Capsule CRM vs Insightly in 2025

In today’s competitive business environment, customer relationship management (CRM) tools have become indispensable. Two popular CRM options, Capsule CRM and Insightly, offer distinct solutions to cater to different business needs. But how do they stack up against each other in the “capsule crm vs insightly” debate? In this blog post, we’ll scrutinize their key features, user experience, integration capabilities, pricing, and ideal users, helping you make an informed decision about which CRM is the best fit for your business.

Short Summary

• Comparing Insightly and Capsule CRM reveals unique features that cater to different user needs.
• Both provide comprehensive customer support, integration with various systems, compatibility across devices, and pricing plans for businesses of any size.
• Alternatives such as folk.app offer powerful tools at an affordable price point for teams looking for a great combination of customizability + ease-of-use

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Comparing Key Features

Capsule CRM and Insightly may both be web-based CRM systems, but they have their unique aspects that set them apart. While Capsule CRM focuses on tracking B2B and B2C leads, managing contact records, and coordinating correspondence to facilitate sales opportunities, Insightly offers a more comprehensive range of features. Both CRMs offer basic capabilities; such as contact and lead management, deal tracking, task & activity management, along with reporting. All of these services are essential when managing sales pipeline efficiently.

However, their distinctive advanced features cater to different user needs and preferences. In terms of contact management, Capsule CRM offers a more intuitive framework compared to Insightly, which can be somewhat bland with functionalities that may take some time to become accustomed to.

Capsule CRM Key Features

Capsule CRM’s key features focus on simplifying the sales process. With its sales pipelines management, it provides a comprehensive overview of sales opportunities, including upcoming tasks, status of various opportunities, estimated sales values, and other relevant details. Customizable tags offer flexibility in organizing and categorizing contacts, while social media management, such as Twitter, Facebook, and LinkedIn, helps users stay connected with their network.

Another powerful feature of Capsule CRM is email tracking, allowing users to keep a record of conversations and correspondence with contacts. This, combined with the platform’s openness to integration with other tools makes Capsule CRM a versatile and adaptable CRM solution.

That being said, it can yet be perceived as being slightly clunky as an interface by modern and advanced teams looking for powerful yet simple solutions.

Insightly Key Features

Insightly’s key features cater to businesses that require a CRM solution with more comprehensive features than Capsule CRM. Its integration with Google Apps and Office 365 enables users to synchronize contacts, calendars, emails, and files, ensuring a seamless flow of information between platforms. In addition to contact management, Insightly offers a robust project management solution with Kanban boards, graph charts, and custom fields to help businesses manage projects efficiently.

Another standout feature of Insightly is its “Kanban” pipeline view, a visual-based, intuitive pipeline management framework that enables users to freely move opportunities across different stages. This, coupled with yearly unlimited records for its users, makes Insightly a powerful CRM solution for businesses that require more advanced features and options.

It's probably more appealing to traditional businesses of 100+ employees. SMBs and startups will prefer a more lightweight system.

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User Experience and Interface

Both Capsule CRM and Insightly boast user-friendly interfaces, but like any software, they come with their own learning curves and unique aspects. When comparing capsule vs insightly, Capsule CRM has historically been regarded for its ease of use, featuring an intuitive interface that necessitates minimal training for new users. But nowadays, it appears more and more bloated when comparing it to all the modern tools we are getting used to. Insightly, while still user-friendly, has an initial adjustment period as users become familiar with the interface.

In terms of organization, Capsule CRM’s interface is divided into four sections: People, Organizations, Opportunities, and Cases, offering a clean and minimalistic layout. Insightly’s interface is structured into four primary sections as well, allowing users to navigate the platform with relative ease.

Capsule CRM User Experience

Capsule CRM’s user experience is characterized by a clean and minimalistic interface, making it easy for users to navigate and manage their contacts, tasks, and sales opportunities. The main navigation bar is composed of four sections: People, Organizations, Opportunities, and Cases, offering a straightforward layout for users to access the necessary information.

One of the advantages of Capsule CRM’s user experience is its easy-to-use dashboard, which organizes all sales opportunities for efficient management, categorized according to their respective milestones. This allows team members to monitor the entire sales process and recognize any sales opportunities that have yet to be addressed, streamlining the entire sales process.

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Insightly User Experience

Insightly’s user experience, while still user-friendly, has a learning curve as users become accustomed to the interface. The platform is structured in a vertical format, with options such as Tasks, Contacts, Organizations, Leads, Opportunities, Projects, Emails, Phone, Calendar, and Reports, providing a comprehensive view of the user’s CRM activities.

One of the highlights of Insightly’s user experience is the customization options available for the dashboard. Users can easily position each chart with a few simple drags and drops, and even share the dashboard with team members for easy monitoring. Combined with its efficient support system that guides users through all the major features upon logging in, Insightly prioritizes user experience and aims to make its platform as smooth and intuitive as possible.

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Integration and Compatibility

Capsule CRM and Insightly both offer integration with various business systems and applications, but they differ in their compatibility options. Capsule CRM integrates with a range of software and tools, including Xero, FreshBooks, Mailchimp, Transpond, Wufoo, and Google Sheets, making it a versatile CRM solution for businesses with diverse needs.

Insightly, on the other hand, provides integration with Google Apps, Office 365, and other business systems and applications, allowing users to synchronize contacts, calendars, emails, and files across platforms. In terms of compatibility, Capsule CRM is compatible with Windows, Mac, iOS, and Android devices, while Insightly is compatible with Windows, Mac, iOS, and Android devices, and web browsers.

This ensures that users can access their CRM data from a variety of devices and platforms, providing flexibility and convenience.

Capsule CRM Integration

Capsule CRM’s integration capabilities are one of its strengths. The platform integrates with 78 applications, such as Workato, Xero, Zapier, Zendesk, PandaDoc, FreshDesk, LiveChat, and other software, offering a wide range of options for users to customize their CRM experience. This flexibility allows businesses to tailor their CRM solution to their specific needs and preferences.

In addition to its extensive list of integrations, Capsule CRM also provides a RESTful API for developers to create custom extensions or integrate Capsule with other programs. This openness to integration makes Capsule CRM a versatile and adaptable CRM solution catering to the unique requirements of different businesses.

Insightly Integration

Insightly’s integration capabilities also stand out, offering compatibility with Google Apps, Office 365, and various other business systems and applications via its HTTP REST API. This enables users to synchronize contacts, calendars, emails, and files between platforms, ensuring seamless communication and organization.

In addition to its integration with popular platforms like Google Apps and Office 365, Insightly also offers compatibility with mobile systems such as Android, Kindle, and iOS, allowing users to access their CRM data on-the-go. This ensures that businesses can manage their customer relationships from virtually anywhere, providing flexibility and convenience in today’s fast-paced business environment.

Customer Support and Resources

When it comes to customer support and resources, both Capsule CRM and Insightly provide assistance, but their offerings differ. Capsule CRM has a customer support team that can be contacted through their website, while Insightly’s support team can be contacted through their website, email, or phone. Additionally, they both have help centers with support documentation, with Insightly also offering a community forum for users to share their experiences and solutions.

Having comprehensive customer support and resources is crucial for any CRM solution, as it ensures that users can efficiently troubleshoot issues and optimize their CRM experience. Let’s take a closer look at the support offerings of each platform.

Capsule CRM Support

Capsule CRM provides customer support through a messaging system, support documentation, and an email address for inquiries. The messaging system allows customers to contact the support team directly, ensuring that their concerns are addressed promptly and efficiently.

In addition to its messaging system, Capsule CRM offers a comprehensive knowledge base with detailed instructions and tutorials to ensure customers can optimally utilize the product. This combination of support resources enables users to quickly resolve issues and make the most of their Capsule CRM experience.

Insightly Support

Insightly’s customer support offerings include priority email and phone support for Success Plan users, as well as email support for all users. In addition to these support channels, Insightly offers Premier Support and Success Plan for personalized support tailored to a company’s specific needs.

To supplement its direct customer support, Insightly provides a knowledge base, webinars, and video tutorials to help users make the most of their CRM experience. These resources ensure that users have access to a wealth of information and guidance, enabling them to optimize their CRM usage and troubleshoot any issues that may arise.

Ideal Users and Business Size

Capsule CRM and Insightly cater to different users and business sizes, with some overlap in their target markets. Both CRM solutions are tailored to small to medium-sized businesses, but they have unique features that make them more suitable for different industries and use cases.

Understanding the ideal users and business sizes for each CRM can help you determine which solution is best suited for your organization. Let’s delve into the specific user profiles for Capsule CRM and Insightly.

Capsule CRM Ideal Users

Capsule CRM is well-suited for small to medium-sized businesses, sole proprietors, and contractors in various industries who desire an uncomplicated and user-friendly CRM system to manage their business relationships. Its intuitive interface and straightforward features make it an ideal choice for businesses looking for a simple CRM solution to help manage their contacts, tasks, and sales opportunities.

Whether you’re a startup, a contractor in the building industry, or a small business owner in another trade, Capsule CRM’s user-friendly design and focus on simplicity make it a great fit for your CRM needs.

Insightly Ideal Users

Insightly is an ideal CRM solution for small to medium-sized businesses, freelancers, and entrepreneurs who require a comprehensive system for managing customer relationships. It offers a more extensive range of features than Capsule CRM, making it suitable for businesses that need a CRM for more than just sales activities.

Some ideal users for Insightly include teams that are expanding and require a project management system to keep up with their growth, teams that need a CRM for more than just sales activities, and sales teams that need to execute bulk marketing campaigns and benefit from a bulk email solution.

If your business falls into one of these categories, Insightly may be the perfect customer relationship management (CRM) solution for you.

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Pricing and Plans

Capsule CRM and Insightly offer various pricing plans to accommodate different business needs and budgets. Both CRM solutions provide free options and tiered plans, allowing companies to choose the plan that best fits their requirements and financial constraints.

Understanding the pricing plans and features included in each plan can help you determine which CRM solution offers the best value for your business. Let’s take a closer look at the pricing plans for Capsule CRM and Insightly.

Capsule CRM Pricing

Capsule CRM pricing starts with a free plan for up to 2 users, offering 10MB storage and 250 contacts. For businesses that require more features and storage, Capsule CRM offers tiered plans starting at $18/month per user for the Professional plan. This plan includes 10GB storage per user and up to 50,000 contacts.

For businesses with more extensive needs, Capsule CRM provides a more expensive plan that offers additional features and storage. By offering a variety of pricing plans, Capsule CRM ensures that businesses of all sizes and budgets can find a suitable CRM solution.

Insightly Pricing

Like Capsule CRM. Insightly pricing includes a free plan for up to 2 users, providing basic features such as contact and task management, email integration, and basic reporting. For businesses requiring more capabilities, Insightly offers tiered plans starting at $29/month for 5 users.

The Plus plan includes features such as custom fields, project management, and advanced reporting, while more expensive Professional and Enterprise plans offer additional features like custom branding, workflow automation, and API access. With a range of pricing plans, Insightly caters to businesses of various sizes and budgets, ensuring a suitable CRM solution for all.

Alternatives to Capsule CRM and Insightly: folk.app

If you're having trouble choosing between Capsule CRM and Insightly, you may want to consider trying an alternative CRM solution like folk.App. This lightweight and customizable CRM leverages AI to help you organize contacts into groups and offers a user-friendly platform with powerful tools and integration capabilities.

Folk.app offers a free plan for up to 100 contacts in a personal CRM, with additional seats priced at $19 per month. With its blend of simplicity and advanced features, folk.app may be the perfect CRM solution for businesses seeking a balance between ease of use and functionality.

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One of the best things about Folk.app is its library of templates, which users can use to adapt the CRM to their use case and needs quickly.

Folk CRM's contact management system is designed to be straightforward, allowing users to add and manage their contacts quickly. With just one click, all contact information, including emails, calendars, and contacts, can flow into a centralized system.

The platform also offers a powerful chrome extension that allows you to bring in contacts from any website and update it in one click. This chrome extension works on LinkedIn, Sales Navigator, Twitter, Gmail, Instagram, Tiktok, among others.

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Folk CRM offers a powerful mail merge system directly in the software. It helps small businesses do email marketing and CRM all in one tool. This mail merge software draws directly from the data stored in the CRM to write ultra-personalized emails to leads, prospects, or any other type of contact. Folk CRM also provides readymade email templates that you can use and save directly in the tool.

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Pricing and plans

You can try folk for free with a 14 day free trial. After that, a monthly or annual subscription plan is as follows.

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

Summary

In conclusion, both Capsule CRM and Insightly provide valuable CRM solutions for businesses of various sizes and industries. While Capsule CRM focuses on simplicity and ease of use, Insightly offers a more comprehensive range of features and project management capabilities. Ultimately, the choice between Capsule CRM and Insightly depends on your specific business needs, preferences, and budget.

By understanding the differences between these two CRM solutions, you can make an informed decision about which platform will best serve your business. Whether you’re drawn to the user-friendly interface of Capsule CRM or the extensive feature set of Insightly, both CRM tools can help you manage customer relationships and drive your business forward.

Frequently Asked Questions

What is Insightly best for?

Insightly is an excellent CRM tool for real estate, startups, and sales operations teams, helping to streamline sales processes and foster customer relationships. It provides a single source of truth for your organization with features like lead and contact management, and project coordination across teams.

Insightly helps to keep track of customer interactions, manage tasks, and collaborate with team members. It also offers powerful reporting and analytics capabilities to help you measure performance and identify areas for improvement. With its intuitive user interface, Insightly is a powerful tool.

Who owns Capsule CRM?

Zestia Limited, a private limited company registered in England, owns Capsule CRM.

What are the main differences between Capsule CRM and Insightly?

Capsule CRM is focused on providing a simple and easy-to-use experience, while Insightly offers a more comprehensive set of features with advanced project management capabilities.

Are Capsule CRM and Insightly suitable for small businesses?

Yes, Capsule CRM and Insightly are suitable for small businesses due to their tailored features, scalability and different industry use cases.

Do Capsule CRM and Insightly offer free plans?

Yes, Capsule CRM and Insightly both offer free plans for up to 2 users, with tiered options for additional features and storage.

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