Capsule CRM
A simple, affordable CRM for small and growing businesses that combines contacts, sales pipelines and lightweight project boards, with a free plan and per-user paid tiers.
- Free plan
- Free trial
- Per-seat pricing
- Cloud
- AI features
- Vendor-sourced
- Verified 23 Oct 2026Sources are dated on this profile
- 6 sourcesLinked, typed and dated
- Vendor and official documentationHow this profile was compiled
- Not an endorsementStack18 has not tested this product
What is Capsule CRM?
Capsule CRM is a cloud CRM from UK company Zestia Ltd that manages contacts, sales pipelines, tasks and project boards. It has a free plan for up to two users and 250 contacts, and four paid per-user plans (Starter, Growth, Advanced and Ultimate) that raise contact limits and unlock workflow automation, reporting dashboards and AI tools. Every paid plan starts with a 14-day free trial that needs no card.
- Best forFreelancers and small teams that want a simple CRM with a free starting plan
- Team size fitSmall teams, Mid-size teams
- PricingFree for up to 2 users and 250 contacts. Reported monthly-billing prices per user: Starter $21, Growth $38, Advanced $60, Ultimate $75; up to 18% off with annual billing. 14-day trial, no card required. Free plan available.
- Main limitationWorkflow automation, multiple pipelines, email sync, access controls and dashboards require the Growth plan or above.
- AlternativesPipedrive, Less Annoying CRM, Nutshell, HubSpot, Zoho CRM
Capsule CRM overview: who it is for and what it does.
Capsule positions itself as a straightforward CRM for businesses that want clarity over complexity: freelancers, consultants, professional services firms, agencies, construction and manufacturing companies and growing sales teams. Contacts and organisations sit alongside opportunities in a drag-and-drop sales pipeline, tasks and a calendar, and project boards that let a team deliver work after a deal closes. Independent reviewers such as TechRadar describe it as competitively priced and easy to use, with simplicity and integrations as its main appeal and some advanced features missing.
The plans scale mainly by capacity. Contact limits rise from 250 on Free to 30,000 on Starter, 60,000 on Growth, 120,000 on Advanced and 240,000 on Ultimate, and custom fields, pipelines and project boards grow in step. Growth is the plan that unlocks workflow automation, multiple pipelines, email sync, team access controls, reporting dashboards and the larger set of AI tools: summaries, contact and business enrichment and a beta meeting-prep brief. Advanced mostly raises quotas, up to 50 pipelines, 50 project boards and 50 teams, while Ultimate adds a dedicated customer success manager for larger teams.
Capsule is sold per user per month and is available in US dollars, pounds and euros. The vendor advertises annual-billing savings of up to 18 percent and a separate Marketing add-on, built on its sister product Transpond, from $11 per month for email campaigns, social posts and customer conversations. Because email marketing, advanced reporting and workflow automation sit behind the Growth plan or an add-on, teams should map the features they need to a plan before comparing headline prices with other CRMs.
Main problem it solves
Gives small businesses a clean place to manage contacts, sales opportunities, tasks and follow-up projects, with a free starting point and predictable per-user pricing instead of a heavyweight CRM rollout.
Typical customer segment
Freelancers, small and medium businesses, professional services firms, agencies and growing sales teams that want an easy, low-cost CRM.
Target users
- Founders and solo operators who need a simple address book with a sales pipeline
- Small sales teams that want shared contacts, tasks and pipeline visibility
- Service businesses that track both sales opportunities and delivery projects
- Teams that rely on accounting, email and workspace integrations to keep data in sync
Primary use cases
- Contact and organisation management
- Sales pipeline and opportunity tracking
- Task and calendar management
- Lightweight project and onboarding boards
- Workflow automation for follow-up
- Email templates and shared mailboxes
- AI summaries and contact enrichment
What makes it distinct
- A permanent free plan that still includes a pipeline, opportunities and projects
- Sales pipelines and project boards in one product, rather than a separate project tool
- Contact capacity that scales to 240,000 records without moving to an enterprise CRM
- AI tools (summaries, enrichment, pipeline generator) bundled into paid plans
Capsule CRM features explained.
Contacts, pipelines and projects
- Contacts, organisations and custom fields
- Contact limits are 250 on Free, 30,000 on Starter, 60,000 on Growth, 120,000 on Advanced and 240,000 on Ultimate, with custom fields rising from 5 on Free to 50, 150 and 300 on the paid tiers.
- Sales pipelines and opportunities
- Opportunities move through drag-and-drop pipeline stages. Free includes one pipeline, Growth adds multiple pipelines and Advanced allows up to 50.
- Project boards
- Project boards track delivery work after a sale. Multiple boards start on Growth and Advanced allows up to 50, according to Capsule and third-party plan summaries.
- Tasks, calendar and goals
- Tasks and a calendar organise the working day, and Starter and above add goals to track objectives around opportunities, tasks and activities.
Automation, reporting and AI
- Workflow automation
- Growth, Advanced and Ultimate plans can automate repeatable sales processes through tasks, email notifications and stage changes in pipelines and project boards.
- Reporting and dashboards
- Free offers a sales dashboard and filtered lists, Starter adds basic reporting and user activity reports, and Growth adds advanced sales reports, dashboards and a Looker Studio connector.
- AI content, summaries and enrichment
- Starter includes an AI pipeline generator and 10 AI content assists per month. Growth raises this to 1,000 assists and adds AI summaries, contact and business enrichment and a beta AI meeting-prep brief.
- Capsule MCP (early access)
- Capsule's site invites users to join early access to Capsule MCP, which is aimed at letting AI assistants query CRM data.
Email, access control and add-ons
- Email templates and shared mailboxes
- Starter allows 5 reusable email templates and a shared mailbox. Growth allows 50 templates, and Advanced allows 500 templates and 5 shared outboxes.
- Email sync
- Email sync, which logs messages against contacts automatically, is listed from the Growth plan.
- Teams and access controls
- Growth adds record ownership, teams and access controls so sales and marketing staff can see different records, and Advanced allows up to 50 teams.
- Marketing add-on (Transpond)
- An optional add-on, from $11 per month, adds an email campaign builder, social campaigns and customer conversations to the CRM.
Capsule CRM pricing and plans.
Figures reported consistently by independent sources; vendor page not reviewed directly. Checked 23 Oct 2026 against Capterra · Hackceleration.
Pricing model
Per user per month by plan (Free, Starter, Growth, Advanced, Ultimate), with annual billing discounts of up to 18 percent and an optional Marketing add-on. Shown in USD, GBP or EUR.
Free plan
Yes
Free trial
Yes
Capsule CRM plans and prices (USD)
Free
$0 for up to 2 users
Not applicable
250 contacts, 5 custom fields, 1 sales pipeline, opportunities, projects, custom sales milestones and limited reporting.
Starter
Reported $21 per user per month billed monthly (about $18 on annual billing)
Annual or monthly
30,000 contacts, 50 custom fields, email templates, shared mailbox, basic reporting, premium integrations, goals and the AI pipeline generator.
Growth
Reported $38 per user per month billed monthly (about $36 on annual billing)
Annual or monthly
60,000 contacts, workflow automation, multiple pipelines and project boards, email sync, team and access controls, dashboards and enhanced AI tools.
Advanced
Reported $60 per user per month
Annual or monthly
120,000 contacts, up to 50 sales pipelines, 50 project boards and 50 teams, with higher quotas for fields, templates and shared outboxes.
Ultimate
Reported $75 per user per month; sales-assisted
Annual or monthly
240,000 contacts and a dedicated customer success manager and custom training. Capsule recommends it for teams of five or more users.
Capsule's own pricing page loads the dollar amounts dynamically, so the per-user figures here come from two independent price listings (Capterra and Hackceleration) and may differ by currency, region and billing term. Capsule confirms the plan structure, the free plan limits, the 14-day trial and annual savings of up to 18 percent. Some trackers quote annual-equivalent prices of about $18, $36 and $54-60 per user for the first three paid plans. The Marketing add-on is billed separately from $11 per month.
Prices change. Confirm current plans and terms on the vendor's site before you decide.
Visit official website (external) ↗See alternativesCapsule CRM integrations, API and platforms.
Important integrations
- QuickBooks Online and Xero accounting
- Google Workspace, Gmail and Looker Studio
- Microsoft 365 and Outlook
- Mailchimp and Zapier
- Zendesk
- Transpond marketing add-on
Supported platforms
- Web
- iOS app
- Android app
API
A developer API is published at developer.capsulecrm.com, and Capsule lists Zapier as a way to connect further apps.
Data import and export
Capsule documents data import and migration from other CRMs in its support centre.
Premium integrations such as Xero, Zendesk and Import2 are listed from the Starter plan, and the Free plan includes only some integrations. Individual integrations were not tested. G2 reviewers raise integration gaps with some tools, including Microsoft Teams and marketing platforms.
Balanced and sourced.
Each point cites a source. Editorial summaries are not customer reviews.
Strengths
- A permanent free plan with a sales pipeline, opportunities and projects gives very small teams a real starting point. [2]
- Reviewers describe it as competitively priced and easy to use, with good integration options. [5]
- Pipelines and project boards live in one product, so work can continue after a deal is won. [1]
- Paid plans bundle AI tools such as summaries, contact enrichment and a pipeline generator, with larger AI allowances on Growth. [1]
- Native iOS and Android apps and a 14-day trial without a card make it easy to evaluate. [1]
Limitations
- Workflow automation, multiple pipelines, email sync, access controls and dashboards require the Growth plan or above. [2]
- The Free plan is capped at two users and 250 contacts, with no automation and limited reporting. [2]
- Independent reviewers note limited advanced reporting and automation compared with larger CRM suites. [5]
- Email marketing needs the separately priced Marketing add-on, and marketing integrations are limited. [6]
- Published list prices differ between sources and the vendor page loads amounts dynamically, so confirm the current price in the sign-up flow. [3]
Best for
- Freelancers and small teams that want a simple CRM with a free starting plan
- Service businesses that run sales and delivery projects in one tool
- Teams that rely on accounting and Google Workspace or Microsoft 365 integrations
May be less suited to
- Organisations that need advanced forecasting, territory management or deep enterprise controls
- Teams that want built-in, full-featured marketing automation without an add-on
Alternatives to Capsule CRM.
Pipedrive
A pipeline-focused sales CRM sold per seat in four plans (Lite, Growth, Premium and Ultimate), with…
Explore →Related productLess Annoying CRM
A simple small-business CRM sold at one flat $15 per user per month, with unlimited contacts, pipelines and…
Explore →Related productNutshell
A small-business CRM with five per-user tiers, unlimited contacts and optional marketing and engagement…
Explore →Related productHubSpot
A customer platform built around Smart CRM, with Sales, Marketing, Service and other Hubs and a free entry…
Explore →Related productZoho CRM
A per-user CRM from Zoho with a free edition for three users and four paid editions that add automation, AI…
Explore →Capsule CRM compared with similar crm software.
Summaries come from each profile. This is a side-by-side aid, not a ranking.
| Product | Pricing model | Free plan | Customisation | Automation | AI features |
|---|---|---|---|---|---|
| Capsule CRM | Per user by plan; optional Marketing add-on | Yes (2 users, 250 contacts) | Custom fields, milestones and task types; quotas rise by plan | Workflow automation from Growth | AI pipeline generator, summaries and enrichment |
| Agile CRM | Per user by plan; discounts for longer terms | Yes (10 users, 1,000 contacts) | Plugins and API limits by plan | 1, 5, 10 and unlimited rules by plan | None documented |
| Attio | Per seat by plan; AI and workflow usage on credits | Yes, up to 3 seats | Custom objects and relationship attributes | Workflows on credits; sequences from Pro | Ask Attio, agents and call recording |
| Bigin by Zoho CRM | Per user by plan; record limits by plan | Yes (1 user, 500 records) | Tiered custom fields per module (10, 25, 50) | Workflow rules per module by plan | Writing assistant and summaries from Premier |
| Bitrix24 | Flat price per organisation with user cap | Yes (1 to 2 users) | Custom fields, pipelines and workflows | Workflow automation from Professional | AI-powered sales (Professional) |
| Close CRM | Per user by plan; usage-based calling and AI extras | No free plan; trial available | Custom activities and API on higher plans | Workflows from Growth | Chloe AI agent and AI credits on every plan |
Capsule CRM head-to-head.
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Join the discussion.
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Capsule CRM questions and answers
What is Capsule CRM used for?
Capsule CRM is used to manage contacts and organisations, track sales opportunities in pipelines, schedule tasks and run project boards. It is aimed at small and growing businesses such as consultants, agencies, professional services and construction firms.
How much does Capsule CRM cost?
Capsule has a free plan for up to two users. Paid plans are priced per user per month: independent listings report $21 for Starter, $38 for Growth, $60 for Advanced and $75 for Ultimate on monthly billing, with annual billing saving up to 18 percent according to Capsule. Confirm current prices in your region and currency on the sign-up page.
Does Capsule CRM have a free plan?
Yes. The Free plan supports up to 2 users, 250 contacts, 5 custom fields and one sales pipeline, and includes opportunities and projects. It does not include workflow automation or advanced reporting.
Does Capsule CRM have a free trial?
Yes. Capsule offers a free 14-day trial on its paid plans with no card required.
What is the difference between Capsule Starter and Growth?
Growth adds workflow automation, multiple sales pipelines and project boards, email sync, team and access controls, reporting dashboards and larger AI allowances, and raises the contact limit from 30,000 to 60,000.
Does Capsule CRM have AI features?
Yes. Paid plans include an AI pipeline generator and AI content assists, and Growth and above add AI summaries, contact and business enrichment and a beta meeting-prep brief. Capsule is also running early access for Capsule MCP.
Does Capsule CRM have a mobile app?
Yes. Capsule offers iOS and Android apps in addition to the web application.
Does Capsule CRM include email marketing?
Not in the core CRM. Email campaigns, social posts and conversations come from the Marketing add-on (Transpond), which Capsule lists from $11 per month, while the CRM itself offers email templates, shared mailboxes and integrations with tools such as Mailchimp.
What integrations does Capsule CRM support?
Documented integrations and ecosystem items include QuickBooks Online and Xero accounting, Google Workspace, Gmail and Looker Studio, Microsoft 365 and Outlook, Mailchimp and Zapier, WhatsApp, Zendesk, Transpond marketing add-on. API details: A developer API is published at developer.capsulecrm.com, and Capsule lists Zapier as a way to connect further apps.
What are the limitations of Capsule CRM?
Workflow automation, multiple pipelines, email sync, access controls and dashboards require the Growth plan or above. The Free plan is capped at two users and 250 contacts, with no automation and limited reporting. Independent reviewers note limited advanced reporting and automation compared with larger CRM suites.
Which platforms does Capsule CRM run on?
Capsule CRM is documented as available on: Web, iOS app, Android app.
When was the Capsule CRM profile last verified?
Sources for this profile were last reviewed on 23 Oct 2026. 6 sources are listed under Sources, and prices and plans can change, so confirm with the vendor.
Where this information comes from.
- Capsule CRM pricing: compare plans and start free Capsule Official Accessed 23 Oct 2026
- Getting started: which plan is right for me? Capsule Official Accessed 23 Oct 2026
- Capsule pricing 2026 Capterra Third-party Accessed 23 Oct 2026
- How much does Capsule CRM cost? Hackceleration Third-party Accessed 23 Oct 2026
- Capsule CRM review 2026 TechRadar Third-party Accessed 23 Oct 2026
- Capsule CRM review: features, pricing, pros and cons TechRepublic Third-party Accessed 23 Oct 2026
Further official pages: Capsule CRM pricing (external) · Capsule plan guide (external)
Plan structure, contact and quota limits, trial terms, AI features and the add-on starting price were checked against Capsule's own pages on 23 Oct 2026. Dollar prices per user come from two independent listings because Capsule's pricing page loads amounts dynamically, so treat them as reported. Product behaviour was not tested.
Stack18 has not tested this product or received anything from the vendor for this profile. Editorial summaries of vendor information are not endorsements. Confirm details with the vendor before buying.
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