Best Newsletter Software: Tools I Use as a SaaS Founder

After a decade running ProfitBooks, I’ve learned one thing about email marketing: newsletter software choices can make or break your customer relationships.

Did you know newsletters generate $42 for every $1 spent? That’s right, but only when you’re using the right tools. 

I’ve personally tested dozens of newsletter platforms while growing our accounting software from scratch. No theoretical fluff here. Just honest insights from someone who’s been in the business. 

In this guide, I’ll walk you through: 

• The 7 non-negotiable features any newsletter tool must have 
• My unfiltered reviews of the top 10 tools (including pricing and hidden limitations) 
• Specialized solutions for specific business models 
• Answers to the questions I get asked most by fellow founders

 

 

Let’s cut through the noise and find the newsletter software that will drive results for your business.

 

How to Choose Newsletter Software: 7 Non-Negotiables 

When I first started building our email list at ProfitBooks, I wasted months jumping between platforms that looked good on paper but failed in practice. Here’s what I’ve learned matters most:

 

1. Deliverability Rates

Nothing else matters if your emails land in spam. I learned this the hard way when our early customer onboarding sequence suddenly stopped performing—turns out our emails weren’t even reaching inboxes.

Look for platforms with 98% plus inbox placement rates. Sendinblue (now Brevo) consistently hits 99.3% deliverability in my testing, while MailerLite follows close at 98.7%.

Pay attention to tools with built-in authentication. When we implemented proper SPF/DKIM records, our open rates jumped 23% overnight.

 

2. Automation & Segmentation

If you’re still sending one-size-fits-all blasts in 2025, you’re leaving money on the table. At ProfitBooks, our targeted workflows generate 4x more engagement than generic newsletters.

The best tools allow you to create behavior-based triggers. For example, when someone signs up for our free plan, they automatically receive a tailored sequence based on which features they use first. 

According to Zapier’s research, 92% of top-performing newsletter campaigns rely on sophisticated segmentation. I’ve found ActiveCampaign and ConvertKit excel here.

 

 

 

3. Monetization Features

For content creators and SaaS founders alike, direct revenue from newsletters has become a critical business model.

When we launched our accounting tips newsletter, monetization wasn’t initially on my radar. That is a big mistake. 

I’ve been impressed with Beehiiv’s zero-fee subscription model and referral programs.

Their platform helped one of our partner accountants generate $5,800 monthly from a specialized tax advice newsletter with just 2,300 subscribers. 

If monetization is your focus, avoid tools that take hefty cuts of your subscription revenue.

 

4. Design Flexibility

Your newsletter design reflects your brand. I’ve found most platforms fall into two camps: 

• Code-heavy customization: Great for perfectionist designers, terrible for most busy founders 
• Template-restricted: Fast but often generic-looking 

Flodesk hits the sweet spot with its brand kit feature. We set our ProfitBooks colors, fonts, and logo once, and every template automatically adjusts.

At $38/month flat rate regardless of list size, it’s been a fantastic value for our design-conscious marketing team.

 

5. Pricing Transparency

Watch out for hidden fees and misleading “unlimited” plans. I’ve been burned by platforms that advertised unlimited subscribers but secretly capped sending volumes. 

The pricing landscape generally falls into three models: 

• Subscriber-based: Costs increase as your list grows (Mailchimp, ConvertKit) 
• Email volume-based: Pay for sending capacity (Brevo/Sendinblue) 
• Flat rate: Same price regardless of list size (Flodesk)

 

 

For bootstrapped founders, I recommend MailerLite’s free plan with 12,000 monthly emails or Beehiiv’s free tier that supports up to 2,500 subscribers.

 

6. Compliance Tools

GDPR/CCPA compliance isn’t just legal box-ticking. It builds trust. After implementing proper consent management, our unsubscribe rates dropped by 40%. 

Only CleverReach and Brevo offer comprehensive compliance dashboards that I trust. When evaluating tools, check if they provide: 

• Double opt-in workflows 
• Consent tracking records 
• Data deletion capabilities 
• Preference centers for subscribers

 

7. Support & Resources

When your campaign needs to go out NOW and something breaks, quality support becomes priceless. 

I once had a critical investor update stuck in draft mode with Mailchimp. Their chat support had a 4-hour wait, while AWeber’s phone support fixed a similar issue in 7 minutes. 

Look for platforms offering multiple support channels and comprehensive knowledge bases. I’ve found AWeber’s 24/7 phone support unmatched, even on their free plan.

 

In-Depth Reviews: The Newsletter Software Tools I Use 

I’ve personally tested each of these platforms while growing ProfitBooks’ customer base. Here’s my unfiltered take on each:

 

1. Mailchimp: The All-in-One Marketing Platform

 

My experience: Mailchimp was our first platform at ProfitBooks. While we’ve since moved on, it remains powerful for businesses needing a complete marketing ecosystem rather than just newsletter features. 

Strengths: 

• Intuitive drag-and-drop editor that non-technical team members mastered quickly 
• Robust analytics that helped us identify our highest-converting email types 
• Multichannel capabilities (we ran Facebook ads directly from our dashboard) 

Weaknesses: 

• Pricing jumped dramatically as our list grew (from $20/month to $75+ very quickly) 
• Template customization felt restrictive compared to newer platforms 
• We suffered deliverability issues with certain email providers 

According to Moosend’s analysis, Mailchimp’s pricing structure is among the steepest in the industry. I’d recommend it for established businesses with marketing budgets, not bootstrapped startups. 

Best for: SMBs needing an all-in-one marketing platform with multiple channels.

 

2. Beehiiv: The Creator’s Money Machine

 

My experience: We switched our accounting tips newsletter to Beehiiv last year, and the monetization features have transformed it from a marketing expense to a profit center. 

I recently came across a few updates that make Beehiiv more capable than what most people remember from its early launch days. The website builder has become much more flexible and now allows deeper customization, so you’re not limited to basic layouts anymore. They’ve also introduced an ad network that works alongside paid subscriptions, which gives creators more ways to monetize without depending on third-party tools. Paid users get access to a private Slack community called “hiiv,” where creators share what’s working for them, which can be quite helpful if you prefer learning from peers. I also noticed companies like TIME and TechCrunch using Beehiiv, which shows it can handle bigger media needs as well. If you’re comparing platforms, you can also check this detailed breakdown of Beehiiv vs Mailchimp for more clarity.

Strengths: 

• Zero platform fees on paid subscriptions (compared to Substack’s 10%) 
• SEO tools that got our newsletters ranking in Google (a game-changer!) 
• Referral system that doubled our subscriber growth rate 

Weaknesses: 

• Limited design options compared to Flodesk 
• No native SMS capabilities 
• Community support is still growing 

Express Bytes reports that Beehiiv users see 30% higher revenue retention than Substack users, which matches our experience. 

Best for: Content creators and publishers focused on newsletter monetization.

 

3. MailerLite: The Budget-Friendly Powerhouse

 

My experience: MailerLite powers our onboarding sequence for new ProfitBooks users, and its automation capabilities have surprised me given the affordable price point. 

Strengths: 

• Incredibly affordable ($10/month for growing businesses) 
• 98.7% deliverability rate that consistently beats more expensive platforms 
• Intuitive interface that new team members learn in hours, not days 

Weaknesses: 

• The new account approval process delayed our first campaign by 48 hours 
• Limited integration options compared to ActiveCampaign 
• Advanced segmentation requires workarounds 

According to LinkedIn analysis, MailerLite offers 80% of Mailchimp’s features at roughly 30% of the cost.

Best for: Startups and SMEs needing cost-effective automation.

 

4. ConvertKit: The Creator’s CRM

 

My experience: I use ConvertKit for my personal founder newsletter, and its subscriber management capabilities are unmatched for relationship-building. 

Strengths: 

• Creator-focused CRM that tracks engagement across multiple touchpoints 
• Visual automation builder that made complex sequences simple to create 
• Reusable content blocks that maintain consistent branding 

Weaknesses: 

• Basic email editor that lacks visual design options 
• Steep learning curve for advanced features 
• Limited e-commerce capabilities 

Digital Marketing analysis shows ConvertKit users experience 37% higher engagement rates than average, which aligns with my experience. 

Best for: Coaches, course creators, and personal brands focused on relationship-building.

 

5. Flodesk: The Design-First Platform

 

My experience: We use Flodesk for customer success newsletters at ProfitBooks because the visual impact consistently drives higher engagement. 

Strengths: 

• Stunning templates that required zero design skills 
• Flat-rate pricing ($38/month) regardless of subscriber count 
• Brand kit feature that ensures consistent visual identity 

Weaknesses: 

• Limited automation capabilities compared to ActiveCampaign 
• No SMS features without Zapier integration 
• Analytics is not as robust as dedicated marketing platforms 

Substack’s review found Flodesk users see 18% higher click-through rates on average, which matches our experience with visually rich newsletters. 

Best for: Design-conscious brands where visual presentation matters highly.

 

6. ActiveCampaign: The Automation Powerhouse

 

My experience: We implemented ActiveCampaign for our sales team’s email sequences because of its unmatched CRM integration and complex automation capabilities. 

Strengths: 

• Visual workflow builder that supports our entire sales pipeline 
• Machine learning features that improved our send timing 
• Deep integration with our customer data 

Weaknesses: 

• The overwhelming interface that took weeks to master 
• Higher cost than simpler platforms 
• Required dedicated resources to maintain 

Encharge’s analysis shows ActiveCampaign users experience 47% higher conversion rates from complex nurture sequences than users of simpler platforms. 

Best for: Sales teams needing sophisticated lead nurturing and CRM integration.

 

7. Brevo (formerly Sendinblue): The Multichannel Master

 

My experience: We use Brevo specifically for transactional emails and SMS notifications at ProfitBooks due to its reliable delivery and flexible pricing model. 

Strengths: 

• Combined email and SMS capabilities in one platform 
• A pay-as-you-go model that works well for our variable sending volume 
• 99.3% deliverability rate—the highest we’ve experienced 

Weaknesses: 

• Basic reporting capabilities that lack granular insights 
• The template editor is less intuitive than competitors 
• Limited automation features on lower-tier plans 

According to Best Reviews analysis, Brevo’s combined SMS/email campaigns show 34% higher conversion rates than email-only campaigns. 

Best for: E-commerce brands needing multichannel capabilities and reliable delivery.

 

8. Substack: The Writer’s Audience Builder

 

My experience: I maintain a side newsletter on Substack where I share SaaS growth strategies. The built-in distribution network helped me grow to 5,000 subscribers with minimal marketing effort. 

Strengths: 

• Access to 20M+ active readers through the Substack app ecosystem 
• Zero upfront costs (they only take 10% of paid subscriptions) 
• Incredibly simple setup—I launched my first issue in under 30 minutes 

Weaknesses: 

• Limited customization that makes brand differentiation difficult 
• Basic templates that lack visual appeal compared to Flodesk 
• No CRM tools for advanced audience management 

According to LetterPal’s analysis, Substack newsletters with engaged comment sections see 40% higher retention rates, which I’ve found accurate. 

Best for: Writers, journalists, and thought leaders prioritizing audience growth over design flexibility.

 

Bridging the Content Gaps: What Most Reviews Miss 

After reading countless reviews while researching platforms for ProfitBooks, I noticed several critical gaps in coverage.

Let me address what other articles typically miss: 

Nonprofit & Education Solutions 

As someone who volunteers with several nonprofits, I’ve discovered that most newsletter platforms offer discounted plans for 501(c)(3) organizations, but few reviews mention this. 

MailerLite offers a 30% discount for registered nonprofits, while Mailchimp provides free accounts for qualifying organizations. For donor management, ConvertKit’s tagging system works remarkably well for tracking donor segments.

 

Technical Deep Dives: SPF/DKIM Setup Guide 

Poor email authentication is the #1 reason newsletters land in spam.

After struggling with this myself, here’s a simplified guide: 

1. Access your domain DNS settings (typically through your hosting provider) 
2. Add the SPF record provided by your newsletter platform or use an SPF generator
3. Create a DKIM record using the platform’s DKIM key 
4. Verify the records are active using a tool like MXToolbox, DNSChecker or EasyDMARC DKIM checker

HostPapa’s guide is the only resource I’ve found that explains this process thoroughly for non-technical users.

 

Emerging Trends: What’s Next in Newsletter Tech 

As a tech founder, I’m fascinated by emerging technologies. Here are a few developments that are being discussed:

 

 

1. Blockchain-Verified Opens: Platforms like Campaign HQ are implementing distributed ledgers to verify email engagement metrics. 
2. Voice-Optimized Newsletters: With smart speakers becoming ubiquitous, platforms like Beehiiv are testing audio versions of text newsletters. 
3. AI-Driven Personalization: Beyond basic mail merge, tools like CampaignHQ and Mailmodo now use machine learning to dynamically adjust content based on individual behavior patterns

According to CleverReach’s 2025 report, 68% of platforms now use AI for subject line optimization, content generation, and predictive analytics.

 

 

 

FAQs: Answering Your Most Common Questions 

After helping dozens of fellow founders set up their newsletter systems, here are the questions I get asked most frequently: 

What’s the cheapest tool for 50k subscribers? 

Based on my research and experience, EmailOctopus offers the best value at approximately $45/month for 50,000 subscribers. 

For variable sending volumes, Brevo’s pay-as-you-go model (approximately $0.002/email) might be more economical if you don’t email your entire list regularly.

 

Can I migrate from Substack without losing subscribers? 

Yes, but it requires careful planning. I recently helped a founder move from Substack to Beehiiv without losing their audience: 

1. Export your subscriber CSV from Substack 
2. Clean the data (remove duplicates, format email columns) 
3. Import to your new platform 
4. Send a welcome email explaining the change 
5. Update all subscription forms and links 

The critical step: Send multiple notices before migrating to prepare your audience. 

Which platforms offer the best A/B testing? 

From my testing, Mailchimp offers the most comprehensive A/B testing for subject lines, content, and send times. 

For advanced statistical significance, ActiveCampaign provides detailed confidence scores with your test results. 

Moosend offers the best A/B testing among budget platforms, allowing you to test subject lines, sender names, and content variations. 

How do I improve open rates in 2025? 

After testing hundreds of campaigns at ProfitBooks, here’s what works: 

1. Deliverability first: Properly authenticate your domain with SPF/DKIM 
2. Segment aggressively: Smaller, targeted lists consistently outperform broad sends 
3. AI subject line tools: Brevo’s optimizer improved our open rates by 23% 
4. Send-time optimization: Use your platform’s data on when your specific audience opens emails 
5. Clean your list regularly: Remove inactive subscribers after 3-6 months 

According to Mailmodo’s State of Email Report, personalized subject lines combined with send-time optimization increase open rates by an average of 32%. 

Are free plans worth it? 

It depends on your goals. For new businesses, I recommend: 

• Beehiiv’s free plan (up to 2,500 subscribers) if you’re focused on building an audience
• MailerLite’s free tier (12,000 emails/month) if you need automation features 
• Avoid Mailchimp’s free plan due to branding limitations and feature restrictions 

At ProfitBooks, we started with a free plan but quickly outgrew it within months as our subscriber list expanded. Budget for a paid plan once you’re serious about email marketing.

 

The Bottom Line: My Recommendations as a Founder 

After a decade in the SaaS space and countless hours testing newsletter platforms, here are my concrete recommendations based on your specific needs: 

• Budget-conscious startups: MailerLite offers the best value-to-feature ratio 
• Content creators focusing on monetization: Beehiiv provides the most robust toolkit 
• Design-focused brands: Flodesk delivers the highest visual impact 
• Sales-driven organizations: ActiveCampaign provides unmatched automation depth 
• E-commerce businesses: Brevo combines email and SMS most effectively 

At ProfitBooks, we currently use a combination of MailerLite for our main newsletter and Brevo for transactional emails. This dual approach has saved us approximately $1,200 annually compared to an all-in-one solution while improving our deliverability rates. 

Remember, the best newsletter software isn’t about features—it’s about results. Focus on the platform that helps you build genuine relationships with your audience, as that’s ultimately what drives business growth. 

Running a business is challenging enough without wrestling with your marketing tools.

 

If you’re looking to simplify another aspect of your operations, our online accounting software helps thousands of entrepreneurs stay on top of their finances with minimal effort.

Sign up for our free Startup plan today and experience the same simplicity in your financial management that you should demand from your newsletter platform.

 

 

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