Top 10 Customer Success Tools of 2025 | Reduce Churn and Drive Growth

You’re probably noticing that delighting customers at scale feels harder every year. Subscription models mean companies only succeed when customers keep renewing, yet it’s impossible to personally monitor every account. 

Industry leaders like Gainsight’s CEO Nick Mehta remind us that customer success functions should align to a single north‑star metric (often net retention rate) and track lagging and leading indicators across the customer journey. 

Traditional customer relationship management (CRM) tools don’t cut it because they focus on pre‑sale information, and help‑desk systems are reactive by design. Modern customer success platforms (CSPs) are proactive: they unify data from your CRM, billing system and product analytics, turn it into health scores and insights, and automate playbooks so you can identify churn risks and expansion opportunities before it’s too late.

In 2025, customer success is an absolute strategic advantage. According to research from Kommunicate, successful programs use technology to create a customer‑360 data layer, health‑score flexibility, automation, AI insights and revenue forecasting.

If you’re tasked with maintaining relationships across hundreds of accounts, the following tools will help you proactively manage onboarding, track product usage, drive adoption and ultimately reduce churn.

1. Tendril Connect: Reach Customers Faster

Many customer success teams still rely on email or manual dialing to reach clients, which results in wasted time navigating phone trees or leaving voicemail after voicemail. 

Tendril Connect solves this problem with an agent‑assisted dialing platform that has human agents place calls on your behalf and transfer live conversations instantly once connected. These agents work within or near your time zone and are bilingual, building a global community while ensuring a positive experience for your prospects.

Connect is designed to amplify your outreach. The platform integrates with your existing CRM and sales‑engagement tools, and its user‑friendly interface lets salespeople focus on conversations rather than dialing. 

For example, traditional reps make 80–100 calls per day with only about a 5 % dial‑to‑connect ratio. With Tendril Connect, you can make 150+ calls per hour, and have between 8 to 12 conversations with live decision‑makers, dramatically boosting productivity and pipeline. 

In a world where cold emails are increasingly ignored, Connect’s focus on human connection and data hygiene (by pairing with Enrich) makes it indispensable for customer success teams who need more high‑quality touches in less time.

2. Gainsight: Enterprise‑Grade Customer Success

Gainsight has become synonymous with customer success platforms. Built for mid‑market and enterprise vendors, it offers advanced health scoring, digital playbooks and revenue operations all in one system. 

A customer success manager notes that Gainsight’s metrics provide clear focus at both account and territory levels and that customizable dashboards help tailor the system to different goals. 

Gainsight’s AI Copilot accelerates insights by automatically summarizing account activities and recommending next steps.

Beyond the health‑score engine, Gainsight unifies data from CRMs, product analytics and billing platforms to create a deep customer model. It offers robust playbooks for onboarding, renewal and expansion and supports revenue forecasting. 

The platform does, however, come with a steep learning curve and high total cost for smaller teams. If your organization has a large customer base, diverse data sources and the budget for enterprise‑grade tooling, Gainsight’s comprehensive feature set helps you proactively identify churn risks, scale success programs and drive net revenue retention.

3. Totango: Modular Success Blocks and Predictive Churn Insights

For teams that need flexible workflows and phased adoption, Totango shines. The platform lets you build custom workflows and track customer intelligence across multiple integrations. 

Totango’s extensive library of over 200 SuccessBLOC templates provides ready‑made playbooks for common tasks like onboarding or renewal. 

Its Unison AI delivers predictive churn insights so success managers can intervene before accounts start slipping away.

Totango’s modular pricing allows companies to start small and add capabilities as they grow, making it cost‑effective for evolving teams. 

Despite the learning curve, Totango is ideal for organizations that want a customizable platform with strong predictive analytics and templated playbooks without committing to a full enterprise solution immediately.

4. Planhat: The Data‑Visibility Powerhouse

If your team prioritizes data visibility and tying customer health directly to revenue outcomes, Planhat is a compelling choice. 

Originally designed as a CRM analytics platform, Planhat features a flexible API and a unified revenue operations hub that helps customer success managers score customer health and predict churn. 

Its AI Assist speeds up account reviews and draft communications, while an open API allows deep customization and integrations.

Planhat excels at consolidating product usage, billing and support data into unified dashboards that highlight renewal and expansion opportunities. 

Users do report that the workflow designer has a steep learning curve and that custom columns in workflows are limited. Pricing also scales with usage volume, which may affect mid‑tier teams. 

But overall, businesses with complex data landscapes seeking transparent revenue analytics will appreciate Planhat’s capabilities and its ability to unify financial and customer success metrics.

5. ChurnZero: Real‑Time Insights for Mid‑Market Teams

ChurnZero has built a reputation as the go‑to platform for mid‑market teams that need granular insights and strong automations. The software offers real‑time health scores, highly customizable dashboards and AI‑powered predictive analytics. 

The flexibility to build your own dashboards allows you to tailor the system precisely to your definitions and objectives.

ChurnZero’s strength lies in its flexibility: it lets you segment accounts and tailor playbooks to different customer cohorts. White‑glove onboarding and dedicated admin services help you get up and running quickly. 

Whether it’s getting in front of changing customer health, upcoming renewals, or expansion opportunities, ChurnZero’s AI agents helps customer teams make the most of their time and focus on the work that matters most.

For teams that value proactive analytics and customizable workflows without the heavy price tag of enterprise solutions, ChurnZero strikes a solid balance.

6. Vitally: Consumer‑Grade UI and Fast Implementation

When speed and usability are top priorities, Vitally stands out. The platform offers a consumer‑grade interface and self‑serve implementation, allowing teams to onboard and scale to their entire customer base within about two weeks. 

Users appreciate the intuitive layout and minimal training requirements, making it a great choice for start‑ups or smaller teams.

Vitally provides customizable dashboards and a range of essential features: health scoring, task management and in‑app messaging. However, some customers note that the Playbook automation is basic and lacks advanced logic like loops, data transformations or generic HTTP calls. 

Teams that need deeper automation may find Vitally limiting. 

Now, for organizations focused on quick wins and user‑friendly workflows, Vitally offers a nimble solution that gets you running without extensive configuration or training.

7. SmartKarrot: Survey‑First Customer Success with Built‑In BI

SmartKarrot takes a survey‑and‑feedback approach to customer success. The platform includes integrated surveys, feedback loops and automated workflows to help you understand customer sentiment and drive adoption. 

It also features a built‑in business‑intelligence (BI) layer that eliminates the need for a separate analytics tool and a Call AI that provides sentiment and coaching insights for customer conversations.

The extensive features may overwhelm small teams without dedicated data resources. Nonetheless, that’s not a bad problem to have right? So for companies looking to combine customer feedback, BI and AI‑driven coaching in one tool, SmartKarrot offers a comprehensive solution.

8. ClientSuccess: Simple, Clean and Predictable Pricing

For teams that want straightforward customer success software with predictable pricing, ClientSuccess is a solid option. The platform offers a strong customer health score and NPS module, along with data‑forward dashboards that track the customer lifecycle.

ClientSuccess emphasizes clean, executive‑friendly account views and a rapid go‑live experience.

According to ClientSuccess: “You can maintain a 360 degree view of custom health that incorporates customer usage, adoption, feedback, engagement, sentiment and more.”

So, if your organization values simplicity and quick deployment over extensive customization, ClientSuccess meets those needs.

9. Velaris: AI‑Powered Analytics and Unified Timeline

Velaris appeals to product teams with complicated tech stacks. The platform offers seamless integration with various systems and an intuitive user interface for tracking and managing customer interactions.

It combines multi‑layer AI health scoring with a unified timeline that aggregates interactions across channels and uses AI to suggest the next best action.

You are able to get exec-ready reports for financial forecasting, strategic planning and performance review.

Velaris provides deep analytics and several automations to guide success managers, but manual onboarding takes about three weeks, and its ecosystem of out‑of‑the‑box integrations is smaller than some competitors. 

Pricing may also rise with volume, but, for organizations seeking AI‑driven insights and a holistic view of customer interactions, Velaris offers a powerful yet very manageable solution.

10. Tendril Enrich: Human‑Verified Data for Better Outreach

Tendril Enrich ensures you’re starting with, and continue to perform with the right information. Many teams struggle with messy customer and prospect lists and inaccurate contact data. 

Enrich offers human‑verified data enrichment and mining, where specialists verify, sort and clean up your data list so your dials connect at higher rates.

Instead of relying solely on automated scraping, Tendril believes in the “human brain” for spotting connections that AI might miss.

The process is straightforward: you provide a list of companies and job titles (for example, your list of customers for the west coast), and Tendril’s team builds a process to research and enrich that data for you. 

Clean data powers your outreach campaigns and therefore, enhances your customer success efforts, giving your team confidence that calls will reach the right people and increasing the likelihood of meaningful conversations. 

All in all, Enrich is ideal for success and sales teams that need accurate contact information to support retention and expansion efforts.

How To Choose the Right Tool for Your Business

Selecting a customer success platform depends on your team’s size, tech stack and maturity. Here’s a framework that highlights a few key considerations:

• Data complexity – If you have multiple products or billing sources, opt for tools with deep data models like Gainsight or Planhat.

• Automation needs – For robust AI and automation, consider Gainsight, ChurnZero or Velaris; if you need basic workflows, Vitally or ClientSuccess may suffice.

• Budget and scalability – Totango’s modular pricing and ClientSuccess’s flat rate offer predictable costs; enterprise solutions like Gainsight and Planhat deliver more power at higher expense.

• Execution speed – Teams seeking rapid implementation can choose UI‑first tools like Vitally and Custify (not covered here).

• Support integration – If you require omnichannel support analytics, platforms like ChurnZero or Kommunicate integrate chat and voice data.

Image Source: https://zapier.com/blog/customer-success-tools/

No matter which tool you select, combining these platforms with Tendril’s Connect and Enrich provides a really strong foundation. Connect ensures that outreach reaches the right person quickly, while Enrich guarantees your data is accurate from the start.

Ready to get started? Reach out and transform your customer success for good.

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FAQs

Q1: How long does it take to implement a customer success platform?

Implementation can take anywhere from a few days to several months. Lightweight tools with simple UIs are usually ready within 1–2 weeks, while enterprise platforms that require deeper integrations may take 3–6 months. The timeline depends on your data complexity, integrations, and available resources.

Q2: What factors should I consider when choosing a customer success tool?

Key factors include:

• Team size and maturity – smaller teams may want ease of use and fast setup, while larger teams need deeper features.

• Data complexity – if you have multiple products, billing systems, or analytics tools, choose a platform that can unify them.

• Automation and AI – decide whether you need advanced predictive insights or just basic workflows.

• Budget – weigh flat-rate pricing vs. usage-based or enterprise pricing models.

Q3: How much do customer success platforms cost?

Costs vary widely. Entry-level tools may start at a few hundred dollars per month, while enterprise platforms can run into thousands per month plus setup fees. Pricing typically scales with number of users, features, and data volume.

Q4: How do I measure the return on investment (ROI) of a customer success tool?

Define clear success metrics before you implement, such as churn rate, customer lifetime value (CLV), or net revenue retention (NRR). Then track those metrics over time. ROI shows up in reduced churn, higher expansion revenue, and improved customer satisfaction.

Q5: Can smaller teams benefit from customer success tools?

Yes. In fact, smaller teams often gain the most because they don’t have the bandwidth to manually track every account. A good tool helps them prioritize customers, automate routine tasks, and maintain consistent outreach without increasing headcount.