Capsule CRM
A straightforward CRM for small teams, with AI that fills in contact details and summarises account history.
Independent overview by new Mantra · updated September 28, 2026
- Category
- Sales · Operations
- Pricing
- Free plan (250 contacts, max 2 users); Starter $18, Growth $36, Advanced $54, Ultimate $72 per user/mo billed annually ($21/$38/$60/$75 billed monthly). 14-day free trial, no card required
- Implementation
- Under 1 week
- Adoption risk
- Low
- Integrates with
- Xero, QuickBooks, FreeAgent, Zapier, Slack, Microsoft
If contacts and deals still live in spreadsheets, Capsule's free plan (250 contacts, two users) or its 14-day trial with no card lets you load real customers, build a pipeline and see whether the AI summaries help before a call — without paying anything.
Heads-up: this is an affiliate link — if you buy through it, new Mantra may earn a commission at no cost to you. It doesn’t change our take.
Watch: how Capsule CRM works
What Capsule CRM does
Capsule is a customer relationship manager built for small businesses that want contact records, a sales pipeline and client delivery in one place without a long configuration project. Day to day it holds your contacts and the history against each one, tracks opportunities through pipeline stages so you can see what is likely to close, and manages the work after the sale through kanban-style project boards. Tasks and a calendar sit alongside, so follow-ups do not live in someone's head.
The AI features are deliberately narrow rather than sweeping. Contact and business enrichment fills in company details automatically instead of someone typing them. AI summaries produce an instant recap of the last fifty activities on a contact, opportunity or project — useful before a call when you cannot read back through months of history. There is also a pipeline generator that drafts a sales pipeline structure from a description of how you actually sell.
Capsule also sells a marketing product, Transpond, which handles email campaigns and social posting and integrates back into the CRM. The two are sold as a pair and share a partner programme, but they are separate products — this page covers the CRM. Capsule connects to more than a hundred integrations including Zapier, Slack, Google and Microsoft, and the accounting solutions small businesses tend to already run: Xero, QuickBooks, FreeAgent and FreshBooks.
Key capabilities
Contact management
Keeps every customer detail and the full interaction history in one record, with a shared mailbox option so a team can work from sales@ or support@ addresses together.
Sales pipeline and forecasting
Track opportunities through custom stages and milestones, with multiple pipelines on higher tiers and reporting on where deals are being lost.
Project delivery boards
Kanban-style boards for the work that follows a won deal, so client delivery is tracked in the same system as the sale rather than a separate solution.
AI enrichment and summaries
Fills in business and contact information automatically, and generates an instant summary of the last fifty activities on any contact, opportunity or project.
Workflow automations
Define repeatable processes as sequences of tasks, notifications and stage changes, so routine follow-up happens without anyone remembering it.
Accounting and app integrations
More than a hundred integrations including Xero, QuickBooks, FreeAgent, FreshBooks, Zapier, Slack, Google and Microsoft.
Best for
- Small businesses moving off spreadsheets who want contact history and a pipeline without a lengthy CRM implementation
- Teams that both sell and deliver, and want the project work tracked in the same place as the deal that produced it
- Solo operators and very small teams who can start on the free plan and only pay once the limits bite
- Businesses already running Xero, QuickBooks or FreeAgent who want the CRM to talk to the accounts they already keep
- Anyone who wants a few targeted AI conveniences — enrichment, summaries — rather than a CRM rebuilt around AI
Worth knowing
- The free plan is genuinely usable but tightly bounded: 250 contacts and a maximum of two users. Treat it as a way to test the fit rather than a long-term home, and work out which paid tier you would land on before adopting it.
- Paid tiers are charged per user per month: Starter is $18, Growth $36, Advanced $54 and Ultimate $72 billed annually, or $21, $38, $60 and $75 billed monthly. There is a fourteen-day trial that does not ask for a card.
- Capability is tiered in ways that matter for small teams. Workflow automations, email sync, multiple pipelines, multiple project boards and most of the AI features sit above the entry paid plan, so if those are the reason you are buying, the entry price is not the relevant one.
- Marketing is a separate product. Transpond handles email campaigns and social posting and is sold alongside Capsule rather than included, so budget for it separately if you need marketing as well as CRM.
- This is a simple CRM by design. If you need complex territory management, quote configuration or heavy customisation, the simplicity that makes it quick to adopt will eventually become the constraint.
How Capsule CRM compares
Small-business CRMs trade simplicity against depth. Capsule sits at the simple end with one twist: it tracks the delivery work after the sale as well as the sale. The question is whether you need that, automatic data capture, or a pure sales pipeline.
vs Pipedrive
Pipedrive is pipeline-first, with AI deal prioritisation, revenue forecasting and 500+ marketplace apps, and paid tiers from about $14 to $79 per user. Capsule starts free and adds project boards for the work after a sale. Choose Pipedrive for a sales team that lives in the pipeline; Capsule if the same people sell and deliver.
vs Salesflare
Salesflare fills itself in from email, calendar and LinkedIn and adds sequences, open and website-visit tracking and a lead finder, from $29 per user. Capsule's AI is narrower — enrichment and a summary of the last fifty activities — but it covers delivery and links to Xero, QuickBooks, FreeAgent and FreshBooks. Pick Salesflare to stop manual logging; Capsule to connect sales to delivery and the books.
vs folk
folk is relationship-first, pulling in email, LinkedIn and WhatsApp history and drafting follow-ups, from $24 per member. Capsule is more structured — pipelines, milestones, workflow automations and delivery boards — with a free plan to start. Choose folk when sales run on relationships; Capsule when you want a defined process from lead to delivered work.
vs Nimble
Nimble, at about $29.90 per user, includes a prospector, email sequences, web forms and live chat in its base plan, so it helps you find leads. Capsule helps once you have them, with delivery boards and accounting links; its marketing email is a separate product, Transpond. Pick Nimble if lead generation is the gap; Capsule if delivering and billing the work is.
Related solutions
Ready to see Capsule CRM in action?
Trial the tier you would actually buy: workflow automations, email sync, multiple pipelines and most AI features sit above Starter ($18). If you need marketing email too, budget for Transpond separately — it is a companion product, not part of the CRM.
Heads-up: this is an affiliate link — if you buy through it, new Mantra may earn a commission at no cost to you. It doesn’t change our take.
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