Best free CRM for small business

As a small business, managing customer relationships, tracking sales, and staying organized is key to your growth and success. However, finding the right tools to manage these tasks without breaking the bank can be challenging. A lightweight Customer Relationship Management (CRM) system can help you streamline your processes by organizing contacts, automating follow-ups, and providing valuable insights—all without the hefty price tag.
In this blog post, we’ll explore the best CRM options for small businesses like yours, highlighting tools that offer powerful features to help you stay organized and drive growth, all at no cost.

Why you need a CRM

Having the right CRM in your tech stack can be game-changing for a busy team. You'll be able to say good bye to context switching, lost passwords, and notes everywhere. And hello to everything in one place.

Challenges without a CRM

Managing a small business without a CRM can lead to several challenges. Here are some common issues.

• Disorganization: Without a centralized system, important customer information can be scattered across spreadsheets, emails, and notes.
• Missed opportunities: Lack of proper tracking can result in missed follow-ups and lost sales opportunities.
• Inefficient processes: Manual data entry and fragmented systems can slow down operations and reduce productivity.
• Lack of insight: Difficulty in analyzing customer data can hinder strategic decision-making and growth.
• Inconsistent communication: Without a unified platform, maintaining consistent and timely communication with customers can be challenging.

Benefits of a CRM

Fortunately the right CRM can help you address these challenges and provide some extra benefits.

• Centralized information: All customer data is stored in one place, making it easily accessible and manageable.
• Enhanced efficiency: Automation of repetitive tasks frees up time for more strategic activities.
• Improved customer relationships: Better tracking and understanding of customer interactions lead to personalized and effective communication.
• Better decision-making: Access to comprehensive data analytics helps in making informed business decisions.
• Increased sales: Streamlined processes and better lead management contribute to higher conversion rates.
• Consistent communication: A CRM ensures that all customer communications are timely, relevant, and consistent.
  

How to evaluate and choose a CRM

With a lot of CRMs on the market to choose from, it can be hard to figure out which one matches your requirements best. To help you out with your decision making process, we suggest keeping these four things front of mind.

1. Define your requirements

Before diving into the sea of CRM options, it's essential to identify the key features your small business needs. Consider whether you need basic contact management, sales tracking, email integration, or advanced analytics. For small businesses, features like easy-to-use interfaces, mobile accessibility, and integration with existing tools can be game-changers. Make a list of must-have features and nice-to-have features to guide your search.

Key features of a CRM for small business

• Automated processes: Streamlines tasks by automating repetitive workflows.
• Contact enrichment: Automatically finds Leads, Customers, Investors email addresses and contact information, enhancing efficiency.
• Structured pipeline: Tracks Leads, Customers, Investors through defined stages, ensuring process clarity and effectiveness.
• Mail merge and email sequences: Increases communication efficiency with follow-up templates and automated sequences.
• LinkedIn connection: Seamlessly imports Leads, Customers, Investors from LinkedIn and tracks conversations within the CRM.
• Analytics: Provides essential data analysis and predictive insights for better planning.

2. Budget considerations

While many CRMs offer free versions, it's crucial to balance cost with return on investment. Free CRMs often come with limitations, such as a cap on the number of users or features. Evaluate whether the free version meets your needs or if a low-cost upgrade would be more beneficial in the long run. Remember, a CRM that saves time and improves customer relationships can quickly pay for itself.

3. Selection process

Choosing the right CRM vendor involves thorough research. Start by reading reviews on G2 and testimonials from other small businesses. Look for vendors that specialize in solutions for small teams or startups. Check for responsive customer support, as this can be invaluable when you're getting started. Shortlist a few vendors that align with your requirements and budget.

4. Get a demo

Once you have a shortlist, take advantage of free trials to test each CRM. Pay attention to the user experience, ease of setup, and how well it integrates with your existing tools. Compare the performance and features of each option against your list of requirements. Involve your team in the evaluation process to ensure the chosen CRM will be user-friendly and beneficial for everyone. After thorough testing, make an informed decision that will support your small business's growth and efficiency. Get started with a demo of folk here.

3 tips for implementing a CRM

At this stage, it's all about getting familiar with your brand new CRM in the shortest amount of time possible. To help you make the most of your first few weeks with it, we suggest ticking off these three things as soon as possible.

1. Import your data in your new CRM

Transitioning to a new CRM can be seamless if you start by importing your existing data. Most CRMs allow data import via CSV files. This way, you won't have to worry about adding contact information manually which can be time consuming.

2. Create your first pipeline

Setting up your first pipeline is essential for managing your sales process efficiently. Tailor the pipeline stages to reflect your small business's workflow, such as 'Lead Generation,' 'Initial Contact,' 'Proposal Sent,' 'Negotiation,' and 'Closed Deal.' This customization ensures that your CRM aligns with your business operations, making it easier to track progress and identify areas for improvement.

3. Onboard your team

To maximize the benefits of your new CRM, it's important to onboard your team effectively. Provide training sessions to help them understand how to use the CRM's features and integrate it into their daily routines. Encourage them to explore the CRM and ask questions to ensure they are comfortable and confident in using the system. A well-trained team can significantly enhance your business's efficiency and customer relationship management.

The 5 best CRMs for small business

1. folk

folk is a modern CRM platform for managing contacts, workflows, and relationships, offering customizable pipelines, AI-driven tools, and integrations to enhance deal management and prospecting.

Key features

• Contact enrichment: Automatically enriches contact details by finding emails and LinkedIn URLs, enabling efficient outreach without manual data entry or additional costs for email services.
• LinkedIn integration: Seamlessly import contacts from LinkedIn and Sales Navigator to bring your contacts within folk, and use templates for quicker, streamlined communication.
• Email integration: Full email sync compatible with both Gmail and Outlook, with access to templates, and tracking features, enabling users to manage all communications directly from the CRM.
• AI-powered features: AI tools assist in managing contacts and relationships, automating routine tasks, and suggesting actions to improve productivity.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Pros

• Ease of use: folk is praised for its intuitive interface, making it accessible even to non-technical users with quick onboarding and a minimal learning curve.
• All-in-one: folk streamlines your workflow by allowing you to import contacts from LinkedIn, automatically find their emails, reach out through customizable email sequences, and track interactions in a pipeline, eliminating the need for multiple tools and saving time and money.
• LinkedIn integration: Seamlessly import contacts from LinkedIn, track conversations within folk, and use templates for quicker, streamlined communication.
• Customizability: Custom fields, pipelines, and workflows.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Cons

• Reporting: Currently lacks reporting features, but there are plans for future implementation.
  

Price and plans

You can try folk for free with a 14-day free trial. After that, there are a few affordable monthly or annual subscription plans which are as follows.

• Standard: $20 per user, per month.
• Premium: $40 per user, per month.
• Custom: Starts from $60 per user, per month.

2. HubSpot

HubSpot CRM is a user-friendly, scalable platform offering integrated tools for managing sales, marketing, customer service, and operations efficiently.

Key features

• Marketing hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, ideal for capturing and nurturing Leads.
• Sales hub: Provides deal tracking, pipeline management, sales automation, and reporting, essential for converting Leads into Customers.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases to ensure ongoing Customer satisfaction.
• Lead scoring: Prioritize Leads with predictive scoring to improve sales efficiency and focus on high-potential opportunities.
• Automation capabilities: Automate repetitive tasks, such as follow-up emails and lead nurturing, to save time and streamline operations.

Pros

• User-friendly interface: HubSpot is known for its intuitive and easy-to-use interface, making it accessible for users of all skill levels.
• Comprehensive free plan: Offers a robust free version that includes essential CRM features, making it ideal for small businesses and startups.
• Seamless integration with Marketing Tools: HubSpot integrates smoothly with its marketing, sales, and service hubs, creating a unified platform for inbound marketing and customer management.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing, lead nurturing, and sales workflows, helping businesses save time and improve efficiency.
• Extensive learning resources: HubSpot Academy offers a wealth of free courses, certifications, and resources to help users get the most out of the platform.

Cons

• High cost at higher tiers: HubSpot’s pricing can become expensive as you move to higher tiers, which may be prohibitive for small businesses as they scale.
• Limited customization in free plan: The free plan and lower tiers have limited customization options, which can restrict flexibility for growing businesses.
• Complexity in advanced features: Some advanced features, such as custom reporting and workflows, have a steep learning curve and may require additional training.
• Email marketing limits: Email marketing functionality in the free plan is restricted by limits on the number of emails you can send, which can be a drawback for businesses with larger lists.
• Additional costs for add-ons: Many useful features, like advanced CRM capabilities and integrations, come as paid add-ons, increasing the overall cost.

Price and plans

HubSpot has a free forever plan, but if you're after more features there are a few plans available. The following is based on their CRM suite.

• Starter: $15 per user, per month.
• Professional: $450 per user, per month.
• Enterprise: $1,500 per user, per month.
  

3. Zoho

Zoho is a CRM system with a strong sales focus. It has journey orchestration, sales process management, and workflow automation features. There's also something for marketing teams, including event management and customer segmentation.

Key features

• Sales automation: Automates sales tasks like lead management, deal tracking, and follow-up actions, helping small businesses streamline their sales processes.
• Lead and contact management: Manages customer information, tracks interactions, and segments contacts for targeted campaigns, making it easier to handle leads, customers, and investors.
• Customizable dashboards and reports: Allows users to create and customize dashboards and reports for in-depth analytics, providing valuable insights into business performance.
• Multi-channel communication: Integrates with email, phone, social media, and live chat to manage customer interactions, ensuring no lead or customer query is missed.
• Workflow automation: Automates routine tasks and processes to improve efficiency and reduce manual effort, allowing small business owners to focus on growth.

Pros

• Affordability: Zoho CRM offers competitive pricing with various tiers, making it accessible to small businesses and startups.
• Customization: Extensive customization options allow businesses to tailor the CRM to their specific needs, including custom fields, modules, and workflows.
• Integration with Zoho suite: Seamless integration with other Zoho products creates a comprehensive ecosystem for managing different business functions.
• Multi-channel communication: Zoho CRM supports email, phone, social media, and live chat, enabling businesses to manage all customer interactions from a single platform.
• Free tier: Zoho CRM offers a free plan with basic features, making it accessible to startups and small businesses with limited budgets.

Cons

• Steep learning curve: The extensive customization options can be overwhelming for new users, requiring a significant time investment to master the platform.
• Complex setup: Initial setup and configuration can be complex, particularly for businesses without technical expertise or dedicated IT resources.
• Limited third-party integrations: While Zoho integrates well with its own suite of products, integration with third-party applications can be limited or require additional effort.
• Feature limitations in lower tiers: The lower-priced plans may lack advanced features, pushing users to upgrade to more expensive tiers for essential functionality.
• Data migration challenges: Migrating data from other CRMs to Zoho can be difficult and time-consuming, often requiring manual adjustments.
  

Price and plans

Zoho's free plan limited to three users. After that, more features and seats are available on an annual subscription plan as follows.

• Standard: $20 per user, per month.
• Professional: $35 per user, per month.
• Enterprise: $50 per user, per month.

4. Less Annoying CRM

Less Annoying CRM is a customer relationship management (CRM) software designed to be simple. It focuses on simplicity and ease of use, providing a straightforward platform for managing contacts, tracking leads, and staying organized.

Key features

• Unlimited contacts and companies: Manage an extensive list of leads, customers, and investors without any limitations.
• Unlimited pipelines: Track multiple sales processes simultaneously, tailored to your small business needs.
• Email logging: Keep all email communications with leads, customers, and investors organized and easily accessible.
• Task management: Stay on top of your to-dos with integrated task management, ensuring nothing falls through the cracks.
• Mobile access: Access your CRM data on the go, ensuring you can manage your business from anywhere.

Pros

• User-friendly interface: Easy to navigate, perfect for small business owners with limited CRM experience.
• Affordable pricing: At $15 per user per month, it's budget-friendly for small businesses.
• Cloud-based access: Access your CRM from any device with an internet connection, ideal for remote work.
• Excellent customer support: Responsive and helpful support team to assist with any issues.
• Free trial: A 30-day free trial allows you to test all features before committing financially.

Cons

• Limited advanced features: Lacks advanced tools like marketing automation and in-depth analytics, which may be necessary for larger businesses.
• No native mobile app: Accessible via mobile browsers but lacks a dedicated app for streamlined mobile use.
• Basic reporting capabilities: Reporting features are simple and may not suffice for detailed analytics needs.
• Limited integrations: Fewer third-party app integrations compared to competitors, which could limit functionality for some businesses.
• Customization constraints: Limited options for customization, which might not meet the needs of businesses requiring highly tailored workflows.
  

Price and plans

Less Annoying CRM only has one type of price plan available.

• $15 per user, per month.

5. Pipedrive

Pipedrive is a web-based CRM for small businesses, offering lead management, automation, email integration, and customizable pipelines to optimize sales.

Key features

• Lead and deal management: Centralized tools to manage customer data, interactions, and sales pipelines, helping small businesses act quickly on opportunities.
• Sales automation: Workflow automation to handle repetitive tasks such as lead routing, follow-ups, and email sequences, allowing teams to focus on closing deals.
• Email integration: Full email sync, templates, and tracking features, enabling users to manage all communications directly from the CRM.
• Advanced reporting and analytics: Real-time data analytics and custom reporting tools to track sales performance, forecast revenue, and gain actionable insights.
• Customization and security: Options to customize pipelines, fields, and user permissions, with robust security measures to protect data.

Pros

• User-friendly interface: The intuitive and visually appealing interface makes it easy for small business owners to navigate and manage their contacts.
• Sales pipeline focus: Designed for managing sales pipelines, offering a visual approach that helps track deals and activities effectively.
• Customization: High degree of customization, enabling users to tailor the platform to their specific processes with custom fields and workflows.
• Affordability: Competitive pricing makes it accessible to small businesses without sacrificing essential CRM features.
• Automation features: Includes automation tools that help streamline repetitive tasks, saving time and boosting productivity.

Cons

• Limited advanced features: Lacks some advanced CRM features like extensive marketing automation and AI capabilities.
• Basic reporting in lower tiers: Reporting and analytics features in the basic plans are somewhat limited, requiring upgrades for more in-depth insights.
• Price increases with add-ons: Costs can increase quickly when additional features or integrations are added, making it less cost-effective for growing businesses.
  

Price and plans

Pipedrive's annual subscription plan basis is as follows.

• Essential plan: Starts from $24 per user, per month.
• Advanced plan: Starts from $44 per user, per month.
• Power plan: Starts from $79 per user, per month.
• Enterprise plan: Starts from $129 per user, per month.

Conclusion

Choosing the right CRM for your small business can significantly enhance your efficiency, improve customer relationships, and drive growth. Each CRM discussed in this article offers unique features and benefits tailored to different business needs and budgets. Whether you prioritize ease of use, advanced features, or affordability, there is a free CRM solution out there to help you manage your business more effectively. For a modern, all-in-one CRM experience, we recommend giving folk a try. Try folk for free here now.

Need a helping hand? Use our free tool to find your perfect CRM match.

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Frequently Asked Questions

What do small businesses looking for cost-effective customer relationship management solutions use as a CRM?

Small businesses often turn to free or low-cost CRM solutions like folk, Hubspot, Zoho, Less Annoying CRM, and Pipedrive. These platforms offer various features tailored to the needs of small businesses, allowing them to manage customer relationships effectively without breaking the bank.

Do I need a CRM?

Yes, depending on the complexity of your process. A CRM can help streamline operations, improve customer relationships, and drive growth by centralizing customer data, automating tasks, and providing valuable insights.

How much does a CRM cost?

CRM costs can vary widely. Basic plans can start as low as $15 per user per month, while more advanced plans can go up to $129 per user per month or more, depending on the features and scalability required.

Does folk’s CRM respond to small business needs?

Yes, folk’s CRM is well-suited for small businesses. It offers ease of use with an intuitive interface, all-in-one functionality that integrates LinkedIn and email, and customizable pipelines and workflows. These features make it accessible, efficient, and effective for managing customer relationships and streamlining business processes.