Match My Email vs Riva: Which Tool Is Better?

CRM activity tracking tools have become foundational for sales teams that want to automatically sync emails and meetings—eliminating manual entry and ensuring complete engagement records.

Two popular email integration solutions for Salesforce are Match My Email and Riva. Both offer automated activity capture, but they take very different approaches to data syncing, deployment, and customization. Match My Email is a cloud-based solution tailored for Salesforce users, while Riva offers a sync tool that supports multiple CRMs and email platforms.

In this comparison, we’ll break down the key differences between Match My Email and Riva to help you decide which solution is better aligned with your organization’s workflow and CRM strategy.

Match My Email vs Riva Overview

What Are the Key Differences Between Match My Email and Riva?

While both tools automate email and calendar sync for Salesforce, they differ significantly in terms of deployment flexibility, customization, and CRM compatibility. Let’s explore the core distinctions to help you choose the right fit for your team.

Deployment & Compatibility

Match My Email is a cloud-based solution built for Salesforce. It is optimized for Gmail and Microsoft 365 users and is designed for simple, automated syncing with minimal IT involvement.

Riva, on the other hand, is a more layered system that supports multiple CRMs beyond Salesforce—including Microsoft Dynamics 365 and SAP CRM. It offers deployment options including cloud, hybrid, and on-premise. 

Customization & Use Cases

Match My Email focuses on automated email and calendar capture with minimal configuration. It’s ideal for organizations looking for a simple sync solution that “just works” out of the box, where little to no admin controls are needed, and mostly works with a standard Salesforce setup.

Riva is designed for complex use cases, such as high-security industries, multiple calendar management, and workflow automation. It has configuration options and support for custom rules that require more options. 

Data Visibility & Reporting

With Match My Email, synced activity is logged directly in Salesforce, making it easy to access through standard reports and dashboards. Sales teams can view email threads on contact and opportunity records without switching platforms. Match my email is a straightforward solution for sync, which means less setup, but also less control over how the data is captured into Salesforce. 

Riva offers more customization on how and where data is stored, including the ability to sync to custom objects or fields. This flexibility enables teams to build more advanced reporting structures—but may require more setup and ongoing maintenance.

Pricing & Value

Both Match My Email and Riva follow a quote-based pricing model. Match My Email offers tiered plans depending on feature requirements, while Riva typically targets enterprise-level implementations with custom quotes based on number of users and deployment preferences.

If pricing transparency and quick deployment are priorities, some sales teams may explore tools like Cirrus Insight, which offers clear pricing for Salesforce-native email and calendar sync with complete control over data ownership or highly regulated environments.

Potential Drawbacks You Should Know

Every platform has trade-offs. Here's what users report about Match My Email and Riva, based on reviews from platforms like G2 and Salesforce AppExchange:

Match My Email

Drawbacks:

• Limited Flexibility: Some users say it lacks the advanced configuration options of more complex tools.

• User Interface: A few users note that the UI could be more modern and intuitive.

• Support Limitations: While functional, some users report slower response times for complex issues.

Riva

Drawbacks:

• Complex Setup: Implementation can be time-intensive and typically requires IT support.

• Cost: Some users mention Riva can be expensive compared to similar tools.

• Overkill for Small Teams: For smaller businesses, Riva’s depth may exceed what’s needed.

What is Data Activity Capture?

Activity capture refers to the automatic logging of emails, meetings, and calls between sales teams and their prospects or customers. This automation eliminates the need for manual entry, keeps Salesforce records up to date, and provides managers with accurate insights into team activity.

Tools like Match My Email, Riva, and Cirrus Insight support this process in different ways. Cirrus Insight, for example, offers seamless Outlook and Gmail integration while keeping activity data securely stored within Salesforce—making it a strong option for teams that value transparency and control over their CRM data.

How to Choose Between Match My Email and Riva

Choosing the right tool depends on your team’s size, technical requirements, and how you use Salesforce.

Match My Email is a great fit for teams that want a Salesforce-focused tool that works right out of the box with minimal configuration. If your team primarily uses Gmail or Microsoft 365 and needs reliable auto-capture without a lot of complexity, this tool may be ideal.

Riva is better suited for enterprises that need deep customization, support for multiple CRMs or email systems, or compliance with strict IT/security requirements. It’s powerful—but may be more than what some organizations need.

For teams that want a balance between functionality and simplicity, Cirrus Insight offers another alternative. It syncs emails, calendar events, and tasks directly into Salesforce, while giving teams full data control and easy access to reporting—without the complexity of enterprise systems.

Final Verdict

Both Match My Email and Riva offer strong solutions for email and calendar sync with Salesforce, but they serve different audiences.

Match My Email is best for small to mid-sized teams who want an easy, Salesforce-specific tool.

Riva is best for enterprises that need flexible deployment, multi-CRM compatibility, and deeper customization.

If you’re looking for a Salesforce-native activity capture tool that’s easy to use, customizable, and fully transparent in its data handling, Cirrus Insight offers a strong alternative that combines simplicity with control—helping sales teams focus on closing deals instead of logging data.