Is your business growing faster than your tools can keep up? Many thriving small businesses encounter this problem at some point.
As your business scales, you’ll likely need something that can better handle customer relationship management (CRM). One of the top options is Apptivo. It takes a modular approach, giving businesses a suite of tools, with CRM software being one of them. Modular formats avoid a bloated setup, letting you choose specific functions you only need. 🛠️⚙️
But the real question is whether Apptivo will suit your business needs. Our in-depth Apptivo review covers features, where it may fall short, and alternatives worth looking into. We’ll match it up against Method CRM, and explore why Method may be your best choice, especially if your business already runs on QuickBooks. 📚💻✍🏼📓
Here at Method CRM, we’ve been supporting QuickBooks-based businesses since 2010. Method is loved by business owners across a range of industries for its real-time, two-way QuickBooks sync; no-code customization; and end-to-end sales automation. 📈🔄
Table of Contents
Apptivo at a glance
Apptivo launched in 2009, and today, more than 150,000 businesses use it for CRM software, project management, invoicing, and day-to-day communication.
Apptivo’s pricing is structured per user, paid monthly, and can be billed annually. Every paid plan comes with core CRM functions, mobile app access (iOS and Android), and 24/7 customer support. According to its pricing packages, you get an all-in-one CRM starting with the Premium plan. As with any other tool, the higher the tier, the more features are offered.
You can choose the free plan with limited features, featuring basic CRM apps and templates, or go with the free 14-day trial of the Ultimate plan to try out the full user experience before fully committing.
Apptivo pricing 💰
Here are the pricing tiers for Apptivo:
- Standard: Free forever
Includes access for up to 3 users, core CRM features (contacts, customers, leads, opportunities), basic project and invoicing tools, email templates, document storage (500 MB), and community support.
- Lite: $15 per user/month (annual billing)
Includes 18 apps, 100 custom fields per app, 25 workflows, 8 custom dashboards, mobile app access, basic automation (e.g., lead and contact management, deal and opportunity management), third-party integrations, and 24/7 support.
- Premium: $25 per user/month (annual billing)
Includes 46 apps, 250 custom fields, 75 workflows, 25 dashboards, mobile app access, more automation features (e.g., relationships, e-commerce, marketing), third-party integrations, and 24/7 support.
- Ultimate: $40 per user/month (annual billing)
Includes 57 apps, 350 custom fields, 150 workflows, 50 dashboards, advanced automation, mobile app access, third-party integrations, and 24/7 support.
- Enterprise: Custom pricing
Includes 65 apps, 500 custom fields, 300 workflows, 100 dashboards, complete automations, custom integrations, Service Level Agreement (SLA)-backed support, and an account manager.
Apptivo core modules 💻
Apptivo’s modular design means you only pick what fits your setup. Here’s what the platform’s big four modules offer:
- CRM software: If you’re still relying on Excel, updating data is likely a struggle. Apptivo’s CRM system ensures every change is tracked, with built-in lead and contact management, sales pipeline tracking, dashboards, and custom fields per app, so you tailor the system to match how your team operates.
- Project management: Assign tasks, track progress, link to customer data, and keep projects aligned with finances and contacts.
- Invoicing: Handle quotes, billing, payment tracking, and even expense reporting right in the same system. Ties into your CRM data for smoother workflows.
- Help Desk: Manage support cases, tickets, and communication directly through the platform. This way, customer issues live in the same system as your CRM and finance workflows. No need for unnecessary back-and-forth.
With these modules, it’s no surprise that businesses trust Apptivo. But no two businesses run the same way, and what works for one, may not be the best fit for another. Some of Apptivo’s potential challenges may be a deal-breaker for some businesses (including you), and that’s worth thinking about before making the switch.
Where Apptivo falls short ❌
Let’s now discuss the drawbacks to using Apptivo. These are worth knowing as, depending on your needs, they can slow down your team, limit how well the system fits your workflow, and add on extra costs you didn’t prepare for.
User interface and menu clutter
Some users have reported that Apptivo has a user interface (UI) that can look and feel dated, and that time can be wasted clicking around to find basic actions like logging a call or updating a task.
UI inconsistencies include clipped text and extra clicks to view details that make navigation frustrating and inefficient for power users.
If you’re used to sleek, user-friendly software, Apptivo might disappoint. Clutter adds extra steps to simple jobs, which can slow down your team and make onboarding harder for new users.
Limited marketplace integrations
Apptivo offers integrations with go-to business tools like Google Workspace (including Gmail), Microsoft Outlook, Dropbox, and Stripe. It lets you connect with over 65 business applications, but that’s still fewer than competitors that pack in far more options. Apptivo also doesn’t sync natively to social media platforms like LinkedIn or Facebook.
If your sales or marketing depends on various social channels or a wide range of third-party tools, having to rig your own workarounds can bog down your efficiency, compared to software with built-in social sync that already does this.
Customization learning curve
While you can customize a lot using Apptivo, the process can be challenging. Combined with the outdated UI, some users report complexity. Setting up workflows, custom fields, or new modules often means having to dive deeper into manuals or investing in a full support team.
Without someone technical on your side, getting a fully fine-tuned CRM system can drag on, wasting time and energy.
Feature deep-dive ⚙️
So, what does Apptivo actually offer? Apptivo checks many boxes: management functionality, billing, workflow automation, and even a mobile app for work on the go.
Here’s a closer look at how the features come together.
Contact and lead management 👤
Strong lead management starts with clean data, and Apptivo does a good job here. Every app supports custom fields, so you can capture details that are necessary to your sales cycle, whether it’s budget ranges, product interests, or industry tags. Leads and contacts flow through the system with ease through notifications and reminders for follow-ups, so you never miss an opportunity to connect (or reconnect).
Lead scoring isn’t out of the box, but you can mimic it by setting up workflow rules. For example, you might automatically bump priority when a lead requests a demo or opens several emails. Combined with built-in templates for email marketing and calls, you can make a structured sales process without needing outside tools.
Despite these great workarounds, they do bring a steeper learning curve for small businesses new to using CRM software.
Project management and time tracking ⏱️
Apptivo’s project management capabilities are deeper than those of many small-business CRMs.
Here are some project and pipeline management tools to expect:
- Interactive drag-and-drop Gantt chart: Visualizes dependencies and schedules across tasks and sub-projects.
- Built-in milestones: Break projects into checkpoints and track progress stage by stage.
- Time tracking: Use timesheets or a stopwatch, which can be manager- or customer-approved for each project. You can then convert those logs straight to billing.
- Templates: Reuse across projects. Combine with milestones, set them once and launch the same blueprint over and over.
Invoicing and quoting 📋
Billing is where some CRMs fall short. Apptivo handles it natively with the one-click QuickBooks sync. That means you can turn invoices and expense reports into journal entries and sync them with QuickBooks.
Just note that Accounts tied to products or sales in QuickBooks Online are only pulled under the Income, Expense, and Inventory Asset Account. If you’re new to QuickBooks Online, you’ll need to set up a new Account for products or sales directly in QuickBooks first.
Automation and workflows 🦾
Manual admin tasks can eat up hours in a team’s week. Apptivo gives you automation capacity that scales with your plan, starting at 25 workflows on the Lite tier and up to 300 workflows on Enterprise.
These can handle repetitive tasks like sending a welcome email after a form submission, creating a follow-up task after a meeting, or moving deals through pipeline management stages.
It doesn’t reach the level of full marketing automation, but it’s powerful enough for a CRM-focused tool. That said, the number of allowed workflows (number of triggers) can still feel limiting, especially on lower tiers, while some alternatives offer far more flexibility, or even unlimited automations per account.
Mobile app experience 📱
The mobile app is an important extension of any cloud-based platform. Available on iOS and Android, the Apptivo mobile app covers the essentials, with 20 out of 30 of its features being available, like updating contacts, creating tasks, logging time, sending invoices, and checking project progress. For small teams on the move, it keeps key data within reach.
Pricing breakdown: What you really pay 💵
On the surface, Apptivo looks affordable compared to other CRM platforms. The real cost, however, depends on which tier you choose and the add-ons you’ll likely need.
Here’s a clear overview of how Lite, Premium, Ultimate, and Enterprise paid Apptivo plans stack up:
| Feature | Lite | Premium | Ultimate | Enterprise |
| Pricing | $15 per user/month (billed annually) | $25 per user/month (billed annually) | $40 per user/month (billed annually) | Custom pricing |
| Core CRM features (contacts, leads, opportunities) | ✅ | ✅ | ✅ | ✅ |
| Project management | ✅ | ✅ | ✅ | ✅ |
| Custom fields | 100 custom fields per app | 250 custom fields per app | 350 custom fields per app | 500 custom fields per app |
| Third-party integrations | ✅ | ✅ | ✅ | ✅Custom integrations |
| Dashboards | 8 custom dashboards | 25 custom dashboards | 50 custom dashboards | 100 custom dashboards |
| Basic automation | 25 workflows | 75 workflows | 150 workflows | 300 workflows |
| Advanced automation | ❌ | ❌ | ✅(e.g., SMS, bills of material) | ✅(e.g., email sequencing, notification builder, custom apps) |
| API access | ❌ | ✅ | ✅ | ✅ |
| 24/7 customer support | ✅ | ✅ | ✅ | ✅ |
| SLA and dedicated account manager | ❌ | ❌ | ❌ | ✅ |
There are some hidden costs to watch out for when choosing Apptivo:
- Paid training: $125/hr for onboarding, extra setup, or training new hires.
- Advanced automation: Only available with Ultimate or Enterprise.
- Email campaigns: Start at $10 for 5,000 emails. Costs climb fast if you run campaigns regularly. Purchased emails never expire, but frequent sends will rack up fees.
In comparison, many of the features that competitors include in mid-tier are still locked behind Ultimate or Enterprise for Apptivo. Plus, you’ll need to budget for add-ons.
If you’re already using other Zoho products, Zoho CRM makes more sense since its lower tiers already include broader automation and integrations than Apptivo’s Lite or Premium.
For businesses that run heavily on QuickBooks, Method CRM lets you do more with your QuickBooks data via its real-time, two-way QuickBooks sync, built-in workflow automations, and API access, even at the entry level.
Meanwhile, HubSpot CRM appeals to smaller teams with its forever-free plan for up to three users.
Apptivo’s value ultimately depends on whether the appeal of its bundled apps is enough to make up for the essentials being locked behind the higher tiers.
Apptivo vs. top alternatives 👩🏻💻
Apptivo is ideal for teams that prefer a more modular approach to business tools, so you only pay for what you need. That said, there are CRM providers that offer more for each tier. Some pack more automation features into lower tiers, others offer a smoother QuickBooks sync or a more modern, seamless user experience.
Here are the best CRM alternatives if you’re uncertain Apptivo is the right fit for your business.
Method CRM
If your business relies on QuickBooks and you want a CRM that enhances your workflow, Method CRM is built for you. It’s a cloud-based CRM tailored to deliver a deeper QuickBooks sync, real-time and two-way, with both QuickBooks Online and Desktop. You won’t need manual exports or duplicates. The system blends CRM and accounting into one streamlined platform.
Method shines for businesses that value expert-led customization. Tailor your workflows and forms, and use the customer portal so clients can log in to view invoices, pay online, or track their history without having to call your team on every check.
Key features:
- Best-in-class QuickBooks sync with real-time, two-way data flow.
- A customer portal so clients can view and pay invoices online.
- Free customization consultation to help set up workflows that fit your exact processes.
- Automation tools to streamline tasks like follow-ups, reminders, and approvals.
- API access from the lowest tier.
Starter price: Starts at $25 per user/month (Contact Management plan, billed annually). Method CRM also offers a free 14-day trial with no credit card required.
Why choose this Apptivo alternative: Method CRM offers an unmatched level of syncing with QuickBooks, plus expert-led customization, non-limiting automation capabilities, and a polished customer portal. Apptivo also offers two-way sync with QuickBooks Online only (on higher-tier plans like ‘Ultimate’). However, to use it effectively, you need to configure accounting rules, map accounts, and align field mappings. For standard use cases this works well, but for more complex workflows or nonstandard accounting structures, this can feel restrictive.
Zoho CRM
Launched in 2005, Zoho grew in popularity as a cloud-based, all-in-one platform that fits both small and medium-sized businesses, especially those already using Zoho tools. Part of the larger Zoho suite of more than 40 business apps (for accounting, projects, marketing, and more), Zoho CRM acts as the hub for sales and customer data.
Zoho CRM provides advanced automation settings, extensive integrations, and lots of customization options. That said, all this functionality comes with a steeper learning curve. Teams may need time (or training) to fully unlock the platform’s potential.
Key features:
- Wide automation options with AI-powered tools like Zia for predictions.
- Native integrations across Zoho apps, plus third-party tools.
- Advanced dashboards and reporting for sales forecasting and pipeline tracking.
- Built-in email management with templates, tracking, and integration.
Starter price: A free plan is available for up to three users. Paid plans start at $14 per user/month (Standard plan, billed annually).
Why choose this Apptivo alternative: Zoho CRM works well for businesses already in the Zoho ecosystem. It ties directly into Zoho Books, Zoho Projects, Zoho Campaigns, and many others, giving you one connected system.
Keep in mind, however, that while Zoho’s pricing is accessible to small businesses (and even has a free plan), the costs can creep up once you start adding extra Zoho apps or upgrading tiers for advanced features.
See how Method CRM vs Zoho compare.
HubSpot
HubSpot combines sales, marketing, and service tools under one roof. Leaning more toward a marketing-driven CRM, it’s designed for startups and small teams that want easy setup, strong contact and deal tracking, and built-in email marketing.
If you want to test it out, the free CRM covers a generous list of tools like live chat, ticketing, and basic marketing, but costs climb fast once you need advanced features or higher limits. For context, to access the platform’s more comprehensive features, pricing starts at $1,300/month for only five users.
Key features:
- Marketing-driven CRM that helps small teams attract prospects and convert them into sales-ready leads.
- Free tools for marketing, sales, service, content, operations, and commerce.
- Integrations with 500+ apps through the HubSpot App Marketplace.
- Automated email tracking and follow-up sequences, including notifications for opens and clicks.
Starter price: A free plan is available for up to 2 users. Starter Customer Platform with only the essentials at $9 per user/month. For scaling businesses, you need to start with the Professional Customer Platform ($1,300/month for 6 users) or the Enterprise Customer Platform ($4,700/month for 8 users). Learn more about HubSpot pricing.
Why choose this Apptivo alternative: HubSpot leans heavier into marketing and customer engagement tools. It’s a better choice for growth-focused teams.
Salesforce Starter Suite
If you’re eyeing Salesforce but don’t want the full-blown enterprise setup, Salesforce Starter Suite is their lightweight, small-business offering.
It’s a cloud-based CRM designed for smaller teams that gives you access to streamlined contact, opportunity, and case management. Automation features like Einstein Activity Capture keep data between Salesforce and your email and calendar apps up to date.
Essentials gives you the power of the Salesforce platform, with AI insights, mobile access, guided setup, and the promise to scale.
Key features:
- Built-in training via Trailhead, so teams can learn as they go without paying extra for learning resources.
- Einstein Activity Capture automatically logs emails and calendar events to related records.
- Mobile-ready experience built on the Salesforce Lightning platform with drag-and-drop flexibility for adjusting views.
- As your needs grow, you can upgrade within the Salesforce ecosystem (Pro, Enterprise, etc.) more seamlessly.
Starter price: Salesforce Essentials starts at $25 per user/month, but is only available for up to 5 users. Beyond that, you’ll need the Pro Suite at $100 per user/month.
Why choose this Apptivo alternative: Salesforce Essentials gives small teams access to enterprise-grade tools in a simplified package. It’s a strong fit for businesses that want to scale fast or connect to the wider Salesforce ecosystem, although it can feel robust and sometimes overkill for small teams just starting out.
See our comparison of Method CRM vs Salesforce for small business solutions.
Frequently asked questions
Does Apptivo offer a forever-free plan?
Yes. Apptivo’s Standard plan is free forever for up to three users. The plan lets you use some of the apps available on the paid plans, has email and phone support, and stores up to 500 MB of documents. You only upgrade when you need more features.
Who is Apptivo best for?
Apptivo is best for small to medium-sized businesses that want a modular business app suite. This way, you can add apps as you grow instead of paying for a bloated package upfront. It appeals to budget-conscious teams that want flexibility, but can feel limited compared to platforms with a more unified system.
How reliable is Apptivo for small business management?
Apptivo is generally reliable for small business management, offering core tools like CRM, project management, invoicing, and a help desk in one place. Its cloud-based setup means you can access data anywhere, and uptime is stable. That said, some users report occasional glitches and slower performance with larger datasets. The support experience can also be a hit or miss.
Final verdict: Should you use Apptivo? 🤔
Apptivo works best for teams that want a flexible platform that lets you pick and choose which features to add as your business grows. It covers essentials like contact and lead management, while paid apps layer on project management, invoicing, and support tools, so you’re only paying for what you actually use.
Before deciding, here’s a quick overview of what Apptivo does well and where it falls short.
👍 Pros:
- Built-in CRM tools for lead and contact management, sales pipeline tracking, and follow-ups.
- A modular approach that lets you add only the tools you need.
- Mobile app for iOS and Android.
- A free plan covers the essentials for up to three users, with affordable entry-level pricing for growing teams. A free 14-day trial is also available to test out the Ultimate plan.
- 24/7 support for all paid tiers, with SLA and an Account Manager for Enterprise.
👎 Cons:
- A less modern user interface that can slow down onboarding.
- Limited third-party integrations, especially for social media.
- Steep learning curve for customizing workflows and dashboards.
- Advanced automation and features are locked to higher tiers.
- Offline mobile app capabilities are limited.
So, if you need a versatile CRM platform with tiered plans that unlock additional apps as your business grows, choose Apptivo.
But if you want deeper QuickBooks sync, expert-led customization, robust workflow automation, and a polished customer portal, Method CRM may be a more suitable option to consider.
Method adapts to your unique business processes, giving your team control over workflows, client interactions, and scaling without forcing one-size-fits-all solutions. Book a demo to see how Method CRM exactly adapts to your workflows and grows with your business. 📈🚀🎯🌟
