Marketing Automation Tools (That Save You Time)

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Marketing automation tools improve the efficiency of your business by automating boring, repetitive tasks, meaning you can focus on more important things.

Here are my (and the Ahrefs team’s) top tools that help you work smarter—not harder.

Many SEOs dream of automating their business, but how much of SEO can you actually automate?

Let’s take a look.

Ahrefs’ Site Audit

Ahrefs’ Site Audit saves you time by running scheduled crawls of your website on a daily, weekly, or monthly basis.

  • To schedule a crawl, simply click on + New project.
  • While your website is being crawled, click on the cog in the right-hand corner, then click on Edit settings.
  • You should then see the below screen where you can schedule your crawls.
You can run scheduled Site Audit crawls on Ahrefs for free if you have Google Search Console access (using Ahrefs Webmaster Tools).

Ahrefs Alerts

Ahrefs Alerts allow you to track how your brand is mentioned online as well as tracking your website’s backlinks. Manually tracking alerts is not an efficient use of anyone’s time. So you should set this up.

Here’s how you do it:

  • Click on More in the top navigation
  • Click on Alerts in the drop-down menu
  • Select where you want to send alerts for BacklinksNew keywords, or Mentions
  • Click on + New alert

Here’s an example of me setting up an automated alert to track backlinks for

If you want to go further and track specific changes to a website, you can use a tool like Visualping to do this.

My colleague, Michal Pecánek, uses Visualping. Here’s what he likes about it:

Use this tool to monitor any changes to your robots.txt or sitemap.xml files. If you work on a large site where multiple stakeholders can edit these files, then this can be useful for tracking changes.

Automate SEO reports

SEO reporting can be a pain, but it doesn’t have to be that way. Ahrefs’ Google Looker Studio integration helps automate your SEO reports.

With it, you can schedule PDF reports on the following:

  • Your website’s site performance.
  • Your competitor’s site performance.
  • Your keyword rankings.
  • Your website’s technical performance.

If you set up these reports, you can automate keyword rank tracking, site auditing, competitor tracking, and monitoring of your website’s performance.

These reports usually take a couple of hours to put together if done manually.

If each report takes about four hours to put together from scratch, it could save you ~16 hours per month by automating it.

You can schedule these reports as “weekly” or “daily” with a single click.

If we take the example of the daily report, you will save ~480 hours of work in 30 days.

Automate SEO team and task management

When it comes to team and task management, each SEO team has its own way.

Here’re some options that can help you automate many aspects of task management:

  • Monday – Automate workflows.
  • Wrike – Automate tasks and projects.
  • ClickUp – Automate your consistent processes.

Although these tools have a certain degree of automation straight out of the box, there are more agency-focused tools.

An example of this is

This tool is a one-stop-shop for organizing your agency’s activities and automating things that would be done through several tools otherwise.

Within the platform, you can:

  • Track your team members’ time.
  • Track their tasks.
  • Track the profitability of your agency.
  • Track your team’s utilization rate.
  • Add team documentation.

Although the above can be achieved with multiple platforms and spreadsheets, having everything in one place is refreshing.

Automate meeting scheduling

For SEOs who work with many clients, a lot of time will be spent scheduling remote meetings with them. This can be a pain point if you have a lot of meetings throughout the week—and the time quickly adds up.

Calendly is a scheduling platform that makes it easier to book meetings for the organizer and the invitee.

You can embed the scheduling widget on your website or include it within your signature.

It also has integrations with Stripe and PayPal, meaning you can automatically charge for your consultation time—another time-saver.

It’s no secret that there are millions of active users on social networks.

But reaching the right audience on social media can still be a challenge. Marketing automation tools can help you reach them.

One particular “time hog” in social media is posting. Luckily, there are a number of tools that can help automate this process and speed things up.

I caught up with Rebecca Liew, who heads social media here at Ahrefs, to see what her favorite social media automation tools are.

Here’s what she had to say:

These are the tools Rebecca recommends:


Typefully allows you to schedule tweets, track engagement, and improve tweets using AI.

One of the cool things about Typefully is that it integrates with Zapier—allowing you to automate some of the mundane tasks around posting tweets on Twitter.

Here are a few examples of the type of automations you can run:

These automations are no-code, meaning you don’t need any development experience to integrate with other platforms.


Hypefury describes itself as your own personal assistant and helps you grow your audience by utilizing auto-retweets.

One of the cool features of this tool is that you can convert your tweets into Instagram posts automatically.

Like this:

If you regularly post on both platforms, this can be a time-saver for your business.

With 332.2 billion emails sent daily, email is still a great way to reach your customers. Websites send out regular newsletters using email marketing automation tools to make the process easier.


One of the most popular tools out there for automating email is Mailchimp.

Mailchimp allows you to do a lot. With its automation features, you can automate the following:

  • Welcoming new subscribers with an email
  • Encouraging online reviews
  • Sending emails to shoppers who abandon their carts
  • Celebrating your customers’ birthdays
  • Collecting customer feedback
  • Emailing tagged customers
  • Automating order confirmation emails
  • Automating post-sale promotions to drive customer loyalty
  • Promoting cross-sells
  • Split-testing subject lines

Once you have run your campaign, you can then analyze the performance of the campaign and understand how many clicks and opens your newsletter got.


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Another email marketing automation option is Mailshake. It’s a platform that allows you to automate your outreach. If you operate a lead-based business, then you may find this tool particularly useful.

Key features:

  • Monitor your lead status, email opens, and clicks for every email
  • Understand which part of your sequence is converting
  • A/B test emails, follow-ups, and campaigns


Saleshandy helps you scale your cold outreach. This means that you can utilize features such as creating 26 variations of your emails to work out what works best for your audience.

It has a number of features you can use to improve your lead management:

  • LinkedIn email finder
  • Email tracker
  • Auto follow-up
  • Email sequences

If you are interested in A/B testing your emails, this may be a useful tool in your arsenal.

Further recommendations:

  • ConvertKit – Allows you to build automated subscriber journeys visually.
  • – Customer engagement platform that enables you to send newsletters to segments of customers.

AI marketing tools are incredibly popular right now. But how much can you rely on them to assist you in automating your marketing efforts?


My colleague, Si Quan Ong, recently wrote about ChatGPT. It isn’t strictly a marketing automation tool, but it can help save you a significant amount of time.

I caught up with him to see what he had to say about it:

Marketing Automation Tools (That Save You Time)

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