Free CRMs (Customer Relationship Management) offer small businesses a way to organize customer data, automate tasks, and improve communication without the hefty price tag. However, it’s important to choose a CRM that not only fits your budget but also supports your business goals.
Below, we’ve detailed some of the best free CRMs for small businesses, including specific features, pros and cons, and comprehensive pricing information.
👀 Read more: 9 AI Marketing Tools: Essential Kits for Modern Marketers
HubSpot CRM
HubSpot CRM is a widely recognized and trusted CRM solution, especially for small businesses. It offers a rich set of features at no cost, including contact management, deal tracking, and email marketing integration. The platform is known for its clean, intuitive interface, making it easy for teams to get started without a steep learning curve.
Why we choose HubSpot CRM
HubSpot’s free CRM stands out for its extensive feature set, user-friendly design, and the fact that it’s genuinely free without hidden costs or limitations on users or contacts.
HubSpot Pros
- Completely free with no expiration.
- Supports unlimited users and up to 1,000,000 contacts.
- Integration with HubSpot’s marketing, sales, and service tools.
- Customizable dashboards and pipelines.
- Great for businesses looking to scale.
HubSpot Cons
- Advanced features like reporting and automation require paid upgrades.
- Limited email templates and storage.
- Customization options are somewhat restricted.
Pricing (annually)
- Free tools: Free for up to 5 users. Include foundational tools. No credit card required.
- Starter Customer Platform: $15/month/seat, includes essential marketing, sales, service, content, and operations software.
- Professional Customer Platform: $1,170/month, includes comprehensive marketing, sales, customer service, content, and operations software. Up to 5 seats.
📌 Note: The pricing plans vary based on the type of tool and plan you need. Check out the details on the official HubSpot Pricing page.
Zoho CRM
Zoho CRM is a versatile platform that caters to businesses of all sizes, but it’s especially well-suited for small businesses. The free version offers a broad range of features including lead management, workflow automation, and social media integration. Zoho CRM is also part of the larger Zoho ecosystem, providing seamless integration with other Zoho apps.
Why we choose Zoho CRM
Zoho CRM offers a well-rounded feature set in its free plan, making it an excellent choice for small businesses needing an all-in-one solution for managing sales, marketing, and support.
Zoho Pros
- Free plan supports up to three users.
- Multi-channel communication including email, social media, and live chat.
- Customizable dashboards and reports.
- Strong integration with Zoho’s suite of business tools.
Zoho Cons
- The free plan is limited in storage and advanced features.
- Can be difficult to navigate for beginners.
- More complex setup compared to other CRMs.
Pricing (annually)
- Free: Supports up to 3 users, includes lead and contact management, and limited automation.
- Standard: $14/user/month, adds scoring rules, multiple pipelines, and custom fields.
- Professional: $23/user/month, includes process management, webhooks, and unlimited custom reports.
- Enterprise: $40/user/month, adds multi-user portals, advanced customization, and AI features.
- Ultimate: $52/user/month, offers premium support, enhanced analytics, and additional AI capabilities.
Freshworks CRM (Previously known as Freshsales)
Freshsales or Freshworks CRM is a robust solution designed to help small businesses manage their sales processes efficiently. It’s part of the Freshworks suite and offers a range of features to streamline customer interactions and sales management.
Source: Freshworks
Why we chose Freshworks CRM
Freshsales CRM stands out for its intuitive interface and powerful sales automation features. It’s an excellent choice for small businesses that need a CRM focused on lead management and sales tracking. The built-in AI assistant, Freddy, adds an extra layer of efficiency, helping teams prioritize leads and tasks.
Freshworks Pros
- User-friendly interface
- Strong sales automation features
- AI-powered insights for better decision-making
Freshworks Cons
- May require some training to fully utilize all features
Pricing (annually)
- Free Plan: Includes essential CRM features like contact management, email tracking, and lead scoring.
- Growth Plan: Starts at $15 per user/month, offering more advanced features like workflow automation.
- Pro Plan: Starts at $49 per user/month, with additional tools like multiple sales pipelines and AI insights.
- Enterprise Plan: Starts at $79 per user/month, providing advanced customization, reporting, and support.
Monday Sales CRM
Monday Sales CRM is part of the Monday.com work operating system, known for its flexibility and customization options. This CRM is designed to help teams track their sales pipeline, manage contacts, and automate workflows.
Why we choose Monday Sales CRM
Monday Sales CRM is ideal for small businesses that need a highly customizable CRM solution that can adapt to their specific workflows. It’s particularly useful for businesses that already use Monday.com for project management.
Monday Pros
- Customizable workflows and dashboards.
- Easy to integrate with other tools like Slack, Google Workspace, and Microsoft Teams.
- Visually appealing interface with drag-and-drop functionality.
- Useful for managing both CRM and project tasks.
Monday Cons
- CRM-specific features are somewhat limited compared to dedicated CRM platforms.
- Can become complex with extensive customization.
- Free plan has limited CRM features and storage.
Pricing (annually)
- Free: Includes 2 seats, 1,000 contacts, and basic CRM functionality with limited customization.
- Basic: $12/seat/month, adds unlimited contacts, custom pipelines, and more integrations.
- Standard: $17/seat/month, includes automation (250 actions/month), calendar sync, and timeline view.
- Pro: $28/seat/month, offers advanced automation (25,000 actions/month), time tracking, and integrations with premium apps.
- Enterprise: Custom pricing, includes enterprise-grade security, advanced reporting, and tailored support.
Pipedrive
Pipedrive is a CRM built specifically for sales teams. It focuses on helping businesses manage their sales pipeline, track communication with leads, and close deals more effectively. Pipedrive’s interface is clean and intuitive, making it easy for small businesses to get started quickly.
Why we choose Pipedrive
Pipedrive excels at simplifying the sales process, which makes it a great choice for small businesses that need a CRM focused on sales pipeline management.
Pipedrive Pros
- Intuitive, user-friendly interface.
- Strong focus on managing sales pipelines and tracking deals.
- Built-in sales reporting and forecasting tools.
- Mobile app available for managing sales on the go.
Pipedrive Cons
- Limited features in the free plan; most features are locked behind paid tiers.
- Not as feature-rich as other CRMs for marketing or customer support.
- Somewhat pricey compared to other CRMs with similar features.
Pricing (annually)
- Essential: $14/user/month, includes deal and pipeline management, custom fields, and reporting.
- Advanced: $34/user/month, adds email sync, open and click tracking, and automation features.
- Professional: $49/user/month, offers advanced reporting, e-signatures, and revenue forecasting.
- Power: $64/user/month, offers project planning, tracking and delivery, with increased control of account permissions and visibilities, 24/7 live chat support, and phone support.
- Enterprise: $99/user/month, includes unlimited features, enhanced security, and priority support.
ClickUp
ClickUp is primarily known as a project management tool, but it also offers a highly customizable CRM. ClickUp allows businesses to manage their tasks, projects, and customer relationships in one place. For small businesses looking for an all-in-one solution, ClickUp offers an impressive range of features even in its free plan.
Why we choose ClickUp
ClickUp is perfect for small businesses that want a flexible tool that can handle both project management and CRM needs. It’s one of the most versatile platforms available, allowing for extensive customization.
ClickUp Pros
- Highly customizable with the ability to create your own workflows.
- Free plan includes many features that are paid on other platforms.
- Integrates with over 1,000 other tools, including Slack, Google Workspace, and Zoom.
- Suitable for managing both tasks and customer relationships.
ClickUp Cons
- Can be overwhelming due to its extensive features.
- CRM functionality is secondary to its project management capabilities.
- Requires time to set up and customize effectively.
Pricing
- Free Forever: Includes 100MB storage, unlimited tasks, and unlimited members with basic CRM and project management features.
- Unlimited: $7/user/month (annually), adds unlimited integrations, dashboards, and guest access.
- Business: $12/user/month (annually), includes advanced automation, goal tracking, and time tracking.
- Enterprise: Custom pricing, includes advanced permissions, white labeling, and dedicated support.
AirTable
AirTable is a versatile platform that combines the functionality of a spreadsheet with the power of a database. While it’s not a traditional CRM, AirTable can be customized to serve as one, making it a popular choice for small businesses looking for flexibility.
Why we choose AirTable
AirTable’s flexibility and customization options make it ideal for small businesses that need a CRM solution that can adapt to different processes and workflows.
AirTable Pros
- Highly customizable with a variety of templates.
- User-friendly interface that’s easy to learn.
- Can manage a wide range of tasks beyond CRM, including project management.
- Integrates with over 1,000 apps, including Slack, Google Workspace, and Zapier.
AirTable Cons
- Limited CRM-specific features compared to dedicated CRM tools.
- Free plan has restricted storage and usage limits.
- Customization requires some learning and setup time.
Pricing
- Free: Includes unlimited bases, 1,200 records per base, and 2GB of attachments per base.
- Plus: $20/user/month (annually), adds 50,000 records per base, 20GB of attachments, and more advanced collaboration features.
- Pro: $40/user/month (annually), includes 150,000 records per base, 100GB of attachments, and enhanced customization options.
- Enterprise: Custom pricing, offers advanced features like enterprise API, audit logs and DLP, extension and integration management, enhanced security, and priority support.
Streak (CRM for Gmail)
Streak is a CRM built directly into Gmail, making it a convenient option for small businesses that rely heavily on email communication. With Streak, you can manage your contacts, track deals, and automate workflows—all within your Gmail inbox. It’s particularly useful for businesses that want a simple, email-focused CRM solution.
Why we choose Streak
Streak is perfect for small businesses that need a lightweight, easy-to-use CRM that integrates seamlessly with Gmail, without the need for a separate platform.
Streak Pros
- Direct integration with Gmail, no need to switch platforms.
- Simple, intuitive interface.
- Customizable pipelines to match your sales process.
- Free plan includes essential CRM features like contact management and email tracking.
Streak Cons
- Limited features outside of email-based CRM tasks.
- Free plan is restricted in the number of tracked emails and pipelines.
- May not be sufficient for businesses with complex CRM needs.
Pricing (annually)
- Free: Includes 500 tracked emails per month, basic CRM features, and limited pipeline customization.
- Pro: $49/user/month, includes unlimited advanced CRM, mail merge, and shared pipelines.
- Pro+: $69/user/month, includes unlimited advanced CRM, mail merge, and shared pipelines.
- Enterprise: $129/user/month, offers unlimited tracked emails, custom roles setting, data validation, enhanced security, and enterprise-level support.
Vtiger CRM
Vtiger CRM is a robust platform that offers a wide range of features for small businesses, including sales automation, marketing automation, and customer support. Vtiger’s free plan is comprehensive, making it a great choice for businesses that need an all-in-one CRM solution without the high cost. The platform also offers a strong emphasis on customer support, with built-in helpdesk features.
Why we choose Vtiger CRM
Vtiger CRM provides a well-rounded set of tools that go beyond basic CRM functions, offering features for sales, marketing, and customer support all in one platform.
Vtiger Pros
- Comprehensive feature set, including sales, marketing, and support tools.
- Customizable to fit different business needs.
- Strong focus on customer support, with built-in helpdesk features.
- Free plan includes email campaigns, deal management, and a customer portal.
Vtiger Cons
- Can be complex to set up and navigate, especially for beginners.
- Free plan is limited in storage and user count.
- Advanced features require a paid upgrade.
Pricing (annually)
- One Growth: $12/user/month, supports up to 15 users, includes contact management, deal tracking, and customer support tools.
- One Professional: Staring at $30/user/month, adds advanced sales automation, marketing campaigns, and inventory management.
- One Enterprise: Starting at $42/user/month, includes AI-driven insights, workflow automation, and advanced customization options.
- One AI: Starting at $50/user/month, offers enhanced analytics, dedicated support, and unlimited customization.
📌 Note: The cost of Vtiger depends on your company’s needs. Check out the pricing details on the official Vtiger pricing page.
Insightly CRM
Insightly CRM is designed to help small businesses manage their customer relationships, sales, and projects in one place. With a focus on simplicity and ease of use, Insightly offers a clean interface that’s easy to navigate, even for those new to CRM software. The free version of Insightly includes essential CRM features, making it a good starting point for small businesses.
Why we choose Insightly CRM
Insightly CRM is a great choice for small businesses that need a straightforward, easy-to-use CRM with project management capabilities built-in.
Insightly Pros
- Simple and intuitive interface.
- Integrated project management features.
- Free plan supports up to 2,500 records.
- Good email integration with Gmail and Outlook.
Insightly Cons
- Free plan is limited to 2 users and lacks advanced features.
- Not as customizable as other CRMs.
- More advanced capabilities require a paid upgrade.
Pricing (annually)
- Free: Supports up to 2 users, and includes basic CRM features like contact and project management.
- Plus: $29/user/month, adds lead management, email tracking, and 100,000 records.
- Professional: $49/user/month, includes advanced reporting, workflow automation, and 250,000 records.
- Enterprise: $99/user/month, offers unlimited records, enhanced customization, and premium support.
Apptivo CRM
Apptivo CRM is a comprehensive platform designed to manage various business operations, including sales, marketing, and customer support. The free version of Apptivo provides small businesses with essential CRM tools like lead and contact management, project tracking, and invoicing. Apptivo is highly customizable, allowing businesses to tailor the platform to their specific needs.
Source: Apptivo
Why we choose Apptivo CRM: Apptivo CRM stands out for its versatility and ability to manage not just customer relationships but also other aspects of your business, making it an excellent all-in-one solution for small businesses.
Apptivo Pros
- Wide range of features, including sales, marketing, and project management tools.
- Customizable to fit different business needs.
- Mobile app available for managing your CRM on the go.
- Free plan includes up to 500MB of storage.
Apptivo Cons
- Some advanced features require a paid upgrade.
- The interface can be overwhelming due to its extensive functionality.
- Limited integration options compared to other CRMs.
Pricing (annually)
- Free: Includes 3 users, basic CRM features, 500MB storage, and project management tools.
- Lite: $10/user/month, adds email marketing, more storage, and integration with third-party apps.
- Premium: $15/user/month, includes advanced sales tools, marketing automation, and 3GB of storage.
- Ultimate: $25/user/month, offers unlimited features, 10GB of storage, and priority support.
Capsule CRM
Capsule CRM is a simple, straightforward CRM focusing on ease of use. It’s designed to help small businesses manage their contacts, track sales opportunities, and organize customer interactions. Capsule CRM is known for its clean interface and ease of navigation, making it an excellent choice for businesses new to CRM software.
Source: Capsule CRM
Why we choose Capsule CRM
Capsule CRM is perfect for small businesses that need a user-friendly CRM solution without the complexity of more feature-rich platforms. Its simplicity makes it easy to get started and maintain.
Capsule CRM Pros
- Simple, intuitive interface.
- Integrates well with popular tools like Google Workspace and Mailchimp.
- Free plan supports up to 250 contacts and 10MB of storage.
- Customizable sales pipelines.
Capsule CRM Cons
- Lacks some advanced features offered by other CRMs.
- Not suitable for businesses with complex CRM needs.
Pricing (annually)
- Free: Supports up to 2 users, 250 contacts, and 10MB storage.
- Starter: $18/user/month, adds unlimited contacts, 10GB storage, and premium integrations.
- Growth: $36/user/month, includes team management features, enhanced security, and 20GB of storage per user.
- Advanced: $54/user/month
- Ultimate: $72/user/month
Odoo
Odoo is an open-source platform that offers a suite of business applications, including CRM, project management, accounting, and more. The CRM module is part of Odoo’s larger ecosystem, providing a highly customizable and scalable solution for small businesses. Odoo’s free version includes essential CRM features, making it a solid choice.
Why we choose Odoo
Odoo’s flexibility and open-source nature make it a powerful tool for small businesses that need a CRM that can grow with them. It’s especially useful for companies looking to manage multiple aspects of their operations within a single platform.
Odoo Pros
- Open-source and highly customizable.
- Free plan includes essential CRM features with no user limits.
- Part of a larger suite of business tools, providing an integrated solution.
- Scalable, with the ability to add more modules as your business grows.
Odoo Cons
- Can be complex to set up and configure, especially for beginners.
- Some advanced features and additional modules require paid upgrades.
- The interface may be less intuitive than simpler CRM solutions.
Pricing (annually)
- Free: Includes unlimited users, basic CRM features, and access to Odoo’s other free modules.
- Standard: $7.25/user/month, adds additional modules, enhanced features, and cloud hosting.
- Custom: $10.9/user/month, with options for enterprise-grade features, dedicated support, and on-premise hosting.
How to choose the right free CRM for your business
Selecting the best free CRM for your business is a critical decision. The right CRM can help you manage customer relationships, streamline processes, and support growth. Here’s how to choose one that fits your needs.
1. Assessing your business needs
Start by understanding your specific requirements. Do you need a CRM to focus on sales, marketing, or customer service? Some CRMs offer specialized tools for these areas, while others provide a more general solution. Make sure the CRM you choose aligns with the main goals of your business.
2. Scalability
Consider whether the CRM can grow with your business. A CRM might meet your needs now, but what about in a year? Look for a system that can scale as your business expands. Some free CRMs offer paid plans with more features, so consider how easy it would be to upgrade if needed.
3. Ease of use
For small teams, a user-friendly interface is crucial. The best free CRMs are intuitive and easy to navigate, saving your team time and reducing the learning curve. If a CRM is too complicated, your team may struggle to use it effectively, which can hinder your business operations.
4. Customer support
Check if customer support is available in the free plan. Some free CRMs offer limited support, while others provide access to a knowledge base, community forums, or email assistance. Having reliable support can make a big difference, especially if you encounter issues or need help setting up the CRM.
5. Integration capabilities
Ensure the CRM you choose can integrate with your existing tools and systems. Whether it’s your email, marketing software, or accounting tools, seamless integration is key to a smooth workflow. This compatibility can save you time and help avoid data silos, ensuring all your business processes work together.
Tips for maximizing the use of a free CRM
Once you’ve chosen the best free CRM for your business, it’s important to make the most of it. Here are some tips to help you get the maximum value from your CRM.
1. Regularly update customer data
Keep your customer information accurate and up-to-date. Regular updates ensure that your CRM remains a reliable source of truth for your team. This practice also helps you stay on top of your customer interactions, leading to better relationship management.
2. Train your team
Make sure your team is well-trained in how to use the CRM. Even the best free CRMs can’t deliver value if your team doesn’t know how to use them properly. Invest time in training to ensure everyone understands the features and knows how to use the CRM effectively.
3. Leverage automation
Take advantage of automation features to save time and enhance productivity. Many free CRMs offer automation tools that can streamline tasks like sending follow-up emails or updating records. Automation can help you focus on more important tasks, boosting efficiency.
4. Monitor CRM usage
Keep track of how your team uses the CRM. Monitoring usage can help you identify areas where your team might need additional training or where the CRM’s features are underutilized. Regular reviews of CRM activity can also highlight opportunities for process improvement.
Common challenges and how to overcome them
While the best free CRMs can provide significant benefits, small businesses often face challenges when implementing and using them. Here are some common issues and tips on how to overcome them.
Challenge: Data migration
Many businesses struggle with transferring existing customer data into a new CRM. This process can be time-consuming and prone to errors.
⚡How to overcome it: Start by cleaning your data before migrating it. Remove duplicates, update outdated information, and organize it logically. Most CRMs offer import tools or guides to help with the process. If needed, consider hiring a professional to ensure a smooth transition.
Challenge: Adoption by the team
Getting your team to fully adopt the new CRM can be difficult, especially if they’re used to a different system or manual processes.
⚡How to overcome it: Provide thorough training and encourage your team to use the CRM regularly. Highlight the benefits, such as time savings and better customer management. Offering ongoing support and resources can also help ease the transition.
Challenge: Limited features in free plans
Free CRMs often come with limitations, such as restricted features or user caps, which can hinder your business growth.
⚡How to overcome it: Evaluate your business needs carefully before choosing a CRM. If you find the free plan too limiting, consider upgrading to a paid plan or supplementing with additional tools. Some CRMs offer discounts or tiered pricing that can grow with your business.
Challenge: Keeping data up-to-date
Maintaining accurate and up-to-date customer information is crucial, but it can be challenging to keep track of everything.
⚡How to overcome it: Set a regular schedule for updating your CRM data. Encourage your team to input information immediately after customer interactions. Use the CRM’s automation features to minimize manual entry and reduce the risk of errors.
Conclusion
Choosing the best free CRM for your small business can transform how you manage customer relationships and grow your business. With options like HubSpot, Zoho, and Monday Sales CRM, you have powerful tools at your disposal without needing to stretch your budget. The key is to assess your specific needs, consider scalability, and ensure the CRM integrates smoothly with your existing tools. By making the right choice and using the CRM to its full potential, you can streamline your operations, improve customer satisfaction, and drive growth. Start exploring these options today and see how the right CRM can make a difference in your business.
FAQs
1. What is a CRM, and why does my small business need one?
A CRM (Customer Relationship Management) system helps you manage interactions with current and potential customers. It organizes customer data, tracks communications, and automates processes like follow-ups. For small businesses, a CRM can improve efficiency, enhance customer service, and boost sales by ensuring that no opportunity slips through the cracks.
2. Are free CRMs really effective for small businesses?
Yes, free CRMs can be very effective for small businesses, especially if you choose one that aligns with your needs. While free plans may have limitations, they often include essential features like contact management, sales tracking, and basic automation. As your business grows, you can upgrade to a paid plan with more advanced features.
3. What features should I prioritize in a free CRM?
When choosing a free CRM, prioritize features that align with your business goals. Key features to look for include contact management, sales tracking, task automation, and integration capabilities with your existing tools. Ease of use and scalability are also important to ensure the CRM can grow with your business.
4. Can I migrate my existing customer data into a free CRM?
Yes, most free CRMs allow you to import existing customer data, though the process may vary depending on the platform. It’s important to clean and organize your data before migration to avoid errors. Many CRMs offer import tools or guides to help with this process.
5. How can I ensure my team adopts the new CRM?
To encourage adoption, provide thorough training and communicate the benefits of the CRM to your team. Make the transition as smooth as possible by offering ongoing support and resources. Regularly check in with your team to address any concerns or challenges they may face.
6. What if the free CRM I choose doesn’t meet all my needs?
If the free CRM you choose doesn’t fully meet your needs, you can either upgrade to a paid plan or use additional tools to supplement it. Consider the specific limitations you’re facing and whether they can be addressed with integrations or other software. Some CRMs offer flexible pricing plans that grow with your business, making it easier to scale up when needed.
