The Capsule CRM Insider’s Guide
Everything we know about Capsule CRM in one document: what it costs, its grades, getting a refund, getting help and what else to look at. Read it here, or keep a copy.
Capsule CRM
The Insider’s Guide
Small-business CRM for contacts, sales pipelines and projects
Every plan, grade, refund rule and rival among CRM tools, read from Capsule CRM’s own pages.
Made by Zestia Ltd · checked Oct 5, 2026 · toolgpa.com
Contents
- 01WelcomeWhat it is, who it suits, its grades and the ten things to know first
- 02What it costsEvery plan, the free plan, ways to pay less and how prices have moved
- 03What it doesIts main features, where it runs, what it works with and who makes it
- 04Where it standsIts grades against its category, and whether to keep it or make your own
- 05The alternativesThe tools it is most often weighed against, side by side
- 06Quick answersThe questions people ask about it, each answered in a line or two
- 07About ToolGPAWho made this guide, what else is on the site, and how to cite it
ToolGPA put this guide together from Capsule CRM’s own pages, its app-store listings and our grades. Every fact in it is on Capsule CRM’s page too, where it is kept up to date. Checked Oct 5, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.2
GPA, above 4 of the 48 other CRM tools we grade
Capsule is a CRM for small businesses that keeps contacts, sales opportunities, projects and tasks in one place. A visual pipeline tracks deals, project boards cover the work that follows a sale, and paid plans add workflow automations, reporting dashboards and AI tools. There is a free plan for up to 2 users and 250 contacts, and four paid plans priced per user.
To get you started, here are 9 things to know about Capsule CRM, taken from its own pages and our grades.
No store rating on record, and there are pipelines, milestones, project boards and a mailbox to set up before it earns its keep.
- 1
Best for small firms tracking sales and client projects
Capsule is a small-business CRM with contacts, a deal pipeline and project boards for the work after a sale.
- 2
Paid plans start at $18 a month for each person
As its pricing page puts it: $18 per user / month, billed annually ($22 billed monthly).
- 3
There is a free plan
Free plan for up to 2 users: 250 contacts, 5 custom fields, 1 sales pipeline with custom milestones and a single project board. No time limit.
- 4
It runs on 3 platforms
Web, iOS and Android.
- 5
Contact management
Each contact record holds notes, emails and files. Contact limits rise with the plan, from 250 on Free to 240,000 on Ultimate.
- 6
Sales pipeline
Opportunities move through a kanban-style pipeline with custom milestones, and a pipeline dashboard shows conversion rate and forecast. Multiple pipelines need Growth or above.
- 7
Project boards
Project boards track the work delivered after a sale. The free plan has a single board, Growth allows multiple boards and Advanced lists 50.
- 8
A 2.2 GPA, above 4 of 48
That is against the other CRM tools we grade, on value, the free plan, features, ease of use and platforms.
- 9
Keep it
To replace Capsule CRM you would be making connections to other products, each kept working as those products change. That is not a weekend's work, with an AI app builder or without one.
Capsule CRM at a glance
- Pricing
- Free plan, from $18 per user / month, billed annually ($22 billed monthly)
- Free plan
- Yes
- Free trial
- 14-day free trial of any paid plan, no card required
- Runs on
- Web, iOS, Android
- Made by
- Zestia Ltd
- Category
- CRM Software
- Our grade
- 2.2 GPA, fair
The report card
Best for small firms tracking sales and client projects
Capsule is a small-business CRM with contacts, a deal pipeline and project boards for the work after a sale. Free covers 2 users and 250 contacts, and Starter is $18 a user. What holds it back is the split: automations, email sync and a second pipeline all need Growth at $36, every plan caps your contacts, and email campaigns are an add-on from $11.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | C | Starter is $18 a user a month on yearly billing, $22 monthly, below the $24 middle for CRMs, and brings 30,000 contacts, a shared mailbox and basic reporting. What stops it going higher is the next step: automations, email sync and a second pipeline mean Growth at $36, and email campaigns are an add-on from $11. |
| Free plan and trial | C | Free with no time limit for up to 2 users, with a sales pipeline and a project board. But it stops at 250 contacts and 5 custom fields, and a working business fills 250 contacts in a few months. The 14-day trial of a paid plan needs no card. |
| Features | C | Contact records with notes, emails and files, a kanban pipeline with a forecast, project boards for after the sale, automations, reporting and AI summaries. It covers the basics, and the listing shows the gaps: email campaigns are a separate paid add-on, and every plan caps your contacts. |
| Ease of use | C | No store rating on record, and there are pipelines, milestones, project boards and a mailbox to set up before it earns its keep. The phone apps do log calls by themselves and sync offline changes, and on Starter an AI will draw up your pipeline stages. |
| Platforms and integrations | B | Web, iPhone and Android, with no desktop app. It connects to Gmail, Microsoft 365, Xero, QuickBooks, Mailchimp, Transpond, Zapier and Zendesk, and there's an API. |
An A is worth 4 points, a B 3, a C 2, a D 1 and an F nothing. The GPA is the average of the five.
Who Capsule CRM is for
- Fits if there are one or two of you and 250 contacts covers your list for now
- Works for firms that sell a job and then deliver it, as project boards follow the sale
Who it is not for
- Pricey if you need workflow automations, email sync or a second pipeline, which start on Growth at $36 a user
- Tight if you're staying free: 2 users, 250 contacts, 5 custom fields and one pipeline is the lot
- Not for you if you want email campaigns built in, as they're a separate add-on from $11 a month
- Watch out: every paid plan caps contacts, from 30,000 on Starter to 240,000 on Ultimate
- Skip it if you want a desktop app, as Capsule runs on the web, iPhone and Android only
Good to know
Good for
- Solo users and pairs who want a free CRM for up to 250 contacts
- Small businesses that manage both sales and client projects
- Nonprofits, which are offered a 30% discount
Worth knowing
- The Free plan is limited to 2 users, 250 contacts, 5 custom fields and one sales pipeline.
- Workflow automations, email sync and multiple pipelines start at Growth, $36 per user / month billed annually ($40 monthly).
- Paid plans cap contacts: 30,000 on Starter, 60,000 on Growth, 120,000 on Advanced and 240,000 on Ultimate.
- Email campaigns come from a separate Marketing add-on, listed from $11 a month.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$18
A month to start, for each person. There is a free plan too
Capsule CRM has a free plan. Paid plans start at $18 per user / month, billed annually ($22 billed monthly).
Free
$0
Maximum 2 users, with 250 contacts, 5 custom fields, 1 sales pipeline and custom sales milestones.
Starter
$18
per user / month, billed annually ($22 billed monthly)
30,000 contacts, email templates, a shared mailbox, basic reporting, premium integrations, goals and the AI pipeline generator.
Growth
$36
per user / month, billed annually ($40 billed monthly)
60,000 contacts, workflow automations, advanced sales reporting, multiple pipelines and project boards, email sync and AI summaries.
Advanced
$54
per user / month, billed annually ($60 billed monthly)
Everything in Growth with 120,000 contacts, 50 sales pipelines and 50 project boards.
Ultimate
$72
per user / month, billed annually ($75 billed monthly)
For teams of 5 or more: 240,000 contacts, a dedicated account manager, custom training and ongoing priority support.
The free plan
Free plan for up to 2 users: 250 contacts, 5 custom fields, 1 sales pipeline with custom milestones and a single project board. No time limit.
Trying it first
14-day free trial of any paid plan, no card required
Read from capsulecrm.com on Oct 5, 2026.
Ways to pay less
Annual discount
Save up to 18% by paying annually
Capsule's pricing page says paying annually saves up to 18%: Starter is $18 per user a month billed annually against $22 billed monthly.
Stated on capsulecrm.comNonprofit
30% discount for nonprofits
Capsule's page for nonprofit organizations says it offers them a 30% discount; nonprofits with special requirements are asked to get in touch.
Stated on capsulecrm.com
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
3
Places it runs: Web, iOS and Android
Small-business CRM for contacts, sales pipelines and projects. Here is what it does, as its own site describes it, and what it covers: public API, AI features, tasks, kanban boards, sales pipeline, workflow automation, reports.
It covers the basics, and the listing shows the gaps: email campaigns are a separate paid add-on, and every plan caps your contacts.
- Contact management
- Each contact record holds notes, emails and files. Contact limits rise with the plan, from 250 on Free to 240,000 on Ultimate.
- Sales pipeline
- Opportunities move through a kanban-style pipeline with custom milestones, and a pipeline dashboard shows conversion rate and forecast. Multiple pipelines need Growth or above.
- Project boards
- Project boards track the work delivered after a sale. The free plan has a single board, Growth allows multiple boards and Advanced lists 50.
- Workflow automations
- From the Growth plan, automations run a repeatable series of tasks, email notifications or stage changes on pipeline and project boards.
- AI tools
- Starter includes an AI pipeline generator. Growth adds AI summaries of recent activity, contact and business enrichment, and a meeting prep brief that is still in beta.
- Mobile apps
- The iOS and Android apps log calls automatically, sync changes made offline once reconnected, and show caller ID on iOS for unsaved numbers.
Where it runs
- Web
- iOS
- Android
What it works with
- Gmail
- Microsoft 365
- Xero
- QuickBooks
- Mailchimp
- Transpond
- Zapier
- Zendesk
Capsule CRM is made by Zestia Ltd.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
4/48
Other CRM tools it is graded above
Capsule CRM's GPA of 2.2 is higher than 4 of the 48 other CRM tools we grade, and level with 14.
It stands best on platforms and integrations (B, above 5 of 48) and worst on features (C, above 0).
Its paid plans start at $18 a month for each person, against a middle price of $24 for the category: 18 of the 46 others that charge start lower.
On features, ease of use and platforms it scores 2.3 out of 4. 14 tools score higher and cost less.
Each grade against the category
Every bar is all 49 CRM tools we grade, cut by the letter each got. Capsule CRM’s own letter is outlined.
- CValue for moneyAbove 18 of 48
- CFree plan and trialAbove 4 of 48
- CFeaturesAbove 0 of 48
- CEase of useAbove 1 of 48
- BPlatforms and integrationsAbove 5 of 48
Price against what you get
Each dot is one of 47 CRM tools. Further left costs less; higher up scores better on features, ease of use and platforms. Capsule CRM is the marked dot.
What paid plans start at, a month (each step along is roughly double) →
Keep it, or make your own?
Whether this is something you could build for yourself with an AI app builder, and what you would give up.
Keep it
To replace Capsule CRM you would be making connections to other products, each kept working as those products change. That is not a weekend's work, with an AI app builder or without one.
That makes this kind of software worth paying for, not this one in particular: 30 of the 48 other CRM tools grade higher. It costs $216 a year.
What you could make
- Sales pipeline, kanban boards, tasks and reports: an app builder makes these well.
What you could not
- Connections to other products, each kept working as those products change.
- A real app for iOS and Android. Something home-made would be a web page.
- It is priced for each person, which means accounts and billing for a team.
- AI features, unless you pay a model provider for each request yourself.
What this rests on. Capsule CRM’s listing: what it does, where it runs, what it plugs into and what it costs. It is a judgement about the kind of software this is. We have not built a replacement for it, and making your own means looking after it too. How we decide, and every tool’s verdict.
Part 05 · Alternatives
The alternatives
The tools it is most often weighed against, side by side
Pipedrive, Less Annoying CRM, Nutshell, OnePageCRM and Zoho CRM
The 5 tools Capsule CRM is most often weighed against, with where each one differs from it.
- 2.2GPA
Pipedrive
Free trial · from $14/mo
Sales CRM organized around visual deal pipelines.
- Capsule CRM has a free plan. Pipedrive does not, though it has a free trial.
- Capsule CRM also covers tasks and reports.
- Pipedrive also covers transcription.
- 2.4GPA
Less Annoying CRM
Free trial · from $15/mo
Simple CRM for small businesses at one flat per-user price.
- Capsule CRM has a free plan. Less Annoying CRM does not, though it has a free trial.
- Only Capsule CRM lists iOS and Android apps.
- Capsule CRM also covers kanban boards and workflow automation.
- 2.4GPA
Nutshell
Free trial · from $13/mo
Sales CRM with email marketing, forms and AI built into every plan.
- Capsule CRM has a free plan. Nutshell does not, though it has a free trial.
- Capsule CRM also covers tasks and kanban boards.
- Nutshell also covers booking links and forms.
- 2.8GPA
OnePageCRM
Free trial · from $9.95/mo
Action-focused sales CRM for small businesses.
- Capsule CRM has a free plan. OnePageCRM does not, though it has a free trial.
- Only OnePageCRM lists a browser extension.
- Capsule CRM also covers tasks.
- 2.6GPA
Zoho CRM
Free plan · from $14/mo
Sales CRM with a free edition, process automation and Zia AI.
- Capsule CRM also covers tasks, kanban boards and reports.
Part 06 · Questions
Quick answers
The questions people ask about it, each answered in a line or two
15
Questions, each answered in a line or two
The short version of everything above, for when you only need the answer. Each one is told in full in its part of the guide.
Is Capsule CRM free?
Capsule CRM has a free plan. Free plan for up to 2 users: 250 contacts, 5 custom fields, 1 sales pipeline with custom milestones and a single project board.
How much does Capsule CRM cost?
Capsule CRM lists 5 plans. Free: $0.
What platforms does Capsule CRM work on?
Capsule CRM is available on Web, iOS and Android.
Does Capsule CRM offer any discounts?
Capsule CRM publicly lists the following: Save up to 18% by paying annually; 30% discount for nonprofits.
Does Capsule CRM have a Windows app?
No Windows app was listed when its pages were read on Oct 5, 2026. Capsule CRM is listed for Web, iOS and Android.
Does Capsule CRM have a macOS app?
No macOS app was listed when its pages were read on Oct 5, 2026. Capsule CRM is listed for Web, iOS and Android.
Is Capsule CRM open source?
Capsule CRM is not described as open source on its own site, as read on Oct 5, 2026.
Does Capsule CRM have an API?
Yes. Capsule CRM offers a public API, according to its own site.
What does Capsule CRM integrate with?
Capsule CRM's listing names Gmail, Microsoft 365, Xero, QuickBooks, Mailchimp, Transpond, Zapier and Zendesk.
Does Capsule CRM have a free trial?
Yes. 14-day free trial of any paid plan, no card required.
Who makes Capsule CRM?
Capsule CRM is made by Zestia Ltd.
What are the alternatives to Capsule CRM?
The closest alternatives to Capsule CRM in our directory are Pipedrive, Less Annoying CRM, Nutshell, OnePageCRM and Zoho CRM.
How does Capsule CRM compare with other CRM tools?
Capsule CRM's GPA of 2.2 is higher than 4 of the 48 other CRM tools we grade, and level with 14.
Is Capsule CRM good value for money?
ToolGPA grades Capsule CRM C for value for money. Its paid plans start at $18 a month for each person, against a middle price of $24 for the category: 18 of the 46 others that charge start lower.
Could I make my own version of Capsule CRM?
To replace Capsule CRM you would be making connections to other products, each kept working as those products change.
Where this guide comes from
The prices, plans, platforms and features were read from Capsule CRM’s own pages on Oct 5, 2026, and the grades were given on Oct 10, 2026. Graded from this listing, whose facts were read from Capsule's own pages on 5 October 2026. Also tested with a demo account on 2026-07-04.
Every tool we list gets five grades, A to F, each with its reason, and a GPA that averages them. How each is decided is at toolgpa.com/grades. This guide is ToolGPA’s own work; it is not made, paid for or approved by Zestia Ltd. Prices change, so check capsulecrm.com before you buy.
Part 07 · About
About ToolGPA
Who made this guide, what else is on the site, and how to cite it
3,189
Tools graded, in 94 categories
ToolGPA grades software the way a school report grades a pupil: five subjects, a letter for each with the reason written beside it, and a GPA that averages them. Prices, plans and platforms are read from each maker’s own pages and dated, so you always know how fresh a figure is.
Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Every tool on the site has a guide like this one, free to download and pass on. It all lives at toolgpa.com.
3,189
tools graded
94
categories
426
price changes on record
579
apps priced in 12 countries
What else is on toolgpa.com
- Capsule CRM, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/capsule-crm
- How grades are givenThe rules behind every letter and every GPAtoolgpa.com/grades
- Value chartsWhat each tool costs against what it scores, for every categorytoolgpa.com/charts
- CompareAny two tools side by side, plan by plantoolgpa.com/compare
- Price changesEvery price rise and cut on record, each with its sourcetoolgpa.com/price-changes
- Prices by countryWhat apps cost on the App Store in 12 countriestoolgpa.com/prices-by-country
- Pay lessEvery public discount: yearly billing, students, nonprofitstoolgpa.com/save
- Keep or makeWhich tools are worth paying for, and which you could build yourselftoolgpa.com/keep-or-make
Scan for the live page
Prices and grades as they are today
Quoting this guide?
Please name ToolGPA and link to the live page, so readers can check the figures for themselves:
ToolGPA, "Capsule CRM: The Insider's Guide", checked Oct 5, 2026. https://toolgpa.com/tools/capsule-crm
Know someone choosing between CRM tools?
Send them this guide: toolgpa.com/tools/capsule-crm/guide
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See our other guides
The best-graded CRM tools after Capsule CRM, each with an Insider's Guide of its own.
- CRM Software Insider's GuideEvery one of the 49 CRM tools we grade, compared
- HubSpot Insider's GuideFree CRM at the center of a marketing, sales and service suite3.2 GPA
- Bigin by Zoho CRM Insider's GuidePipeline-based CRM from Zoho for small businesses2.8 GPA
- Bitrix24 Insider's GuideFlat-priced CRM with tasks, chat, video calls and a site builder2.8 GPA
Choosing software? Every tool graded, every price dated.
Compare tools at toolgpa.com ›Everything in this guide is ToolGPA’s own summary of what Capsule CRM’s pages, its app-store listings and public reviews said on the dates shown. Grades are our judgement under the rules at toolgpa.com/grades. Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Capsule CRM is a trademark of its owner, and this guide is not made, paid for or approved by Zestia Ltd. Prices and plans change: check capsulecrm.com before you buy.