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Capsule CRM Reviews: 4.6/5 — Highly Rated
Help your customers and audience make easy work of their sales and customer relationships with Capsule's easy-to-use CRM while you build a new revenue stream at the same time.
| Capabilities |
API
|
|---|---|
| Segment |
Small Business
Mid Market
|
| Deployment | Cloud / SaaS / Web-Based, Mobile Android, Mobile iPad, Mobile iPhone |
| Support | 24/7 (Live rep), Chat, Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support |
| Training | Documentation |
| Languages | English |
Capsule CRM keeps you on a single sales pipeline until €28 per user per month. The €15 Starter plan raises your contact limit from 250 to 30,000 but does not add a second pipeline — multiple sales pipelines arrive on Growth, alongside workflow automations and most of the AI suite. If your business sells more than one thing in more than one way, that is the number that matters, not the entry price.
- What it is: A straightforward CRM for small businesses, covering contacts, opportunities, tasks, and light project delivery.
- Best for: Small teams who want a tidy, uncomplicated CRM and can live within one pipeline at the entry tier.
- Pricing: Free for 2 users, Starter €15, Growth €28, Advanced €49 per user monthly on annual billing. Verified July 2026.
- The honest catch: The free plan caps at 250 contacts, which is a genuinely small list.
What Is Capsule CRM?
Capsule is a deliberately uncomplicated CRM: contacts, opportunities, tasks, and — from the mid tier — project boards for delivering the work you win. It has been around long enough to be mature without having accumulated the sprawl that makes larger platforms daunting, and it is rated 4.7 on G2 by its own citation.
The 2026 product leans into AI across the upper tiers — business enrichment, contact enrichment, summaries, and meeting preparation in beta — and Capsule is currently offering early access to Capsule MCP, which would let AI agents work with your CRM data directly. That places it among a small but growing group of business tools shipping agent access rather than talking about it.
Contacts are the meter: 250 free, then 30,000, 60,000, and 120,000.
How Capsule CRM Works
- Priced per user, per month, with a free tier for up to two people.
- Contacts are the primary limit, rising steeply between tiers.
- One sales pipeline on Free and Starter; multiple from Growth.
- The AI suite lands at Growth — enrichment, summaries, and meeting prep.
- Project management arrives at Growth, with boards laddering to 50 on Advanced.
- A 14-day free trial on every paid plan, no card required.
Capsule CRM Pricing
Captured from Capsule’s pricing page in July 2026 on the euro price list with annual billing, which is the page default. Capsule advertises saving up to 26% on annual billing; we were unable to read the monthly rates directly and so quote only the annual figures the cards label as such.
| Plan | Per user/mo | Users | Contacts | Pipelines | AI |
|---|---|---|---|---|---|
| Free | €0 | Max 2 | 250 | 1 | — |
| Starter | €15 | Unlimited | 30,000 | 1 | Pipeline generator only |
| Growth | €28 | Unlimited | 60,000 | Multiple | Full suite |
| Advanced | €49 | Unlimited | 120,000 | 50 | Full suite |
What actually decides your plan:
- Multiple pipelines start at Growth. Starter’s list of additions is generous — 30,000 contacts, email templates, a shared mailbox, premium integrations with Xero and Zendesk, goals, and an AI pipeline generator — but a second sales pipeline is not among them. A business with two distinct sales motions, or one selling to two segments, needs €28 rather than €15.
- The free plan takes two users, which is unusual. Most free CRM tiers are single-user; Bigin’s is one seat. Two people sharing a CRM at no cost is a real proposition for a founder-and-assistant setup — provided 250 contacts is enough, which for most growing businesses it will not be for long.
- Almost all the AI is on Growth. Starter gets the AI pipeline generator; business enrichment, contact enrichment, summaries, and meeting prep all sit at €28. If AI-assisted prospecting is why you are interested, price from Growth.
- Project management is a Growth feature too. Boards, team and access controls, and advanced reporting all arrive together, which makes Growth a much bigger step in capability than the €13 price gap implies.
- The contact ladder is steep and generous. 30,000 on Starter is far more than most small businesses will ever use, so contacts are unlikely to be what pushes you upward — pipelines and AI will be.
- Compare the entry tier honestly. At €15 for one pipeline and 30,000 contacts, Capsule sits above Bigin at €7 for three pipelines and 50,000 records, and OnePageCRM at €8.95 with unlimited contacts. Capsule’s case rests on interface quality and the project layer rather than on price.
Who Should Use Capsule CRM
- Small teams wanting simplicity. The clearest case — Capsule asks less of you than most CRMs and looks better doing it.
- Two-person businesses. The free tier genuinely supports a pair, which almost no competitor does.
- Services businesses. Project boards from Growth mean you can track delivery as well as sales.
- Xero and Zendesk users. Premium integrations from Starter connect the tools small businesses actually run.
It fits poorly for multi-pipeline sales at a budget, where Bigin gives three pipelines for €7; for very large contact databases, where OnePageCRM’s unlimited model is cheaper; and for marketing automation, where Keap or HubSpot bundle campaigns.
Honest Pros and Cons
Strengths
- A free plan for two users, which is rare in this category.
- Genuinely clean interface, with a 4.7 G2 rating by Capsule’s own citation.
- Generous contact limits — 30,000 from the entry paid tier.
- Project management included from Growth, not sold separately.
- Capsule MCP in early access, ahead of most CRMs on agent support.
- A 14-day trial with no card on every paid plan.
Limitations
- One sales pipeline until €28, on both Free and Starter.
- 250 contacts on the free plan, which is a small list.
- The AI suite requires Growth, not Starter.
- More expensive than close competitors at the entry tier.
- Custom activity types need Growth, and custom milestones need any paid plan.
- Monthly rates are not shown by default, only the annual figures.
Capsule CRM Alternatives and How It Compares
- Bigin by Zoho CRM is markedly cheaper at €7 with three pipelines and 50,000 records, and a stronger free tier for a single user.
- OnePageCRM gives unlimited contacts on every plan from €8.95, built around a next-action method rather than pipelines.
- Pipedrive is the pipeline-first specialist with stronger deal visualisation, at a higher price and with no free tier.
- HubSpot CRM has a free tier with unlimited users, and costs escalate sharply once you add hubs.
- Insightly is the closest match on the sales-plus-projects combination, metering records more aggressively.
- Freshsales and monday CRM are the modern-interface alternatives at comparable cost.
For a broader survey, browse our CRM directory.
The Verdict
Capsule is a well-made CRM that knows what it is. It does contacts, opportunities, tasks, and — from the middle tier — the projects that follow a won deal, and it does them with an interface that will not intimidate anyone. For a small services business that wants to see both its pipeline and its delivery in one place, that combination is genuinely useful and not especially common at this price.
The gate to check before you buy is pipelines. Both the free plan and the €15 Starter plan give you one sales pipeline. Starter is otherwise a substantial upgrade — 30,000 contacts, shared mailbox, email templates, Xero and Zendesk integrations, goals — but if you sell two different things, or sell to two segments with different stages, you cannot model that until Growth at €28. The same tier also brings workflow automations, project boards, team controls, and the AI suite, so Growth is a much larger step in capability than €13 suggests. Many buyers will find it is the plan they actually needed.
Two other things worth weighing. The free tier takes two users, which is unusual and genuinely useful for a founder plus one — the binding constraint is 250 contacts, not seats. And on price, be clear-eyed: at €15 for one pipeline, Capsule sits above Bigin at €7 for three pipelines and 50,000 records, and above OnePageCRM at €8.95 with unlimited contacts. Capsule’s argument is the quality of the experience and the project layer, not the number on the card — which is a perfectly good argument, provided you know you are making it.
FAQ
How much does Capsule CRM cost?
On the euro price list captured July 2026 with annual billing: Free for up to two users, Starter €15 per user per month, Growth €28, and Advanced €49. Contact limits are 250, 30,000, 60,000, and 120,000 respectively. Capsule advertises saving up to 26% on annual billing; the cards display annual rates by default. All paid plans include a 14-day free trial with no card required.
How many users does Capsule’s free plan allow?
Two. That is unusual — most free CRM tiers allow a single user — and makes Capsule’s free plan genuinely workable for a founder and one colleague. The real constraint is the 250-contact limit and the single sales pipeline, so it suits a very early business rather than one with an established customer list.
Which Capsule plan includes multiple sales pipelines?
Growth, at €28 per user per month on annual billing. Both the Free and Starter plans are limited to one sales pipeline, so a business running two distinct sales processes needs Growth regardless of contact volume. That tier also adds workflow automations, project boards, advanced reporting, team and access controls, and the AI enrichment and summary tools.
What AI features does Capsule CRM include?
Starter includes an AI pipeline generator, which builds a custom sales pipeline from a description. The rest of the suite — AI business enrichment, AI contact enrichment, AI summaries, and AI meeting prep in beta — arrives on Growth at €28. Capsule is also offering early access to Capsule MCP, which would let AI agents interact with CRM data directly.
Is Capsule CRM better than Bigin or OnePageCRM?
It is more expensive and, for many small businesses, better looking and easier to live with. On raw value, Bigin gives three pipelines and 50,000 records for €7 against Capsule’s one pipeline and 30,000 contacts for €15, and OnePageCRM gives unlimited contacts from €8.95. Choose Capsule for interface quality and the built-in project boards; choose the others if pipelines or price are what decide it.
Compare Capsule CRM with other popular tools in the same category.
I like the simplicity of the platform and how easy it is to keep my pipeline updated. The fact that it connects with Xero is an added bonus
I would prefer a different format to the dashboard, with the option to add in other areas e.g., tasks and pipeline updates.
1. keeping all of my contacts in one place, ensuring accurate details. Linking to my email keeps all contact information together. 2. managing my pipeline and keeping an active track on my opportunities. 3. sharing access over the team and allocating tasks
We love Capsule! It was so easy to set up and get our team using it as we grew from 2 staff to 6 staff over the last 3 years. We all use it every day. It has really helped us with visibility of projects, task management and looking after our contacts. We find it incredibly flexible for setting up different types of projects and work programmes. We have recently brought in Transpond and we're really happy with that - it is a gamechanger to have an integrated email tool. The support from the Capsule team is great. They're really quick to respond to emails and have sessions with us on bigger things.
Capsule is slightly limited in project management capabilities - we'd love to be able to build more comprehensive project plans. We have ended up creating a integration with AirTable to manage this.
As the company grew, we found that we needed better visibility of all the projects we were working on. Capsule helped us with that immediately, allowing us to allocate tasks to different members of the team, keep track of project process and see all our projects at a glance on boards. We also work with many different organsiations across the UK, who take part in our research projects. We found it difficult to keep track of which organisations had taken part in which project, and keep contacts up to date. Capsule has been excellent for helping us keep track, develop relationships and track them across the team.
It is simple, straight forward , and its all neat and tidy.
There's not much of that. Perhaps that is not free! But, it isnt an issue.
The problems that capsule are solving is that when you are running your own business, or an employee, there's soo much around to be aware of that one gets 'distracted' and Capsule is there to show the 'north star'. This is in turn also provides a fantastic metric to asses performance and monitor progress and incentivise workload.
I was new to CRMs when I needed one for my business. I found most to be confusing and complex. Capsule was easy to understand, could be tailored to suit my needs, and helps me manage my business in one place. It is simple, concise and effective. I've used it for several years now and have never had a cause to complain, contact customer support, or had difficulty in accessing it on any device. I can't say that about many other systems I've used.
I could probably do with something which gives more detailed reporting, but honestly, there is nothing I don't like about it.
Helps me manage my whole business and keep on top of things. It is perfect for any SME.
The simplicity and the fact that it's so user friendly. I like it so much, I've introduced it to 3 companies I've worked for and all 3 saw the benefit. The customer service aspect is 2nd to none. Always helpful, always responsive and always there with a solution to any query.
There is absolutely nothing I dislike about Capsule.
Tracking leads, opportunities and high level visibility reporting that has helped immeasurably.
Easy to use, good features, and good value for money.
Nothing to not like. They are always adding new features.
Streamlining sales process and seeing at what points prospects are falling away or getting stuck.
It's simplicity! We've tried other systems that are over-complicated and Capsule is a refreshing change. It was easy to set up for our team and integrate with other systems that we already have in place.
We'd love to move up to Professional for the extra features, but can't justify the extra cost at the moment.
Capsule helps us track all of our customers, suppliers and partners so that we know exactly what's going on with every contact at every stage of a project or interaction with them. This helps our team to stay informed when speaking to clients and we all know what everyone is doing.
The ability to manage the pipline as well as forecasting across multiple clients and divisions .
I would like to see some more intergration on the platform . especially with AI pluggins
The ability to manage my team as well as my own pipline . Its nice to assign oppotuntites to various users on the platform . We are able to collaborate across multiple projects and make sure tasks are completed on time .
It has enabled us to get super organised and take opportunities through our pipeline much quicker and more efficiently. I really like it's simplicity.
I haven't found anything that I dislike about it.
We use it to manage our acquisition piepline, stay on top of opportunities, and push them through from first contact to deal completed in a much more efficient and timely manner.
The tasks and notes on capsule allow us as a team over the last 2 years to provide concise value driven information on every on of our clients . From documents stored in files section the oppotuntiies in the pipeline. Truly a go to when planning any day . following tasked on a daily bases ensure you are ontop of all your clients needs.
more analytics in the sales pipeline would be great . Forecasting in particular
Follwups with clients is our number one and the daily tasks on the side makes sure you are always ahead .
Capsule CRM is a very handy webbased tool for keeping track of my contacts and interactions in business. I like that it integrates with my email. I tried a few other CRM tools and settled on Capsule. I've already recommended it to several other friends in the industry.
I can't think of any downsides at the moment.
I need to keep track of my business contacts and interactions with them.
The most important thing is that it is easy to use and we can combine it with Outlook which is where most of our client interaction occurs. CRMs are only useful if they are kept up to date by everyone, so these two criteria were essential for us.
So far there is nothing I dislike about the product.
Maintaining and combining all the contacts for our growing team in once place so we can track, review and find relevant people.
Capsule was easy to set up (loading data from Excel), easy to customise (e.g. put in our own terminology and fields) and easy and intuitive to use.
Compared to salesforce which I used in my last firm there is nothing I dislike about Capsule.
We managed our customers and pipeline on Excel prior to using Capsule. Now we can not just manage customers and our pipeline better but also track all correspondence and notes against them and report more easily.
Excellent functionality, easy to use/implement, with a fantastic support team There is all the functionality I need within Capsule. It was incredibly quick and simple to get up and running on the system in the first place. I was quickly able to customise Capsule for my own business requirements. It is so easy to use (including for non technical people like myself) and this has been a real driver of uptake and usage within our business, meaning that we are optimising opportunities and saving time. Having previously been a user of Salesforce, I am staggered by how much easier Capsule is to use, but has all of the functionality I require. We use Capsule to manage contacts and outreach, sales pipeline and conversion, as well as managing projects with clients. I have used the support team a number of times and they are always very quick to respond, have alwasys been able to answer my question quickly and are extremely friendly and supportive. Capsule also has an incredible marketing automation tool called Transpond which we have more recently implemented and use for marketing. This works seamslessly with Capsule / allows us to have 'one version of the truth'.
Nothing, I can't recommend Capsule more highly.
Organise and manage contacts, outreach to clients, pipeline management, closing sales opportunities and managing projects once a client is signed up. Capsule also has an amazing marketing automation tool called Transpond which we use for marketing.
Capsule is very easy to use and helps maintain organization. It has many features and you can personally set things up and enter details the way you like to do things. Setiing reminders is extremely helpful for guys like me that have alot going on The app is great for traveling sales people.
None. I pesonally have no issues with Capsule CRM.
CRM Capsule helped me keep organized and up to date dealings with my clients. The phone app enables to get my information quicky wherever I am at any time
The core features and functionality are well though through and intuative. It is perfect for SMEs, and you don't get a sense of unneccessary features and configuration requriements.
Honestly, not a lot! It really is very good!
Pipeline management and visibility of opportuntities so my team and I can collaborate.
Easy, clean, simple and unfussy CRM system. Excellent customer support team
We don't have any issues with Capsule- happy customers.
Customer management, notes storing, reminders.
Capsule CRM is extremely user friendly and my whole team loves the simplicity of the dashboard. My sales team performance has been improved significantly ass it allows them to process leads and manage their pipeline effectively. The interface has been designed really well, especially when I compare tis other CRM’s I have used. Our team has full visibility of projects, tasks and tracks. This is vital for our organisation. The sales pipeline is an invaluable feature for us as it lets us forecast our sales fairly accurately.
The downsides are that the integration is fairly recent but new developments are coming through fast.
We started using Capsule CRM 10 years ago. About 2 years ago we moved over to Active Campaign as they had email marketing automation built in. However, our team’s performance dropped significantly. We moved back to Capsule CRM recently as they now have Transpond.io natively integrated. Transpond is an email marketing automation system, and this native integration makes this an incredibly powerful tool. We can now manage our contacts, pipeline, tasks and email marketing all from one place. The interface is laid out extremely well and is very intuitive. Our whole team has visibility on all projects, tasks and sales activities. We use the sales pipeline feature to forecast our sales. It is an invaluable part of Capsule CRM as we can see where the leads are within our pipeline, and we can forecast our sales accurately. The added bonus is that Capsule CRM with Transpond.io is more competitively priced than other solutions! In conclusion, I highly recommend Capsule to new or established businesses. This was the first CRM I used a long time ago, and after trying out other solutions, I have come back and my team a really happy we have made this transition. The best part of Capsule CRM is the native integration with Transpond.io that allows us to manage all our email marketing automation from one place.
I used to work for a company that built CRM tools for a specific vertical. Since we were a software company (and not that vertical), our CRM wasn't the right fit for our needs. You know what was .... Capsule CRM. Our whole CRM Company used it. Since then I've worked or owned multiple companies. One on the first steps is to get Capsule CRM into the mix. Each company was in a different Small Business vertical and each time Capsule was the RIGHT solution. There are a lot of CRMs that have fancy sounding bullet points and features. At the end of the day most of these features go unused and everything that is unused becomes confusion in the UI/UX. Capsule CRM allows for an amazing workflow. It has everything you need and it's so easy to use that everyone on your team will actually USE it. A CRM that everyone uses is always better than a CRM with extra features that no one uses. None of this means that Capsule CRM isn't feature rich. It is. Again, it has everything you need (and they are always adding more!). So when comparing line by line with other CRM tools think carefully whether those other tools features will actually be used. Ease of use (and actual use) always wins out in my opinion.
We use a BCC out of our general email accounts which then get tied to a Capsule CRM record. We do this because it allows us to see all conversations with a Company instead of email which shows conversations with an individual. It also ensures that everyone we communicate with is in our CRM. The downside of this approach is that Capsule can get littered up with email attachments that we do not need. The only way to keep our storage allocation under control is to manually go in and delete these attachments/noise. While this is a negative for us ... clearly it is also self imposed. Therefore, I'm sure other company workflows could easily work around this "feature".
Contact information for all clients and prospective clients. Relationships between each client and others within their company. Sales funnel management/insights.
The main thing that drew me to capsule was its ease of use. This has kept me with the platform as it means that others I work with will actually use the product too. This means its not just another app that sits on your laptop/phone. Once everyone was familiar with the platform we then explored the many ways in which it can benefit our property business. As a company we use capsule everyday and I particularly like the e-mail notifications for tasks for me and the rest of the team, so easy to use and a great update/reminder of what is happening with a variety of tenants.
At first I disliked that fact that there wasn't a person on the end of the phone to speak to, however the response's via e-mail have been excellent. In one particular case I was working for a client and was struggling with an upload, the support desk were fantasic and managed this whole process for me.
It is excellent tool to have when you are out of the office. It also works well as a continuous conversation remindered between us and our tenants.
The simplicity is great, you don't need any training, but have lots of customization options. With the addition of AI, email templates and workflows they made it even more powerful.
Task reminders are very handy, but don't show the expired once which can cause that you miss older tasks. Besides that it would be great if you can customize the sending time of it.
Capsule CRM offers management of all our tasks, cases and communication in one place. This together with our sales pipeline.
By putting all my client contacts and details in one easy place has helped me create follow up business and repeat business.
Sometimes Capsule doesn't pick up a name from the Dropbox entry so it's hard to find the history of a client in order to complete their details
Quick access to client history
The ability to manage my whole business in one system
happy with everything - no issues at all
Managing my customer journey
What the team like most about Capsule CRM is the intiuitive user interfaces and the integrations with 365 and Xero.
We'd like some more team collaboration features in the pipeline areas
CRM is excellent at providing visibility of pipeline, where in the funnel we need to focus and simple to understand next steps for each opportunity, reminders on follow ups and then where the magic happens for us is conveting those opportunities into projects along with invoicing integration with Xero
The ease with which we're able to save information on clients, and reach out to clients directly from the program, instead of logging in and out of gmail a hundred times a day. When I need help, their support team is on the ball, super quick, every time. Very appreciated!
Don't really have anything that I dislike enough to remember, ha!
Keeping all clients in their own space - searching for specific details in each client is super easy & helpful.
It's so easy to use and because it can be built to suit my own processes, it reflects my business perfectly.
The only thing I would change is the ability to pin activity to the top of an account view. But support are always really open to suggestions.
It is enabling me to capture and automate processes and customer journeys. track and maximise leads and opportunities and keep all my contact data in one place.
Really easy to navigate, very intuitive and has just the right amount of features to do all we need, without being overwhelming
preference centre link up with ranspoind could be better
Keeping track of my sales pipeline, which wen I'm busy means things don't get missed. Also able to keep in touch with luke warm contacts en masse Also use it for tracking my referrals, and partner channels
We have used Capsule for many years now, and it has grown with us. From the intial user to expanding our team at Cherry Training, Capsule has consistently been there. Our clients have high expectations from us and we need to make sure our data matches their needs.
o Whilst the software has a solid base and meets 99% of what we want it to do, new features aren't rolled out that often. o A couple of small feature requests.
Accurate Client record management.
Capsule CRM is a brilliant CRM for service based businesses who want to increase net profit because it enables them to increase sales and reduce costs.
The sytem is great, it's difficult to find something to dislke! But, the entry screen could be enhanced and made more useful.
Capsule helps us business owners, and our teams, keep on top of our contacts, our pipeline and what we deliver to our clients. This helps increase efficiency, productivity, and net profit by increasing sales and decreasing costs. When we think of a CRM being a Contact Relationship Management system then we see that we can keep relevant info about all of our contacts in one place - prospects, potential clients, clients, previous clients, partners, suppliers, associates this helps us to have positive rewarding relationships with all the different groups of people we interact with. The integrations with Gmail or Microsoft 365, accounts packages (eg Xero, QuickBooks) and an email delivery system (eg Mailchimp, Transpond) means that service based businesses have pretty much everything we need to grow our businesses :)
Capsule is a great alround CRM system with exceptional support. We were really impreesed with their team !
There was nothing we disliked about Capsule. The Emaiil server was not the right solution for us at the time - but we may well be back!
CRM system with Email server
