Capsule CRM Review

Marth Kendall Custard

In a Nutshell

Capsule CRM is a very easy to use CRM that will appeal to any user that wants to get up and running without having to play around with a lot of configuration changes. Capsule CRM makes it easy to create records and assign tags on-the-fly, without having to populate custom fields in the administration area first.


  • Very easy to use
  • Easy to share leads with other team members
  • Attach unlimited documents to lead records


  • Some key integrations, like Slack, are missing
  • Lacking some advanced features

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Best For
Businesses seeking a CRM they can get up and running on quickly—with minimal required training.
Key Use
Visual pipeline tracking

$18 per user per month for Professional tier

$36 per user per month for teams

Free trial
Free 30 day trial


If your organization is looking for a CRM that everybody can get up to speed on by the end of the workday, then Capsule CRM is just about the best choice on the market. It’s extremely uncluttered user interface can all be accessed from the top bar menu where users can create leads, opportunities, or track deal flow throughout the pipeline. It also has a good basic set of integrations and users can easily annotate documents to accounts. It’s not the most full-fledged offering on the market but it should be enough for the vast majority of businesses.

Tools for Sales Teams

Sales teams have all the basic CRM functionalities they might need in Capsule CRM, including the ability to capture leads and schedule follow-up activities such as account check-ins and prospecting calls.

In order to keep track of sales performance it’s important to keep a close eye on the sales pipeline to see how many leads are nearing maturity — and what the total expected deal volume might be from them. 

Keeping to its tradition of simplicity-first, Capsule also makes it simple to export and import data. Users can quickly export a Vcard (electronic business card) format for any lead stored in the CRM — or import contacts from a spreadsheet, as a CSV, or through an integration with Gmail or outlook. The multiple options available make it quick and easy for the team to get their leads in one place.

There’s also an ‘add task’ sidebar which allows users to quickly capture follow up activity for a lead. There’s a pre-populated list of activities that are likely to recur in many organizations such as ‘call’, ‘follow up’, and ‘meeting’ to help make the process even quicker.

Likewise, when creating an opportunity, users are able to easily assign it to a lead via a dropdown that auto populates. Users can also automatically annotate additional details to the opportunity by sending email to an address which is unique to that prospect.

If users want to annotate documentation to a lead, then they can simply click on the ‘files’ tab and upload a PDF. The PDF can be viewed directly online within the browser

Tools for Customer Support Teams Teams

Capsule CRM isn’t intended as a support tool but some do use it to keep ‘cases’ associated with leads. This can be information related to a specific task or project that is ongoing and connected to a certain lead or account in the system.

Additionally, Capsule can be integrated with the following support tools to allow helpdesk staff to have complete access to the sales department’s accounts:

  • Zendesk
  • Help Scout
  • SupportBee
  • Enchant

Tools for Marketing Teams

Capsule CRM does not contain any marketing-specific features such as email campaigns and landing page generators. However, when used in conjunction with one of its integration partners, such as Mailchimp and Mad Mimi, it contains all the tools needed to merge contacts and drive them down the sales funnel. 

MPZ Mail can also be used to generate rich emails and send them to CRM prospects—or groups of them. 

Additionally, Capsule CRM gives users a system-wide mail drop box which can be used to automatically associate mass emails with CRM leads. This can be hidden in the BCC field so that it doesn’t appear to prospects.

Customizations and Integrations

Capsule CRM comes with a library of customization and integration options—although the list isn’t quite as extensive as what you might find with other providers.

For customization, users can associate custom fields with various CRM records. These can range in type, from dates to lists and automatically generated links.

There are over 50 supported integrations — including with marketing automation toolkit which enables users to connect the CRM with additional services. Some notable support options include:

  • The UnifiedVU business dashboard
  • Email marketing programs
  • GSuite and Google Data Studio

To integrate with other apps-- like Slack, for example, Capsule suggests using Zapier CRM integration.

Reporting and Dashboards

The ‘Reporting’ module is one of the four key parts of the CRM and allows users to generate detailed reports about sales activity. Color coded graphics and charts make it visually easy to determine how much of the pipeline is taken up by deals at various stages of lead maturity.

The free plan gives access to customized filtered lists and the sales pipeline dashboard. The professional plan has these features along with activity reporting. In addition to these features, the Teams and Enterprise plans also offer custom activity types, advanced sales reporting, reporting by team, and custom reports via google data studio.

Mobile Options

Smartphone users never fear—thanks to Capsule’s Android and iOS modules, users are able to annotate and create leads no matter where they are. The mobile apps provide the full set of functionalities contained in the web version, including the ability to see a live stream of coworker activity, capture and save lead data, and manage and access the dedicated CRM calendar and place bookings there.

Plans and Pricing

Capsule has a free tier and three paid tiers.

Completely free

The Professional tier is intended for smaller sales teams and includes basic sales reporting, unlimited cases, and file storage of 10GB.

The Team plan, by contrast, can hold up to 100,000 contacts (Professional’s limit is 50,000) and provides up to 20GB of storage. It also allows users to export custom reports via Google Data Studio and to take advantage of Advanced Sales Reporting, including modules not included in the basic reporting feature.

The Enterprise plan can hold 200,000 contacts, 40GB of storage, and also comes with implementation support, import assistance, custom training, a dedicated customer success manager, and ongoing priority support.

Ease of Implementation and Use

Capsule CRM is one of the easiest CRMs to use on the market. The entire CRM is contained within a few modules: leads, calendar, reporting, cases and reports.

Setup isn’t difficult for administrators, either. After connecting the outbound mail server and setting access permissions, they can simply begin adding users and creating custom fields.

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Customer Service

Capsule Support is available during US business hours between Monday and Friday via email or Twitter.

The primarily means of support is a ticket-based system which allows for easy issue tracking. Capsule CRM has also put together a Support Portal which contains an entire library full of self help resources.

These tutorials feature text and screenshot based instructions and help users resolve a wide variety of issues. Live chat and telephone support are available depending on the plan.

What Users Say About Capsule CRM

“Great CRM for small business”

Verified C-level executive user.

“As usual, Capsule go over and beyond to help with any query.”

Sian Carter, Director of Commercial Operations, User Company

“After a tough day, my team can log into Capsule, see their pipeline of orders. It shows their personal impact on the business and on our producers around the world. It’s a big morale boost!”

Dale Harris / Director of Wholesale / Hasbean

Martha Kendall Custard writes for and is a conversion-driven marketer and B2B content creator who improves brand authority while making sales. She works with SaaS and software companies as well as digital advertising agencies to write strategic blog posts that drive traffic and convert.

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24 Feb 2021

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