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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 that the system is very easy to use and has a really clean interface. It's very easy to track the progress of leads and create and complete tasks for your records. It's very useful how you can put a Dropbox link in the bcc line of the email and then the email message appears below the record. Capsule also integrates well with other systems.
There's not much that I don't like but perhaps they can add some more customization options inside the program. I also don't think that the app for mobile devices works very well, it is kind of incomplete and this is something that they can work on.
We're keeping track of our software resellers, possible and current. Sometimes it's hard to know what stage you're on with such partners but Capsule works very well to help in this. The benefits are being in control and knowing how to act and when to do it.
Affordable with a highly scalable core. Built to last and not with a quick exit in mind. Very flexible API for those who want to extend the functionality. Google context widget is an awesome asset.
Inability to assign a contact to multiple organisations.
CapsuleCRM holds our master data. The world extends from there.
The web UI is clean and very easy to navigate. Once you create contacts, companies and relationships it is easy to find out who works where. Our team can add notes, tasks, follow up items, and reminders for each other to keep in touch with partners, customers, leads, and contacts. Integration with our HelpDesk software, email marketing automation and emails makes it clutch.
Searching for contacts and lists can be tricky. For example, I can create a new list to find contacts in the UK. But, if I want to add a search criteria to add people in the UK and France, the Capsule list search won't work. Capsule assumes you only want to remove categories to search for people, rather than create a list of contacts in UK, France and Germany, for example. My workaround is to create 3 lists: UK, France, Germany, and export them into 1 csv. Upside - we've had some issues with things like this, and when we report them to Capsule we get a detailed response of how / when they plan to make changes.
Keeping in touch with leads and customers. Tracking group interactions between sales, support, marketing, and operations teams. Scheduling tasks for following up and contacting leads. Tracking support interactions and sales efforts.
The user interface and customisable fields make it flexible but east to implement at the same time. I implemented this into very different companies at once, each with very different customer management processes. Capsule adapted to both easily and simply.
A more detailed getting-started guide would be good. I've used a few CRM's before, so with a bit of google and support digging I was alright. You wouldn't be able to set this up with no experience of a CRM, yet with the simplicity of Capsule I don't think it would be overly difficult to create set-up documentation for CRM virgins to work through.
Not provided
The Gmail gadget that allows us to see full contact details, and to attach the email as history to an opportunity or case.
Lack of integration with Google Drive
Not provided
Files and information on clients can be easily found and it is simple and easy to use
There is a lace of customization options availble such as a good dashboard
It is an effective business tool for storing of client files and information on clients and that are easily accessible
We moved to CRM from Pipedrive when they dropped native Xero integration and have not looked back. We loved the simiplicity of the setup and the interface is effortless to navigate. The Xero integration works seamlessly and we have true two way availability of our financial information in the CRM. We also use Helpscout for support tickets and Capsule integration is very useful. The UI is lightning fast and intuitive and we love that the system is customer-centric rather than deal-centric which was a major drawback of Pipedrive. The customer support is exceptional, responses are fast and comprehensive and tailored rather than the usual templae approach that most companies use. We really felt that Capsule support team listened to and understood our needs.
The major feature that Capsule lacks for us is a native product catalog that can be linked to opportunities. Pipedrive provided this and it was very useful. If we could create and list products and services our sales team could capture these against an opportunity and when the opporunity was won we could push this information to a quote in Xero. Pipedrive used to do that before they dropped Xero integration. Capsule uses their own storage for documents which is not great for us. We would much prefer it if we could link an organisation to a folder in Google Drive and have documents two-way sync.
Capsule helps us better manage both our customers and suppliers. It is a great sales tool as well as a true CRM. There are few features that are lacking but no CRM is 100% and we feel that Capsule will cover the vast majority of our requirements. The integration ecosystem is excellent and continuing to evolve.
It's not complicated and does what it promises without a massive learning curve. They also have really great responsove customer service as well.
I would like to be able to schedule emails within Capsule, especially as work with international clients and don't want my emails to land at 3am their time!
Keeping track of relationships that I'm building with potential clients
User Friendly system with great customer care and support. The team at Capsule are really committed to ensuring they meet our specific needs. The range of plans is also very flexible and affordable
Nothing in parrtiacular but it would be great if there was better connectivity with, for example, our Xero finance system
Caopsule really helps us with managing our clients and ensuring teh whole team has oversight of current activity. It also provides us with one "source of truth" in terms of databases, contacxt details etc.
A great tool for prompts in following up leads and projects, keeping key contacts details and giving me an overview on whether I need to engage more with my potential market and pour a little more into the sales funnel. I find the Tracks useful as a ready made set of tasks to follow (though each potential opprortunity can be a little different) which really streamlines the whole process for me and saves a lot of time. I can also easily pull in files, email threads, etc to keep everything handy when I need to refer to it. The tools showing conversion rates for diffferent time periods is also a great feature giving a better idea on how many opportunitie I need to connect with to generate the future sales I need.
It's not really a dislike, but now I have switched from running an agency to being a one-person consultant, there are more features than I use or need in the platform
Scheduling my time with reminders of who and when I need to make contact with people. Tracks greatly reduce my time in setting out what I need to do in terms of opportunities and projects. The conversion rate tools allow me to get a very quick overview on whether I need to devote more time to lead generation.
UI is very simple and easy to function. Site reaction time is very quick
Limitation of 250 contact with basic version
Paperless work and efficient coordination between employees
General communications always timely. You actually get to speak to someone if you have a query. Replies to emails are very quick, personal and effective. Easy to use for my specific requiremements.
Nothing in particular to dislike from my experience.
Ability to maintain customer database
How user friedly it is! It really keeps my day in line. I use it all day everyday. We have connected it with out Quickbooks. New staff learn it fast. Customer support is on point as well.
Honestly, I can't think of any. It is the best CRM I have ever used.
Work flow and the potential is miss any steps during a procedure. I have such detailed information about all clients.
The simplicity and ease of use. We're in the business of relationships, not science research. Capsule provides enough tools to track and understand our clients from a data perspective, but not at the expense of ease of use and what really matters.
Not much at all, but maybe graphics. I'm stretching here...
The story of our clients and our how to play a part in that story.
I like that you can acheive what you need quickly rather than multi step, complicated processes that are typical of many CRM apps today. Easiest of any CRM I have used to quickly log activities and set upcoming tasks required for customers. Implementation was completely painless as it is integrated with Quickbooks Online. Add the app, add any custom fields you would like and you are good to go. I have tried many CRM packages over the years and my experience has always been within a week or two it is no longer being used. Capsule CRM is the first that has continued to be used daily. It has been 4 months now and I like it better each day. For us, it is most effective due to easy of use.
No direct integration with Shopify. At this point we are using it for wholesale customers, integrated with Quickbooks Online but I was thinking about it for our retail customers as well and unfortunately there is no direct integration with Shopify. I believe it may be an option using tools like Zapier.
We needed a CRM package to manage our wholesale relationships. Most customers only purchase once or twice a year so easy to add notes and follow up reminders is key.
It has a smooth intface with my other systems like MS Office as well as Xero thereby keeping tabs on Invoicing as well as correspondence.
A smoother interface with LinkedIn would be beneficial. I currently have to copy LinkedIn messages into Capsule to ensure my database is kept up to date.
Prioritising time management and customer contact.
Really easy system to use, easy to navigate. If there is ever an issue, there is a team on hand to sort everything out. Excellent training and support from the start from Keith. Everything is on one place and easy to access. I use it daily and would be lost without it.
There is nothing that I dislike about the CRM
It keeps all of our information in one place and i can track all of our customers journeys throughout.
There are various areas of Capsule we like using, but what stands our for us is great customer serive. We have only needed to contact them twice, but each time they responsed quickly and helpfully, and then followed up a couple of weeks later with a check in. We like the way it integrates with Outlook and our calendars, as by doing this is brings through all customer meetings that are approaching and places them in the client's upcoming events. The projects board works well for us, as it keeps all projects together and sorts them in the different stages of roll out. We use the projects board for all our active projects and use Capsule as a meeting tool to go through them all. We also find integrating with Mailchimp it works well, as we use it for Marketing.
It would be helpful to have more than one active automation on both Oppportunity and Project, and also to have a dynamic either/or function where it can choose either automation based on selections.
Keeping our projects visible for the whole team and is keeping the team members on track with their tasks - everything is getting remembered. It also enables us to have a record of client meetings and progress.
Sends reminders of what I need to follow up on
Knowing where to access tracks, pipelines, tags etc.. some of the functionality is quite hidden or easy to forget how to find.
Remembering who I need to contact, what status my projects are at and what is in my pipeline. This makes me feel much more on top of my business and I am less worried about forgetting to follow up with clients.
Easy to use, quick to implement, cost effective for the needs to smaller teams with non-complex use cases
Support isn't live chat, not as comprehensive as other established CRMs (but the cost reflects this fairly)
Pipeline visibility, project management, contact tracking
Customer support - friendly, fast to reply, and helpful in how they respond. The product seems good, and a good price - for our small business it's perfect covering all our needs
Minor niggles - Google SSO config requires request to Support / is non-obvious, and official integration with Google Data Studio / Looker Studio needs Teams account
Sales pipeline and account management
It's the fact that you're not forced into a certain way of using CapsuleCRM.You can mold it into many ways of using it.
The calendar doesn't differentiate between actions and appointments.
Seling and organising seats on webinars. The pipeline can be converted into a tool that is near perfect to do this,
- Document storage and chat integration is the best, which I haven't found in other tools of similar pricing.
- I think the interface could have been better.
- I used to sell bank policies to the customers and target them for different offers.
Capsule is an excellent CRM that satisfies all of our requirements. It's simple to locate and extract contact groups for upload/sort purposes. This software has a clean, simple, and intuitive sales pipeline dashboard. Not a dime spent on training or a headache of a migration. The user interface (UX) of CapsuleCRM is excellent, and the number of available integrations is impressive. We've found it effective, and as a result, we've grown.
It would be nice if we could set screen filters for contact sorting. Its integration with Mail chimp isn't smooth, and contracts can't be listed alphabetically. It lacks marketing essentials. It needs a more efficient user interface.
Capsule CRM allows us to personalize our activities by scheduling easily and organizing a calendar. It helps us track info in the program and manage consumer and business data. It tracks and links milestones to success factors, making managing sales-related businesses easier.
It gives us accurate data, sales and contacts.
Nothing is negative in CRM, every thing is best.
No problems at all. The benefits it can give to the user or consumer accuracy of the data's needed.
It's a better way to manage sales, contacts and etc.
No negative comments for CRM, all of the feature are good.
The benefits of it is, it track leads close opportunity and accurate forecast.
How easy and intuitive it is to set up tracks and see workflow set out
Takes a while to set up contacts - wish I could import from email client and better still from social media connections (e.g. LinkedIn)
Keeping track of workflow for new activities
Very easy to use and any problems have been resolved quickly and efficiently by the customer service staff
I do not use all of the features but there is nothing to dislike about the ones I do use.
I use it as a customer record database - it fulfils that requirement
Simple functionality, yet has everything we need to share contacts Reminders, tasks, contacts, opportunities. Setting forward reminders by including to-do+7 in an email bcc, for example Integration with other systems is a big bonus
Sometimes used to drop connection with Gmail. but not in latest version We don't use the funnel functionality, but that's more because of the nature of our business (bespoke consultancy)
Sharing info between employees, setting follow-up calls and tasks, tracking opportunities. Integration with Gmail, Mailchimp, Xero
Using Capsule for 8 years or so. It just did what it advertised form the beginning with gradual useful additions over time. What has remained is the responsive Support when occasionally you need help. most cloud-based multi-tenant solution have very poor support. The Capsule Team is a light in the dark.
Would like to have more 2-way integration with, or even Capsule capability, for newsletter and event mailing.
Storage of all relevant B2B customer communication; our CRM of choice. Standard solution for all our team members requiring minimal internal coordination overhead.
