design newsletters with its drag-and-drop editor, making it a solid choice for beginners.
Constant Contact: This platform is also incredibly easy to use, offering a straightforward email builder and clear setup instructions. It’s great for those who want to keep things simple.
ActiveCampaign: While powerful, ActiveCampaign can be a bit more complex due to its advanced features. It may take a little more time to learn, but if you’re willing to invest in learning the platform, it can offer more in terms of automation and segmentation.

Ease of use should be a top priority if you want to get your email marketing up and running quickly.

However, if you’re looking for more in-depth features, you may have to trade off some simplicity for power.

4. Integration with Existing Platforms

For small businesses, the ability to integrate your email marketing platform with your existing tools—whether it’s an e-commerce store, a CRM, or social media—is critical for smooth operations.

Mailchimp: Integrates with over 250 apps, including Shopify, WordPress, Facebook, and QuickBooks.
Constant Contact: It integrates with popular platforms like Shopify and Facebook, but it offers fewer integration options than Mailchimp.
ActiveCampaign: Known for its deep CRM integration and advanced automation. If you use tools like Salesforce or HubSpot, ActiveCampaign can sync up your email marketing with other parts of your customer relationship management.

Make sure the platform you choose connects easily with the tools you already use.

This will save you time and prevent you from having to switch between multiple systems.

5. Customizable Templates and Design Features

Your newsletters are a direct reflection of your brand, so the design matters.

All three platforms offer customizable email templates, but the level of customization and the variety of designs can differ.

Mailchimp: Offers plenty of modern, clean templates that are easy to customize. It’s a great option if you want your newsletters to have a professional look without needing a design background.
Constant Contact: Provides a wide selection of templates, though they can feel a bit more basic compared to Mailchimp.
ActiveCampaign: Offers templates, but its real strength is in automation. If design is less of a priority and automation is key for you, this platform might be a better fit.

Look for platforms that offer mobile-responsive templates to ensure your emails look good on both desktop and mobile devices, as many of your customers will likely be opening emails on their phones.

6. Analytics and Reporting: Tracking Performance

Tracking your email marketing performance is key to knowing what works and what doesn’t.

The best platforms offer detailed reporting features that allow you to monitor open rates, click-through rates, and conversions.

Mailchimp: Provides comprehensive analytics, including detailed reports on open rates, clicks, and audience demographics.
Constant Contact: Offers basic reporting features, which may be enough for smaller businesses just getting started.
ActiveCampaign: Excels in advanced reporting, giving you the ability to track complex automation workflows and segment-specific performance.

Analytics help you understand what’s working in your campaigns and where there’s room for improvement.

This is essential for optimizing your strategy over time.

7. Scalability: Will the Tool Grow with Your Business?

When choosing an automated newsletter tool, think long-term.

Will this platform grow with your business as your subscriber list expands and your marketing strategy becomes more sophisticated?

Mailchimp: Perfect for businesses just getting started. Its free tier is great for small lists, but it also offers paid plans with more advanced features as your needs grow.
Constant Contact: This tool is also well-suited for growth, though its lack of a free plan means you’ll need to commit to paid features early on.
ActiveCampaign: Ideal for businesses that expect rapid growth and need advanced automation. If you plan on scaling quickly, ActiveCampaign can support that growth from day one.

8. Questions to Ask Before Committing to a Platform

Before diving in, here are some key questions you should consider:

Does the tool offer the level of automation and segmentation I need?
Is it easy to integrate with my current software (e.g., e-commerce platform, CRM)?
Does it offer the analytics and reporting features necessary to track performance?
Can it grow with my business as my email list and marketing needs expand?
Is customer support easily accessible, especially if I run into issues?

9. Try Before You Buy: The Power of Free Trials

Many email marketing platforms offer free trials or free tiers to help you test the waters.

Take advantage of these!

Before committing to a long-term contract, test out different platforms to see which one works best for your business needs.

For instance:

Mailchimp’s free plan allows you to send up to 3,500 emails monthly to 500 subscribers.
ActiveCampaign offers a 14-day free trial.
Constant Contact provides a 60-day free trial, which gives you plenty of time to explore its features.

Need Help Choosing the Right Tool?

Selecting the best automated newsletter tool for your business can be overwhelming, but you don’t have to do it alone!

If you’re unsure which platform is best for your business needs, give us a call or text at (707) 621-5534, or send us an email.

We’ll guide you through the process and help you find the perfect fit for your business.