Every week, there’s some new software promising to revolutionize your sales team’s workflow. But most of these tools just add more tabs to your browser and more noise to your day. If you’re a sales leader, ops person, or even just stuck with the “go find us a tool” task, you need a way to cut through the hype and pick something that actually helps your team close deals. This guide walks you through how to compare Mailscale to other B2B go-to-market (GTM) software—without getting distracted by shiny features or fluffy promises.
1. Get Clear on What Your Sales Team Actually Needs
Before you even start demoing tools, talk to your team. Not in some endless survey—just ask what slows them down and what actually helps. A few things to focus on:
- Where are deals getting stuck? Is it at outbound? Follow-up? Qualifying leads?
- What’s already working? Don’t ditch a process just because it isn’t automated.
- What’s a dealbreaker? (E.g., “We can’t give up Gmail,” or “If it doesn’t sync with Salesforce, forget it.”)
Pro tip: Write your must-haves and nice-to-haves on a notepad. You’ll need it when every vendor claims they “do it all.”
2. Make a Shortlist—Don’t Boil the Ocean
You don’t need to compare 20 tools. Pick 2-4 platforms: Mailscale, plus a couple of others that fit your needs and budget. Here’s how to shortlist without wasting hours:
- Ask peers what actually works (not what got the most likes on LinkedIn).
- Look for tools built for your sales motion. If you’re mostly outbound, skip “all-in-one” platforms that try to be everything to everyone.
- Beware of “free forever” plans that gate all the real features behind a paywall.
What to Ignore: Fancy AI “insights” that don’t connect to your CRM, or dashboards you’ll never look at.
3. Dig Into Core Features—Don’t Get Distracted By Shiny Stuff
Now, open up the product pages and actually use the tools, if you can. Here’s what to check, using Mailscale and its competitors as your test cases:
a. Email Outreach and Automation
- Is it easy to set up targeted sequences?
- Can you personalize at scale without every message sounding like a robot?
- How well does it handle replies, bounces, and unsubscribes?
b. CRM Integrations
- Does it actually sync with Salesforce, HubSpot, or whatever you use?
- How much manual setup is involved?
- Does it create duplicate records or overwrite data?
c. Reporting and Analytics
- Are there clear, useful reports? Or just “activity” logs that look impressive but don’t help you coach reps?
- Can you track outcomes (meetings, deals won), not just opens and clicks?
d. Deliverability
- Does the tool give you real feedback on sender reputation, or just blame your copy?
- Are there built-in safeguards to prevent blacklisting?
e. Usability
- How many clicks does it take to send a campaign?
- Does the interface make sense, or do you need a training course?
Pro tip: If you find yourself thinking, “We’d use this, if only…”—that’s a red flag.
4. Test Support and Onboarding—Before You Buy
Most sales tools look great in a demo. The real test is what happens when something breaks or you’re setting up for the first time.
- Submit a support ticket or ask a real question in chat. How fast and useful is the response?
- Is there decent onboarding, or are you on your own after the invoice?
- How often do they update documentation? (If the docs are two years old, run.)
Watch out for: “White-glove” onboarding that’s really just a sales pitch, or support that’s only available 9-5 in another time zone.
5. Calculate Real Pricing—Not Just Sticker Price
Don’t trust the pricing page. Get clarity on:
- What features are actually included in each tier?
- Are there extra charges (contacts, integrations, admin users)?
- Is there a minimum contract or setup fee?
Pro tip: Ask for a sample invoice or total cost for your team size—before you sign anything.
6. Evaluate Security and Compliance—But Don’t Overthink It
If you’re in a regulated industry, compliance matters. But for most B2B sales orgs, you just need basic assurances:
- Is data encrypted at rest and in transit?
- Can you easily manage user access and permissions?
- Does the vendor have a clear privacy policy and breach notification process?
What to ignore: Overhyped “enterprise-grade” claims, unless you actually need them. Most mid-market teams just need the basics covered.
7. Get Real User Feedback—Not Just Case Studies
Ask your network, check honest forums (like Reddit or RevOps communities), and see what actual users say about Mailscale and its competitors.
- What do they complain about after 6 months?
- What’s the “gotcha” that shows up at renewal time?
- What do reps actually like using—without being forced?
Red flag: If every review sounds suspiciously glowing, it probably came from a marketing team.
8. Pilot, Measure, and Decide (Then Move On)
Pick one or two tools for a real-world pilot. Give them 2-4 weeks with a handful of reps. Track:
- Time to onboard
- Campaign setup speed
- Real impact on pipeline, meetings, or closed deals
Don’t get stuck in endless trials. If a tool is confusing or your reps avoid it, that’s your answer.
Summary: Keep It Simple, Iterate, and Don’t Fall for Hype
There’s no “perfect” GTM tool. The right pick is the one your team will actually use, that fits your workflow (not the other way around), and doesn’t require a PhD to set up. Start with what matters to your team, ruthlessly ignore features you don’t need, and don’t be afraid to switch if something better comes along down the road. Keep it simple, run a real test, and move forward. That’s how you actually help your sales team sell more—no magic required.