Capsule CRM vs Insightly: Complete Comparison 2026

An in-depth comparison of features, pricing, and user experience to help you make the right choice.

Capsule CRM

7.6(1,340 reviews)

UK-built CRM with a generous free plan for 2 users, GDPR-first design, and clean relationship management tools for small businesses.

7.9(890 reviews)

CRM that combines customer relationship management with project management and delivery tracking.

Aspect	Capsule CRM	Insightly
Best For	UK and European small businesses that need GDPR compliance built into their CRM from the ground up	Professional services and consulting firms
Pricing Model	Freemium	Freemium
Starting Price	Free	Free
Deployment	cloud	cloud
Platforms	WEB, IOS, ANDROID	WEB, IOS, ANDROID
Rating	7.6/10	7.9/10

Free plan for 2 users with 250 contacts is a genuine working CRM, not a crippled demo pushing upgrades
GDPR compliance is architectural - built by a UK team living under the regulation, not a bolt-on checkbox
Interface design prioritises white space and calm over cramming every feature onto a single screen
Right-to-erasure tool permanently removes a contact and all associated data in under 60 seconds
Xero integration links invoices and opportunities automatically for UK businesses already running Xero accounting
Setup takes about 30 minutes with CSV import, email connection, and pipeline customisation requiring no IT help
Project management boards let you track post-sale delivery alongside your pipeline without a separate tool
Custom fields are genuinely flexible - dates, dropdowns, text, numbers - without requiring admin training
Transpond companion email marketing tool provides CRM-linked campaigns starting at $12/month for 500 contacts
Data residency is transparent with AWS region visibility, which matters for UK post-Brexit data sovereignty
Contact timeline shows every email, note, call, file, and opportunity in a single scrollable history

250-contact limit on the free plan is tight - most businesses outgrow it within 6 to 12 months of active use
Native integration list is short compared to HubSpot's 1,400+ apps or Salesforce's AppExchange ecosystem
No built-in phone or VoIP calling - you need a separate tool like Aircall or RingCentral for call logging
Reporting on Free and Starter plans is limited to basic activity summaries without custom filtering or grouping
Workflow automation only available from the Growth tier at $36/user/month, missing from cheaper plans entirely
No lead scoring, drip campaigns, or marketing automation capabilities beyond the Transpond add-on
Pipeline lacks weighted probability forecasting and multi-stage approval workflows for complex enterprise deals
No territory management, lead routing rules, or automated assignment for sales teams larger than 20 people
50MB storage on the free plan runs out quickly if you attach documents and files to contact records
Customer support is email-only with no phone support or live chat available on any plan