In the ever-growing jungle of CRMs, there’s a system for everyone — and probably their dog too. Salesforce and Pipedrive cater to the enterprise crowd, Breakcold brings the AI-native magic, and then there’s the rest: small businesses trying to find something that just works without needing a degree in sales pipeline-onomics.
That’s where Capsule CRM often sneaks into the conversation. It’s not flashy, not trying to reinvent the CRM wheel — just a refreshingly simple system that promises to do what you need, without 37 side menus and a migraine.
In this review, we’ll unpack what makes Capsule CRM stand out in 2025, explore its key features, pricing, and usability, and see how it stacks up against newer, shinier tools. Whether you’re a consultant, small business owner, or growing agency on the hunt for a CRM that feels more like a helping hand than a full-time job, this guide will help you figure out if Capsule is the right fit.
Capsule CRM Overveview (TL;DR) |
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Capsule shines for relationship-based sales and B2B service businesses — consultants, agencies, and small SaaS teams that live and breathe client relationships. It’s perfect if you want to organize your leads, manage pipelines, and stay on top of follow-ups without needing an instruction manual. One dashboard, minimal fuss, maximum clarity.
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💡 What Is Capsule CRM?
Think of Capsule CRM as the minimalist’s answer to bloated sales software. It’s a cloud-based platform designed for small and medium-sized businesses that want to manage contacts, track deals, and actually enjoy using their CRM — all without the chaos of overly complex systems.
Born in Manchester, UK back in 2009, Capsule started with one goal in mind: make CRMs simple again. Over the years, it’s evolved gently — adding smoother integrations, smarter workflows, and a mobile app — while keeping its “no fluff” philosophy intact.
What really sets Capsule apart is its design. It’s clean, intuitive, and delightfully uncluttered — a rare combo in CRM land. It also plays nicely with tools most teams already use, like Google Workspace, Mailchimp, Xero, QuickBooks, and Zapier. The result? A CRM that quietly slides into your tech stack instead of taking it over.
Capsule shines for relationship-based sales and B2B service businesses — consultants, agencies, and small SaaS teams that live and breathe client relationships. It’s perfect if you want to organize your leads, manage pipelines, and stay on top of follow-ups without needing an instruction manual. One dashboard, minimal fuss, maximum clarity.
⚙️ Capsule CRM Key Features
Capsule doesn’t try to wow you with hundreds of bells and whistles. It’s not a CRM that tries to do everything — it’s one that tries to make the things you actually do every day simpler, cleaner, and faster. Here’s a closer look at the features that make Capsule CRM quietly powerful.
Contact & Lead Management
Like any CRM worth its salt, Capsule is all about keeping your contacts and leads neatly organized. Importing or migrating data is refreshingly straightforward, and once your information is in, every client/prospect or company gets its own clean, detailed record. You can log everything — from contact details, project notes, and opportunity values to tasks, activity logs, files, outreach emails, and internal comments.
That said, compared to some of its more modern counterparts, Capsule’s contact management tools can feel a little on the lean side. It nails the basics, but don’t expect deep automation or AI-assisted enrichment here.
Did You Know? |
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Capsule’s Free Plan lets you store up to 250 contacts, while the Starter Plan expands that limit to 30,000.  And here’s a little insider tip: with Breakcold, you get unlimited contact storage on every plan — right from the start. Not bad for teams who never want to worry about hitting the limit on growth. |
Sales Pipeline Management
Capsule’s pipeline management is as straightforward as it gets — and that’s not a bad thing. You get a clean kanban view, where drag-and-drop simplicity rules the day. Each card represents an Opportunity (Capsule’s version of deals), making it easy to see where every potential sale stands.
Not a fan of kanban? No problem. Capsule also offers a list view, complete with advanced filtering, so you can slice and dice your opportunities however you like — perfect for sales teams who prefer a data-driven, zoomed-out perspective.
One standout feature in Capsule’s pipelines is Stale Opportunities. Much like Pipedrive’s “rotting” feature (which we covered in our Pipeline Review), Capsule flags deals that have been sitting idle for too long. You can define how many days it takes for an opportunity to go stale — either globally or per milestone — or turn the feature off entirely if you’d rather not be reminded.
Did You Know? |
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If your team’s on a budget, keep in mind that Capsule’s Starter Plan limits you to one pipeline. That might be fine for a small team, but it’s less ideal if you’re managing multiple products, regions, or sales processes. Here at Breakcold, we know that sales teams don’t just chase one type of deal — they chase growth. That’s why every Breakcold plan comes with unlimited pipelines (and unlimited contacts), so you can scale freely and focus on what really matters: closing deals, and not having to worry about cutting costs! |
Task & Activity Management
For the visually inclined and the checklist lovers alike, Capsule’s Task Management system strikes a nice balance between structure and simplicity. You can view your to-dos in either a calendar or list format, making it easy to see what’s coming up — whether it’s a call, an email, a meeting, or that all-important follow-up you promised three days ago.
Capsule comes with standard task types like call, email, meeting, send, and follow-up, but you can also create custom categories to match your workflow. The system is lightweight but functional — ideal for keeping your daily sales rhythm on track.
And if your schedule already lives in Google Calendar or Outlook, Capsule’s got you covered. It syncs seamlessly, giving you a unified view of your upcoming tasks and activities without having to jump between tabs or tools.
Email Integration
Capsule doesn’t just store your emails — it lets you send them, too. You can connect your Google Workspace, Gmail, Microsoft 365, or Outlook account and start emailing contacts directly from within Capsule. No more bouncing between tabs or hunting through your inbox; everything lives neatly in one place, keeping your workflow seamless and your sanity intact.
Capsule also comes stocked with an AI Content Assistant, designed to take the sting out of writing emails. Just tell it what you want to say, choose the type of message and tone, and voilà — you’ll have a polished, relevant email drafted in seconds.
Mobile CRM
For sales teams who spend more time on the road than at a desk, Capsule’s mobile CRM app is a reliable travel companion. Available on both iOS and Android, it gives you access to your contacts, tasks, and deals anytime, anywhere — even when you’re offline.
You can update opportunities, log calls, and check in on key accounts without needing a steady connection, ensuring your workflow keeps moving no matter where you are.
Workflow Automation
Capsule includes native workflow automation, though it’s important to note that this feature is only available on higher-tier plans — not on the Free or Starter tiers.
With automation, you can configure Capsule to handle repetitive CRM tasks automatically, such as assigning opportunities to team members, creating projects, or sending follow-up emails.
For instance, if you have a milestone for when a contract is drafted for a potential client — and a specific teammate manages that stage — you can set up an automation that reassigns the opportunity to them and applies a “Track” outlining the series of tasks they need to complete.
Did You Know? |
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While Capsule’s workflow automation does reduce admin work, its capabilities are relatively limited and don’t scale well as teams grow — especially considering it’s a paid-tier feature.  By contrast, Breakcold takes automation a step further. Leads move automatically based on your real-time interactions and conversations. You can even let Breakcold Vision decide when and how to trigger workflow actions — enabling smarter, more personalized automation that adapts to how you sell. |
Integrations & Add-ons
Capsule comes with a solid integration ecosystem (via its App Marketplace) that lets you connect the CRM with a variety of popular business tools — helping you streamline workflows and reduce app-switching fatigue.
Some of the most notable integrations include Gmail, Outlook, QuickBooks, Mailchimp, Transpond, and Zapier — giving users flexibility to connect Capsule with their existing tech stack.
While the marketplace isn’t as extensive as what you’ll find in tools like HubSpot or Pipedrive, it covers the essentials most small businesses need to get started without friction.
💰 Capsule CRM Pricing (2025 Update)
Free | Starter |
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$0 (Max 2 users) | $21/user/mo |
Free includes:
| Our Starter plan gives you:
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Growth | Advanced |
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$38/user/mo | $60/user/mo |
Everything in Starter, plus:
| Everything in Growth, plus:
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⭐️ Capsule CRM Ratings + Pros and Cons
Ratings | |
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G2 - 4.5/5 (1,102) | Capterra - 4.4/5 (1883) |
Pros | Cons |
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🔁 Capsule CRM Alternatives
🥇 Breakcold CRM – Best Sales Focused CRM With AI-Native Features
Summary
Today, Breakcold has become THE AI-native CRM for modern salespeople – doing more than just tracking deals — it can move leads automatically, assign tags, and create follow-up tasks across Email, LinkedIn, WhatsApp, Telegram, and soon, Phone.
From a self-updating dashboard that highlights which leads need follow-ups (and why), to a social engagement stream that keeps you connected to every important lead opportunity — Breakcold brings clarity and automation together in one place.
It’s everything sales teams need to sell — but rebuilt for the AI era, where selling is fast, personal, and automation-first.
Key Features | |
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Ratings | |
G2 - 4.7/5 (116) | Capterra - 4.8/5 (93) |
Pros | Cons |
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Pricing Plans
CRM Essentials | CRM Pro | CRM Max |
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$29/user/mo | $59/user/mo | $99/user/mo |
Key features included:
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All Essentials Features plus:
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All PRO features plus:
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🥈 Pipedrive – Best All-In-One CRM With Advanced Automation
Summary
Pipedrive is a sales-focused CRM that first hit the market in 2010, created by salespeople for salespeople who wanted a tool that actually matched the way they worked. Instead of overwhelming dashboards or bloated features, Pipedrive introduced a simple, visual pipeline that made tracking deals intuitive.
Today, Pipedrive is used by SMBs, sales-driven teams, and agencies that want a straightforward way to organize pipelines and track activities without the complexity of enterprise CRMs.
Key Features | |
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Rating | |
G2 - 4.3/5 (2,445) | Capterra - 4.5/5 (3047) |
Pros | Cons |
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Pricing Plans
Lite | Growth |
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$19/user/mo | $34/user/mo |
Key features:
| Lite plan +
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Premium | Ultimate |
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$64/user/mo | $89/user/mo |
Growth plan +
| Premium plan +
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Pipedrive Add-ons
LeadBooster add-on | Projects add-on | Campaigns add-on |
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Capture more leads Starting from $32.50 | Deliver projects and reach goals faster Starting from $6.67 | Send awesome email marketing campaigns Starting from $13.33 |
Web Visitors add-on | Smart Docs add-on | |
See who's browsing your site Starting from $41 | Manage all your documents in one place Starting from $32.50 | |
🥉 Salesmate CRM – Best Mobile-First CRM For On-The-Go Teams
Summary
Salesmate is a sales-focused CRM designed to simplify pipeline management, automate follow-ups, and centralize communication across email, calls, and SMS — all within one clean, modern dashboard. It strikes a balance between ease of use and flexibility, making it a great fit for growing teams that need structure without enterprise-level complexity.
Today Salesmate is used by:
SMBs and startups tired of juggling spreadsheets or clunky legacy CRMs.
Agencies managing multiple client pipelines with lots of moving parts.
SaaS sales teams handling demos, trials, and onboarding.
Remote and field sales teams that need a mobile-first CRM experience.
Key Features | |
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Ratings | |
G2 - 4.6/5 (105) | Capterra - 4.7/5 (101) |
Pros | Cons |
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Pricing Plans
Basic | Pro | Business |
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$29/user/mo | $49/user/mo | $79/user/mo |
Key features
Sales and marketing automation (Smart flows)
| Everything in Basic, plus…
Sales and marketing automation (Smart flows)
| Everything in Pro, plus...
Sales and marketing automation (Smart flows)
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💭 Final Thoughts: Is Capsule Still Worth It?
Short answer: not really — but it depends on your goals.
Capsule CRM isn’t trying to be everything to everyone — and that’s part of its charm. It’s clean, simple, and affordable, making it a solid pick for small teams that value ease of use over endless configuration.
But that simplicity comes at a cost. As your sales process grows more complex, Capsule can start to feel like it’s holding you back rather than helping you scale.
In an era where automation and AI rule the sales world, Capsule falls noticeably short. The average sales rep already loses up to 70% of their time on admin work — leaving only 30% for what actually matters: selling.
If you’re ready to break that cycle, it might be time to try something smarter. Breakcold eliminates tedious CRM admin work with AI-native automations, data enrichment, and social-selling tools that help you focus on closing deals — not clicking checkboxes.
👉 Experience the future of sales. Try Breakcold’s free trial today.
