Apptivo vs Insightly (2026): which should you pick?
As of Nov 12, 2026, Apptivo grades higher than Insightly: 2.4 against 2.2 out of 4.0.
Checked Oct 5, 2026 and Nov 12, 2026 · graded Oct 10, 2026 and Nov 12, 2026 by ToolGPA
Apptivo grades higher on value for money. Insightly grades higher on features. They get the same grade on the free plan, ease of use and platforms.
Price, platforms and features side by side. The table says where each price was read and when.
Apptivo
Per-user CRM and business app suite with 65+ apps
Insightly
CRM with built-in project management for after the sale
Which one is for you
Pick Apptivo if
- Fits if you want CRM and invoicing in one per-user tool
- Works for a small team that will stay inside Lite or Premium limits
Look elsewhere if
- Skip it if you want a free plan, because only a 14-day trial is offered
- Tight if you need custom fields or workflows, which are capped on Lite
- Pricey if you pay monthly: it adds $5 a user on Lite and Premium and $10 on Ultimate
- Watch out: Enterprise has no published price
Pick Insightly if
- Fits if you deliver a project after every sale and want both in one system
- Works for teams that need custom fields and role-based permissions from the start
Look elsewhere if
- Pricey if you need workflow automation, lead routing or the AI Copilot, which start on Professional at $49 a user
- Skip it if you want to pay monthly, as the pricing page gives annual rates only
- Not for you if you want a free plan, because there's only a 14-day trial
- Watch out: quotes and price books need Enterprise at $99 a user, and marketing and ticketing are separate products
- Tight if your database is big: records stop at 100,000 on Plus and 250,000 on Professional
How we grade them
| 2.4GPAApptivoFair | 2.2GPAInsightlyFair | |
|---|---|---|
| Value for money | B$15 a user a month billed yearly sits at the edge of the cheapest quarter of CRM tools, against a $25 middle. Monthly billing is $20. | DPlus is $29 a user a month against a middle of $24 for the CRMs here, and that's before you notice what's missing from it. Workflow automation, lead routing and the AI Copilot need Professional at $49, quotes and price books Enterprise at $99, and the pricing page shows annual billing only. |
| Free plan and trial | CA 14-day free trial with no card needed. No free plan. | CThe pricing page lists no free plan, just a 14-day trial, though at least it doesn't ask for a card. After that the only prices shown are for a year at a time, so there's no single month to pay for while you think it over. |
| Features | CLeads, pipeline, email sequences, automation, invoicing and projects. The listing's gap: custom fields, workflows and dashboards are capped by plan, so heavier setups need Premium. | BLead and opportunity pipelines, projects made from won deals, workflow automation, advanced reports and dashboards, an AI Copilot, and sidebars for Gmail and Outlook. That's the CRM job plus the delivery work after it. Marketing automation and support ticketing are separate products you buy. |
| Ease of use | CNo store rating on record. With many apps and app-count limits, there is setup to do. | CNo rating on record, and getting going means building pipelines, custom fields and permissions rather than opening an app and typing. The Gmail and Outlook sidebars help once you're set up, and the phone apps scan business cards and take voice notes. |
| Platforms and integrations | BWeb only, with Google Workspace, Microsoft 365, Slack, QuickBooks, PayPal and Xero connections. | BWeb, iPhone and Android, with sidebars for Gmail and Outlook, but no desktop app. It connects to Slack, QuickBooks Online, Xero, Shopify, Jira and Calendly, and there's an API. |
| Best for | a per-user CRM with many apps | teams that deliver projects after the sale |
The GPA is the average of the five grades: an A is 4 points, an F is none. The full reasons are on each tool's page: Apptivo and Insightly. How we grade
Price against what you get
Apptivo starts at $15 a month for each person and scores 2.3 out of 4 on features, ease of use and platforms. Insightly starts at $29 a month for each person and scores 2.7.
Insightly scores higher, and starts $14 a month higher: the question is whether the extra is worth that to you. Of the other CRM tools on the chart, 12 score higher than Apptivo for less, and 6 score higher than Insightly for less.
Features, ease of use and platforms, averaged
What paid plans start at, a month (each step along is roughly double) →
- The best score at each price
- Has a free plan
- No free plan
Where they differ
- Apptivo also covers invoicing, email campaigns and dashboards.
- Insightly also covers tasks.
At a glance
| Apptivo | Insightly | |
|---|---|---|
| Pricing | Free trial | Free trial |
| Starts at | $15 per user / month, billed annually ($20 billed monthly) | $29 per user / month, billed annually |
| Free plan | None | None |
| Free trial | 14-day free trial, no credit card | 14-day free trial, no credit card required |
| Web | ||
| iOS | ||
| Android | ||
| Made by | Apptivo | Insightly Inc. (an Unbounce company) |
| Price read from | apptivo.com | insightly.com |
| Checked | Nov 12, 2026 | Oct 5, 2026 |
Worth knowing
Apptivo
- Monthly billing adds $5 per user on Lite and Premium and $10 on Ultimate over the annual price.
- No free plan; the vendor offers a 14-day free trial and a one-to-one demo.
- Custom fields, workflows and dashboards are capped by plan, so heavier setups need Premium or above.
- Enterprise has no published price.
Insightly
- The pricing page lists no free plan, only a 14-day trial.
- Prices are shown for annual billing only; the pricing page gives no monthly rates.
- Lead routing, workflow automation and AI Copilot start at Professional; products, price books and quotes need Enterprise.
- Plans cap total records: 100,000 on Plus, 250,000 on Professional and 500,000 on Enterprise.
Key features
Apptivo
- Lead management
- Default lead statuses and qualification cycles that can be configured, automatic lead allocation and email-to-lead capture.
- Sales pipeline
- Pipeline management for prospects, with forecast and sales quota dashboards to track attainment.
- Email sequences
- Automated email sequences that send follow-ups to prospects based on their response time.
- Automation triggers
- Triggers run predefined actions, such as sending an email or updating a record, when an event happens in Apptivo.
- Invoicing and projects
- An online billing app invoices customers and collects payments, and project apps sit in the same suite.
- Plan limits by app count
- The number of included apps rises from 18 on Lite to 65 on Enterprise, with matching limits on custom fields, workflows and dashboards.
Insightly
- Pipelines and lead management
- Leads are captured, prioritized and distributed by criteria, and opportunities move through customizable pipelines. Lead assignment and routing start at Professional.
- Projects from won deals
- A won opportunity can be converted into a project and delivered with pipelines, milestones and tasks, so work after the sale stays in the same system.
- Workflow automation
- Automation takes over repetitive steps such as emails, reminders and onboarding tasks. Workflow automation is listed as a Professional plan feature.
- Dashboards and reports
- Advanced reports and pre-built business dashboards are included from the Plus plan, with customizable KPIs and dashboards that can be shared with the team.
- AI Copilot
- Copilot automates tasks, summarizes records and surfaces information from plain-language prompts. It is included from the Professional plan.
- Email sidebars and mobile apps
- Sidebars for Gmail and Outlook show and create leads and contacts from the inbox. The iOS and Android apps add business card scanning and voice notes.
Plans
Apptivo
Lite$15
per user / month, billed annually ($20 billed monthly)
For small sales teams: 18 apps, 100 custom fields per app, 25 workflows and 8 custom dashboards.
Premium$25
per user / month, billed annually ($30 billed monthly)
For growing teams: 46 apps, 250 custom fields per app, 75 workflows and 25 custom dashboards.
Ultimate$40
per user / month, billed annually ($50 billed monthly)
For large teams: 57 apps, 350 custom fields per app, 150 workflows and 50 custom dashboards.
EnterpriseCustom
65 apps, 500 custom fields per app, 300 workflows, 100 dashboards, custom integration and an SLA with an account manager.
Insightly
Plus$29
per user / month, billed annually
Lead and contact management, project management, advanced reports and pre-built dashboards. 100,000 records and 10 GB of file storage.
Professional$49
per user / month, billed annually
Adds lead assignment and routing, workflow automation and AI Copilot. 250,000 records and 100 GB of file storage.
Enterprise$99
per user / month, billed annually
Adds sandboxes, products, price books and quotes, and audit logging. 500,000 records and 250 GB of file storage.
Ways to pay less
Apptivo
- Annual discount
Lower per-user price with annual billing
The pricing toggle shows annual billing at $15, $25 and $40 per user a month, against $20, $30 and $50 billed monthly.
Insightly
No public discounts listed.
Common questions
Which is cheaper, Apptivo or Insightly?
As of Nov 12, 2026, Apptivo is cheaper to start with: $15 a month for each person, against $29 a month for each person for Insightly. Apptivo starts at $15 per user / month, billed annually ($20 billed monthly), and Insightly starts at $29 per user / month, billed annually.
Which has a free plan, Apptivo or Insightly?
As of Nov 12, 2026, neither Apptivo nor Insightly has a free plan. Both have a free trial.
Which platforms do Apptivo and Insightly run on?
As of Nov 12, 2026, only Insightly lists iOS and Android apps. Both list a web app. A platform missing from a listing is one its maker's pages did not mention.
More comparisons
How this page was made
- The verdict at the top follows a fixed rule. When both tools are in the same category and either is in our top three for it, the verdict follows that ranking: the higher-placed tool is our pick. The top three weigh who each tool suits as well as its grades, so a pick can go against the GPA. Otherwise the page does not pick one and says which grades higher: the higher GPA first; on a tie, the one with a free plan, then the one that starts cheaper in dollars a month, counted the same way for both; if they are still level, what the choice depends on.
- The grades are our own, from each tool’s review or report card. The GPA is their average.
- Prices, plans and platforms come from each tool’s listing. The table above says where each price was read and when.
- The differences and the answers to the questions are worked out from those listings.