HighLevel, also called GoHighLevel, is an all-in-one platform for businesses that want everything sales and marketing under one roof. It combines built-in customer relationship management (CRM) with marketing automation, workflows, email marketing, and sales funnels. 💻

But HighLevel is an all-in-one setup that won’t work for everyone. For many small businesses, the pricing is steep for the tools they actually use, and the learning curve slows them down. If you find yourself in that situation, that’s your cue to consider the alternatives. 🧐

Take Method CRM, for example. If your operations live on QuickBooks, Method syncs perfectly with your accounting, so client management and invoicing stay within the same system. It’s the kind of specific functionality HighLevel can’t always cover. ✅

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; end-to-end sales automation; and customization services. In this guide, we’ll look at the best GoHighLevel alternatives for 2025 and why they may better fit your business needs. 👩🏻‍💻📓✍🏻💡

Table of Contents

• Why look for HighLevel alternatives? 🤷‍♂️
• Best CRM and marketing automation platforms 🥇
  • 1. Method CRM
  • 2. HubSpot CRM
  • 3. Zoho CRM
  • 4. Keap
  • 5. Apptivo
  • 6. Insightly
  • 7. Bitrix24
  • Comparison table 
• Advanced email marketing and automation tools 📧
  • 8. ActiveCampaign
  • 9. Brevo (formerly Sendinblue)
  • 10. Drip
  • 11. Wishpond
  • 12. Encharge
  • Comparison table
• Funnel and course builder platforms 📊
  • 13. ClickFunnels 2.0
  • 14. Kartra
  • 15. Kajabi
  • 16. OptimizePress
  • 17. Groove.cm
  • 18. Systeme.io
  • Comparison table 
• Agency‑focused or cost‑effective alternatives 💰
  • 19. DashClicks
  • 20. Vendasta
  • 21. Close CRM
  • 22. SalesPype
  • Comparison table 
• Which alternative suits your business? ⚖️
  • If you’re a small business that needs affordability and ease of use…
  • If email marketing is your main growth driver…
  • If you’re building courses, memberships, or funnels…
  • If you’re an agency that needs white-label solutions…
• Frequently asked questions

Why look for HighLevel alternatives? 🤷‍♂️

Though HighLevel bundles lots of tools, many businesses find other reasons to switch to something else.

Here are the main issues many users run into:

• Steep learning curve: HighLevel has so many features that mastering them takes time. New users can easily get overwhelmed by the interface, the time needed to set up, and the effort required to figure out which features they need.
• Pricing concerns: Considering what’s being offered, HighLevel is reasonably priced at $97/month for the Starter Plan, but it caps you at three sub-accounts. To unlock unlimited sub-accounts, you’ll need the $297/month Unlimited Plan, and if you want full white-label branding or SaaS features, that jumps to $497/month. On top of that, extras like a branded mobile app, HIPAA compliance, or advanced API access come with additional costs. 

• Feature overload: You might never use 80-90% of what’s offered. You might also end up with menus full of tools you’ll never touch, which makes the platform more crowded and drives up costs for features that sit idle. That can lead to wasted time or paying for unused capacity.
• Agency vs small business needs: Agencies and small businesses have very different needs. Agencies often need white-labeling, many client sub-accounts, and custom reports. Meanwhile, a small business will find a solid CRM, email marketing, sales funnels, and customizable workflows more than enough to get started. HighLevel tries to cover both ends of the spectrum, but sometimes it overshoots or complicates things for smaller players.

Before choosing an alternative, be clear about your business needs.

These are the big decision points when choosing a HighLevel alternative and what you should expect:

• CRM: Keep contact and lead data organized and trackable.
• Marketing tools: From email campaigns to SMS and social media, having the tools to handle these on one platform keeps outreach running seamlessly.
• Funnels and sales pipeline: Track where leads drop, what converts, and where to focus effort.
• Email marketing and automation: Go beyond sending emails. Look for alternatives that offer segmentation, triggers, and follow-ups.
• Workflows: Automate tasks like lead capture, reminders, and assignments to cut manual errors.
• White-label options: Agencies need branded dashboards and reports to build trust and credibility.
• Pricing and plans: Don’t settle on the website’s price “sticker.” Check for limits, hidden fees, and the scalability of the pricing structure.

Choosing the right platform comes down to knowing your priorities.

Best CRM and marketing automation platforms 🥇

Many seek platforms capable of handling customer support, data, and marketing that are lighter, cheaper, or easier to use than HighLevel. These alternatives fit small businesses, agencies, and startups that want growth tools without the extra bloat.

Note: All prices are billed annually and are in USD.

1. Method CRM

Pricing: Free 14-day trial (includes an hour setup demo and an hour of customization). Plans start at $25/user/month for Contact Management, $44 for CRM Pro, and $74 for CRM Enterprise.

Method is CRM software built especially for businesses that run on QuickBooks or Xero. With Method, because your accounting and sales are integrated in one place, you eliminate the risk of duplicate data entry and keep accounting records accurate at all times.

Aside from a patented two-way, real-time sync with QuickBooks Online and Desktop, Method offers automated workflows, email marketing, self-service portals, and deep customization so you can tailor processes unique to yours. This tight accounting sync, client management focus, and hands-on support and onboarding make Method a strong HighLevel alternative for service-driven businesses.

2. HubSpot CRM

Pricing: Free plan available for up to two users. Paid tiers start at $15/user/month (Starter) for the essentials, then the Professional Customer Platform at $1,300/month for up to six users.

HubSpot is a popular customer platform with its own ecosystem of tools involving marketing, sales, support, content, and operations, all tied together. You get email marketing, social tools, landing pages, and inbound features that are all built in. That includes having a dedicated HubSpot CRM.

Integration with other HubSpot “Hubs” makes expansion easier and more seamless. But as you scale, the pricing can escalate quickly, especially when you add marketing contacts or advanced automation.

Read our full guide on HubSpot’s pricing breakdown for more info.

3. Zoho CRM

Pricing: Free plan available for up to three users; Standard at $14/user/month, Professional at $23, Enterprise at $40, and Ultimate at $52.

If your team already runs on the Zoho suite, it makes sense to choose Zoho CRM. It’s a budget-friendly pick for business owners who need reliable lead and deal management, workflow automation, mass email, sales forecasting, and a drag-and-drop design studio that won’t overcomplicate their daily workflow.

As you scale, note that essential features like AI sales predictions, advanced customization, and multi-user portals are only available for higher-cost tiers.

Considering Zoho? Learn what’s included in the free version.

4. Keap

Pricing: Free trial available. Prices are based on the number of contacts and users. Plans start at $299/month for two users and up to 1,500 contacts. Additional user seats cost $39/month each.

With a focus on making growth feel less overwhelming, Keap gives small businesses the tools to capture leads, manage customer relationships, automate follow-ups, and get paid without the complications. You get email marketing with templates, workflows to handle lead capture, sales pipeline, task assignments, client reminders, and automation features.

That said, the steep starting price can deter those on a tighter budget. Costs may also rise quickly as contacts grow.

5. Apptivo

Pricing: Free trial available. Plans start at $15/user/month for Lite, $25 for Premium, and $40/user/month for Ultimate.

Looking for a modular approach to your CRM? Apptivo builds its system around apps. This means that each of its apps is a modular unit providing specific functionality, like invoicing, project management, or helpdesk.

The number of apps included in your tier is what fleshes out your CRM. This “pick-your-apps” structure makes Apptivo appealing for businesses that want control over features.

6. Insightly

Pricing: Free trial available. Plans start at $29/user/month for Plus, $49 for Professional, and $99 for Enterprise.

Insightly stands out because it ties sales with project management, letting you convert won deals into projects with ease. Its workflow automation and AppConnect integrations hook into 2,000+ apps (like Gmail, Slack, and QuickBooks) for smoother follow-ups and handoffs. You also get custom dashboards and relationship linking to track how contacts, companies, and projects connect.

As a HighLevel alternative, it appeals to businesses that need both customer tracking and project execution in one system. Just note that restrictions on storage, email volume, and records may force an upgrade sooner than expected.

See how Insightly vs Method CRM compare.

7. Bitrix24

Pricing: Free plan available for unlimited users. Paid tiers are fixed per organization. Plans start at $99/month for Standard (50 users), Professional at $199/month (100 users), and Enterprise at $399/month (250 users).

Bitrix24 is an all-in-one business platform that bundles CRM, project and task management, team collaboration, website building, contact centre tools, cloud storage, and more in a single suite.

You get a lot with the free plan, which includes many of its key features (albeit with limits like no live support and 5GB of storage), making Bitrix24 a preferred choice for startups or those trying out new software. You can manage leads, collaborate, and run basic communications without paying, then upgrade when it’s time.

Check out the top Bitrix24 alternatives.

Comparison table

Here’s a side-by-side look at the top CRM and marketing automation platforms.

Platform	Pricing tiers	Key features
Method CRM	Free trial. Paid: $25/user/month (Contact Management), $44 (CRM Pro), $74 (CRM Enterprise)	Real-time QuickBooks/Xero sync, workflows, email marketing, client portals, deep customization, and onboarding support.
HubSpot CRM	Free plan. Paid: $15/user/month (Starter), $1,300/month for 6 users (Professional)	Built-in CRM, email marketing, social tools, landing pages, inbound features, and HubSpot ecosystem integration.
Zoho CRM	Free plan. Paid: $14/user/month (Standard), $23 (Professional), $40 (Enterprise), $52 (Ultimate)	Lead/deal management, workflow automation, mass email, sales forecasting, drag-and-drop design studio, and Zoho suite integration.
Keap	Free trial. Paid: $299/month for 2 users/1,500 contacts; $39/month per additional user	Email marketing templates, automation workflows, sales pipeline, task management, and client reminders.
Apptivo	Free trial. Paid: $15/user/month (Lite), $25 (Premium), $40 (Ultimate)	Modular apps, and customizable per business needs.
Insightly	Free trial. Paid: $29/user/month (Plus), $49 (Professional), $99 (Enterprise)	CRM + project management, workflow automation, 2,000+ app integrations, dashboards, and relationship linking.
Bitrix24	Free plan. Paid: $99/month (50 users), $199 (100), $399 (250)	CRM, project/task management, team collaboration, website builder, contact centre, and cloud storage.

Advanced email marketing and automation tools 📧

If you’re chasing better results from your campaigns, these advanced email marketing and automation tools are for you. These alternatives pack in segmentation, triggers, analytics, and automation features that keep your outreach effective.

8. ActiveCampaign

Pricing: Free trial available. Prices depend on the number of email contacts. Based on 1,000 contacts (minimum), plans start at $15/month for Starter, $49/month for Plus, $79 for Pro, and $145 for Enterprise.

ActiveCampaign is a go-to platform for e-commerce businesses to optimize their email campaigns and customer journeys. It delivers advanced segmentation, AI-powered predictive sending, conditional content, split testing, and landing page tools. With these tools, you’re able to run complex marketing campaigns, nurture leads, and track detailed metrics across channels.

As a HighLevel alternative, it shines for businesses focused on personalized outreach and campaign logic.

9. Brevo (formerly Sendinblue)

Pricing: Free plan available. Plans start at $8.08/month for Starter, $16.17 for Business, and custom pricing for Enterprise. Prices increase depending on email volume (minimum of 5,000 emails/month).

Brevo shines as a budget-friendly email and SMS platform for thriving entrepreneurs and small businesses alike. With one place to manage marketing, sales, conversations, customer data, and even a messaging API, you can run email newsletters, promos, and SMS campaigns without having to juggle separate tools.

With an affordable multi-channel outreach (the free plan lets you send 300 emails a day), starting businesses can run effective marketing campaigns while on a budget.

Discover the other best tools for automated lead generation.

10. Drip

Pricing: Free trial available. Minimum plan starts at $39/month for up to 2,500 email contacts with unlimited email sends.

Want a platform that makes sure every abandoned cart email, promo, or thank-you note reaches your customers? Drip is made for brands that want deep personalization and lead nurturing. Its workflow tools let you react to behaviours (browsing, buying, clicking), so you can deliver messages that feel timely and relevant.

Prebuilt templates and e-commerce integrations help you get started fast, and let you streamline the way you manage marketing campaigns and outreach.

11. Wishpond

Pricing: Free trial available. Plans start at $149/month for Starter, $299 for All-In-One, and $349 for Growth.

Wishpond is made for marketers who prefer to run their lead generation campaigns, landing pages, email automations, and social promos from one place. AI-driven workflows help you streamline follow-ups, while drag-and-drop builders make it easy to spin up campaigns fast.

Combined with email marketing automation, you can create segmented lists based on interests, location, or web activity.

12. Encharge

Pricing: Free trial available. Prices are based on the number of subscribers you have. Up to 2,000 subscribers, plans start at $79/month for Growth, $129/month for Premium, and custom pricing for Enterprise.

Encharge is tailored for SaaS businesses and digital marketers aiming to streamline user onboarding and lifecycle marketing. Its visual flow builder, advanced segmentation, and behaviour-based emails enable precise automation across the customer journey.

With integrations like HubSpot, Stripe, and Salesforce, Encharge supports complex workflows and personalized engagement at scale.

Comparison table

See how the leading email marketing and automation tools compare.

Platform	Pricing tiers	Key features
ActiveCampaign	Free trial. Paid (1,000 contacts): $15/month (Starter), $49 (Plus), $79 (Pro), $145 (Enterprise)	Advanced segmentation, AI predictive sending, conditional content, split testing, landing pages, and multi-channel campaigns.
Brevo (Sendinblue)	Free plan. Based on 5,000 emails/month, paid: $8.08/month (Starter), $16.17 (Business), custom (Enterprise)	Email + SMS campaigns, conversations inbox, CRM, marketing automation, customer data tools, and messaging API.
Drip	Free trial. Paid: $39/month (based on 2,500 contacts, unlimited emails)	Behaviour-triggered workflows, personalization, cart recovery, templates, and strong e-commerce integrations.
Wishpond	Free trial. Paid: $149/month (Starter), $299 (All-In-One), $349 (Growth)	Lead generation campaigns, landing pages, email automation, AI-driven workflows, and a drag-and-drop campaign builder.
Encharge	Free trial. Paid (based on 2,000 subscribers): $79/month (Growth), $129 (Premium), custom (Enterprise)	Visual flow builder, behaviour-based email, advanced segmentation, lifecycle marketing, and strong integrations.

Funnel and course builder platforms 📊

Selling courses, coaching, or digital products? These funnel and course builder platforms give you the tools to sell, deliver, and track it all. From landing pages to student dashboards, they make it easier to convert leads and keep your learners engaged.

13. ClickFunnels 2.0

Pricing: Free trial available. Plans start at $81/month for Launch, $164 for Scale, $248 for Optimize, and $5,997/yr (annual only) for Dominate.

The 2.0 version replaces ClickFunnels Classic and is an upgraded, all-in-one platform designed for businesses aiming to build and optimize their sales funnels. It offers a drag-and-drop editor, CRM, email marketing, membership sites, and course creation tools to get started easily.

The platform also includes AI-powered tools, real-time analytics, and team collaboration features, making it a comprehensive solution for digital marketing needs.

14. Kartra

Pricing: Free trial available. Plans start at $52/month for Essentials, $99 for Starter, $189 for Growth, and Professional for $429.

Kartra focuses on funnel building, online courses, and digital marketing campaigns. What sets it apart are the ready-made campaign templates crafted by marketing experts, plus tools for CRM, email marketing, automation, analytics, membership sites, and affiliate management.

Each plan bundles creation tools, marketing tools, scaling tools, and advanced tools, making it easier to launch and manage your online business.

15. Kajabi

Pricing: Free trial available. Plans start at $71/month for Kickstarter, $143 for Basic, $199 for Growth, and $399 for Pro.

Kajabi is a premium platform tailored for creators aiming to build, market, and sell digital products. While it does come at a steeper price, Kajabi has a comprehensive toolkit for online course creation, offering features like AI-assisted content generation, customizable templates, and a mobile app for on-the-go access.

The platform also includes tools for building sales funnels, email marketing automation, and managing memberships.

16. OptimizePress

Pricing: Free trial available. Only offers yearly subscription-based plans, starting at $99/year for Starter, $149 for Plus, and $179 for Ultimate.

If you’re all-in on WordPress, OptimizePress lets you turn your site into a full marketing machine. It’s a WordPress-based suite for entrepreneurs to build high-converting landing pages, sales funnels, and membership sites.

With over 450 templates, a drag-and-drop editor, course creation, checkout tools, and upsell features, it covers everything for lead generation and sales, all done through WordPress.

Read our guide on how to add lead generation forms for your WordPress website.

17. Groove.cm

Pricing: Free plan available. The full Premium version requires signing up to see the pricing; it’s a one-time fee for lifetime use.

Formerly Groove Funnels, Groove.cm is an all-in-one solution for users to build and sell digital products effectively through its robust sales funnel builder. A major draw is their single payment for lifetime access. Their free plan is forever-free, too.

Groove.cm has dedicated tools like “Groove Pages” for customizable landing pages, “Groove Sell” for one-click upsells and order bumps, “Groove Mail” for automated email campaigns, and Groove Affiliate to manage affiliate programs.

18. Systeme.io

Pricing: Free plan available. Paid plans start at $17/month for Startup, $47 for Webinar, and $97 for Unlimited.

Systeme.io gives you a single place to run all your marketing efforts and track them accurately. You can create full sales funnels with opt-in, checkout, and thank-you pages, build and sell online courses, automate email campaigns, and manage an affiliate program.

You can also process payments via Stripe or PayPal. Its simplicity and user-friendly interface make launching and managing digital products straightforward for beginners.

Comparison table

Check out this comparison of the top funnel and course builder platforms.

Platform	Pricing tiers	Key features
ClickFunnels 2.0	Free trial. Plans: $81/mo (Launch), $164 (Scale), $248 (Optimize), $5,997/yr (Dominate)	Drag-and-drop funnel builder, CRM, email marketing, membership sites, course creation, AI-powered tools, real-time analytics, and team collaboration tools.
Kartra	Free trial. Plans: $52/mo (Essentials), $99 (Starter), $189 (Growth), $429 (Professional)	Funnel building, CRM, email automation, analytics, membership sites, affiliate management, and expert-built campaign templates.
Kajabi	Free trial. Plans: $71/mo (Kickstarter), $143 (Basic), $199 (Growth), $399 (Pro)	Online course creation, AI-assisted content, customizable templates, mobile app, sales funnels, email automation, and membership management.
OptimizePress	Free trial. Yearly plans: $99 (Starter), $149 (Plus), $179 (Ultimate)	WordPress-based landing pages, funnels, membership sites, drag-and-drop editor, 450+ templates, course creation, and checkout and upsell tools.
Groove.cm	Free plan. Premium = one-time lifetime payment (pricing behind signup)	Landing page builder, one-click upsells, automated email campaigns, affiliate management, and all-in-one marketing tools.
Systeme.io	Free plan. Paid: $17/mo (Startup), $47 (Webinar), $97 (Unlimited)	Sales funnels, course creation, email automation, affiliate program, payment integration (Stripe/PayPal), and a simple UI for beginners.

Agency‑focused or cost‑effective alternatives 💰

Agencies and budget-conscious businesses, like smaller teams or startups, need tools that deliver power without the steep costs. These alternatives offer client management, reporting, and branding options while keeping pricing predictable (no surprises included).

19. DashClicks

Pricing: Free access to the “Fulfillment Centre,” which lets you pay only for apps and services you use. Unlock all apps and features for $199/month.

DashClicks is a comprehensive digital marketing platform that offers white-label fulfillment services, customizable reporting dashboards, and an integrated suite of marketing solutions. Users can manage client projects, monitor campaign performance, and generate branded reports from a centralized dashboard.

Their free “Fulfillment Centre” allows agencies to start at minimal cost and scale services as needed, making it roughly much less costly than HighLevel while still providing a complete marketing and CRM solution.

20. Vendasta

Pricing: Free plan available. Paid plans start at $79/month for Starter, $399 for Professional, $799 for Premium, and custom pricing for Enterprise.

Vendasta is an AI-powered customer acquisition and engagement platform made for marketing agencies, software vendors, and local business experts. It enables users to resell over 250 white-labeled marketing tools through its marketplace, allowing for customized pricing and branding.

Additionally, Vendasta’s AI tools assist in automating client engagement and content creation, enhancing efficiency and scalability for agencies.

21. Close CRM

Pricing: Free trial available. Paid plans start at $35/user/month for Essentials, $99 for Growth, and $139 for Scale.

Close CRM is a sales-focused customer relationship management platform designed for small and growing businesses. Despite the affordability, it’s able to integrate built-in calling, email, and SMS features, along with productivity tools like a power dialer and sales sequences, to streamline the sales process without needing a complex external tech stack.

Automation features, such as email workflows and follow-up reminders, significantly reduce manual tasks, so teams reduce repetitive tasks and focus more on closing deals.

22. SalesPype

Pricing: Free trial available. Fully Loaded plan for $99/month, plus $25/month for every additional user.

SalesPype is a CRM and marketing automation platform made to streamline lead management and enhance sales processes. It offers features such as a click-and-drag sales pipeline, drip marketing automation, video email, ringless voicemail, two-way text messaging, and geo-farming.

With these tools, businesses can manage their leads, automate outreach, and streamline communication from a unified dashboard. SalesPype also provides a white-label program for agencies and consultants aiming to resell the platform under their brand.

Comparison table

See how agency-focused and budget-friendly platforms stack up.

Platform	Pricing Tiers	Key Features
DashClicks	Free access to Fulfillment Centre (pay as you go for services); $199/month for full platform	White-label fulfillment, customizable reporting dashboards, centralized client management, branded reporting, and pay only for services used.
Vendasta	Free plan. Paid: $79 (Starter), $399 (Professional), $799 (Premium), Custom (Enterprise)	250+ white-labeled tools, AI-powered client engagement, automated content creation, marketplace for reselling, and scalability for agencies.
Close CRM	Free trial. Paid: $35/user (Essentials), $99 (Growth), $139 (Scale)	Built-in calling, SMS, and email, power dialer, sales sequences, automation for follow-ups, and an affordable all-in-one sales CRM.
SalesPype	Free trial. $99/month (Fully Loaded) + $25/month per extra user	Drag-and-drop pipeline, drip automation, video email, ringless voicemail, SMS, geo-farming, and a white-label option for agencies.

Which alternative suits your business? ⚖️

With so many CRMs and marketing platforms to choose from, the best choice comes down to your size, budget, and how you work.

Here’s a quick breakdown to help you match the right tool with your day-to-day needs.

If you’re a small business that needs affordability and ease of use…

Choose tools that balance low cost with everyday functionality.

What we recommend:

• Zoho CRM for budget-friendly lead and deal management.
• Brevo for affordable multi-channel outreach.
• Bitrix24 for free all-in-one collaboration + CRM.
• Method CRM for real-time QuickBooks/Xero sync at a great value; no extra tools required.

If email marketing is your main growth driver…

Focus on platforms with advanced email automation and personalization.

What we recommend:

• ActiveCampaign for segmentation and predictive sending.
• Drip for behaviour-triggered workflows and e-commerce focus.

If you’re building courses, memberships, or funnels…

You’ll want flexible, specialized platforms for selling and delivering digital products.

What we recommend:

• Kajabi for premium course creation with AI tools.
• ClickFunnels for funnel building and real-time analytics.
• Systeme.io for simple, budget-friendly, all-in-one funnels.

If you’re an agency that needs white-label solutions…

Then go for platforms that let you resell services under your brand.

What we recommend:

• Method CRM for client portals tied to accounting.
• DashClicks for fulfillment services you can rebrand.
• Keap for automation and client reminders built in.

For a HighLevel alternative that balances power with flexibility, Method CRM is for you. It keeps pricing fair, offers real-time QuickBooks/Xero sync, built-in workflows, email tools, and funnel management — all on an interface small teams can start using without a steep learning curve.Ready to see how Method works for you? Schedule your free demo today.

Frequently asked questions

What are good HighLevel alternatives for small businesses?

For small businesses, Method CRM is worth considering first if you use QuickBooks or Xero. Its real-time accounting sync saves hours of manual data entry and keeps your financials accurate without adding extra steps.

 

Zoho CRM is another budget-friendly option, with simple workflows that keep things manageable for small teams.

 

Brevo (formerly Sendinblue) also works well if email and SMS marketing are your main focus, offering automation at a low cost.

 

Bitrix24’s generous free plan makes it appealing for small teams who are just starting out using CRM software.

What are free HighLevel alternatives?

From the tools we’ve covered, a few stand out with free plans.

HubSpot CRM offers a forever-free version with contact management, email marketing, and basic sales tools.

Groove.cm offers a free plan that includes landing pages, email campaigns, and affiliate management, making it a strong option for businesses focused on funnel building without upfront costs.

Vendasta also has a free plan, giving users access to its marketplace and basic tools before upgrading, ideal for those considering a white-label solution.

There’s also DashClicks, which provides free access to its “Fulfillment Centre” and where you only pay for the specific services you use.

CRM software is adopted by businesses looking to increase revenue, boost efficiency, and build stronger customer relationships, but how can these businesses measure whether it’s actually delivering on that promise? 🤔

Learning to measure CRM ROI can help businesses move beyond guesswork and understand what their CRM system is truly bringing to the table. 💡

In this article, we’ll break down what CRM ROI really means, how to calculate it, and the factors that make one CRM more valuable than another. We’ll explore costs, potential gains, and practical ways to improve your return on your CRM investment over time. 📈

At Method CRM, we’ve been helping QuickBooks-based small businesses succeed since 2010. Our platform is loved by businesses across a range of industries for its two-way QuickBooks sync, end-to-end sales automation, and customization services. In this guide, we’ll also show you how Method can help you get more value from your CRM. 💯🚀🎯

Table of Contents

• Why CRM ROI matters 💰📊
• Key components of CRM ROI ⚙️
  • Costs (inputs) 💵
  • Benefits (outputs) 👍
• The ROI formula and forecast model ✍️
  • Core formula
  • ROI example and scenario model
  • Payback period and break-even
  • Benchmarks, studies and real-world data
• Drivers and levers to improve CRM ROI 🙌
  • User adoption and change management
  • Aligning CRM to business processes
  • Automation and workflows
  • Data quality, dashboards and metrics
  • Continuous optimization
• Risks and pitfalls ⚠️
  • Poor user adoption or resistance
  • Incorrect assumptions in ROI forecasts
  • Overcustomization, scope creep, or costly integrations
  • Data silos or fragmented systems
  • Underestimating ongoing support and training
  • Treating ROI as a one-time metric
  • Ignoring churn, renewals, and retention metrics
• How Method CRM drives higher CRM ROI 🥇
  • Features and functions that reduce cost and speed time-to-value
  • How Method supports automation, dashboards, and data integration
  • Implementation support that drives adoption
  • Examples of ROI uplift enabled by Method
• Planning your CRM ROI path📝
  • Pre-implementation checklist
  • Pilot or phased rollout
  • Tips on change management and communication
  • Ongoing measurement cadence
  • When to re-evaluate or reforecast ROI
• Frequently asked questions
• Final thoughts 💭

Why CRM ROI matters 💰📊

CRM ROI, or customer relationship management return on investment, measures how much value your CRM system delivers compared to what you spend on it.

For leadership teams, ROI plays a big role in justifying a CRM investment. It helps secure internal buy-in and sets clear expectations for what success should look like. Tracking ROI also keeps everyone accountable. It ensures your sales team, marketing efforts, and support functions are all working together to make the most of a new CRM tool.

But CRM ROI isn’t just about revenue. A well-implemented CRM can streamline workflows, automate repetitive tasks, improve the customer experience, reduce churn, and give your team real-time access to the data they need to make smarter decisions. Many of these benefits aren’t immediately visible in the bottom line but still contribute significantly to long-term business growth.

Key components of CRM ROI ⚙️

When evaluating the return on investment of your CRM system, it’s helpful to break it down into two categories: what you put in, and what you get out. Understanding both sides is key to making a strong business case and accurately forecasting your CRM ROI.

Costs (inputs) 💵

Initial investment: Before your team even logs in, there are some upfront costs to account for. These may include licensing fees, setup charges, CRM implementation costs, integrations with other tools, and data migration from legacy systems or spreadsheets.

Implementation, configuration, and consulting: Depending on your chosen CRM software, you may need help configuring the system to suit your business processes. Whether that involves in-house setup or third-party consultants, these services can carry a significant cost, especially if your workflows are complex.

Training, onboarding, and change management: Getting your team on board with a new CRM tool takes more than just sending login details. You’ll need to budget for training sessions, onboarding resources, and possibly internal champions to support user adoption.

Ongoing costs: Even after setup, there are recurring costs to consider with certain platforms. These include customer support, software maintenance, additional seats for new hires, feature upgrades, and potential increases in storage or API usage.

Hidden costs: Some of the most overlooked expenses come from poor adoption or data management. Low usage can result in wasted licensing fees, while poor data hygiene or double entry can slow down workflows and create decision-making blind spots.

Benefits (outputs) 👍

Increased sales and revenue growth: With better visibility into the sales pipeline and more efficient follow-ups, many businesses see an increase in new customer acquisition and upsells. A CRM system helps sales reps close deals faster and with more consistency, fuelling top-line growth.

Efficiency gains through automation: Automation is a huge win for CRM users. By reducing time spent on repetitive tasks like data entry or lead assignment, your team can focus on higher-value activities. Streamlined workflows mean less time wasted and fewer mistakes made.

Improved productivity of the sales team: When your CRM gives sales reps everything they need in one place, such as customer data, previous interactions, and task reminders, they can work faster and smarter. That leads to more deals closed, fewer missed opportunities, and a higher ROI for each sales rep.

Better decision-making with dashboards and forecasting: CRM dashboards offer real-time visibility into performance metrics and pipeline health, while forecasting tools help predict revenue and identify risks. This kind of insight helps leaders make more informed decisions and adjust strategies quickly.

Stronger customer retention and reduced churn: A CRM system tracks customer interactions, preferences, and support tickets, making it easier to deliver a better customer experience. In turn, there’s higher satisfaction, more upsell opportunities, and less churn.

Lower customer acquisition costs: A well-implemented CRM helps sales and marketing teams work together more efficiently, increasing the quality of leads and improving campaign targeting. As a result, customer acquisition becomes more cost-effective.

Higher conversion rates across the funnel: With better lead scoring, targeted campaigns, and faster follow-ups, your team is more likely to convert potential customers into paying ones. Small boosts in conversion rate can lead to big gains in revenue over time.

Increased lifetime value of each customer: Retaining a customer is often more profitable than acquiring a new one. Your CRM helps maximize the long-term value of every relationship by personalizing engagement, tracking preferences, and upselling at the right time.

The ROI formula and forecast model ✍️

So, how do you calculate CRM ROI? It starts with a simple formula, but the power lies in how you apply it to your business.

Core formula

The standard formula for return on investment is:

ROI = (Total Value Gained – Total Cost) / Total Cost

When it comes to measuring the ROI of CRM, here’s what that looks like:

• Total Value Gained = Incremental revenue + cost savings
• Total Cost = Implementation + ongoing investment

This gives you a percentage that reflects the return on every dollar spent on your CRM system. A higher percentage means a stronger CRM return on investment. But remember, CRM ROI isn’t just about cost savings. It’s also about time savings, increased sales, improved forecasting, and long-term value through better customer retention.

ROI example and scenario model

Start by establishing a baseline. Suppose your sales team closes $50,000 in deals each month with a 20% conversion rate and a 60‑day sales cycle.

After CRM implementation, you project a 10% lift in conversions, a 20% shorter sales cycle, and $1,500 saved monthly through automation and fewer manual tasks. These improvements push revenue to $55,000 and give sales reps more time to pursue leads.

That’s $5,000 in added revenue plus $1,500 in savings, or $6,500 in total value gained per month. If your CRM costs $500 per user for five users ($2,500 monthly) plus a one‑time $5,000 setup fee, your first‑month spend is $7,500.

Plugging this into the formula:
Month 1 ROI = ($6,500 – $7,500) / $7,500 = –13%
Month 2 and beyond (no setup cost) = ($6,500 – $2,500) / $2,500 = 160% ROI

A scenario model helps plan realistically:
• Best case: 15% lift in conversions with strong adoption
• Base case: 10% lift with average adoption
• Worst case: Low usage and minimal gains

Payback period and break-even

The payback period is how long it takes to recover your CRM investment. In this example, the initial $7,500 would be recouped in just over one month of value gains. Strong adoption and automation shorten the break‑even point, while slow adoption delays ROI. Linking CRM ROI to payback builds accountability and helps justify ongoing investment.

Benchmarks, studies and real-world data

Research shows CRM ROI is still strong but varies widely. Nucleus Research reports an average return of $3.10 for every dollar spent, down from $8.71 in 2014. Today’s CRM systems are more advanced, with deeper automation and integrations, but time to value can be longer without clear implementation plans or user adoption.

Industry, company size, and digital maturity all affect CRM return on investment. Smaller businesses often see faster wins, while large enterprises may take longer. The key is to measure your own KPIs, define success early, and update your forecast as your CRM usage evolves.

Drivers and levers to improve CRM ROI 🙌

Maximizing your CRM return on investment isn’t just about choosing the right tool, but about how you use it. Here are five ways to drive stronger results.

User adoption and change management

Your CRM system is only as effective as the people using it. Invest in clear onboarding, training, and internal champions. Reduce friction with intuitive design, and reinforce habits through incentives, accountability, and simple governance.

Aligning CRM to business processes

Map out your existing workflows and ensure your CRM supports and doesn’t disrupt them. Integrate key systems to break down silos, and tailor the platform for your sales, marketing, and support teams.

Automation and workflows

Use automation to save time and improve consistency. Set up follow-ups, alerts, lead routing, and drip campaigns. Align marketing and sales workflows to streamline the customer journey and reduce manual tasks.

Data quality, dashboards and metrics

Accurate customer data fuels better decision-making. Focus on clean data, the right KPIs, and real-time dashboards to track pipeline health, performance, and forecast accuracy.

Continuous optimization

Review your CRM regularly. Test workflows, gather feedback, and make small improvements over time. Expanding features like upsell, cross-sell, or customer success can unlock even more ROI.

Risks and pitfalls ⚠️

Even the best CRM system won’t deliver results if the implementation is mismanaged. Here are some common pitfalls that reduce CRM ROI and how to avoid them.

Poor user adoption or resistance

If your sales team or customer support staff don’t embrace the new CRM tool, it’ll quickly become an expensive spreadsheet replacement.

Mitigation: Prioritize user onboarding with role-specific training, appoint internal champions, and involve teams early in the selection and setup process to boost ownership.

Incorrect assumptions in ROI forecasts

Overestimating conversion rates or underestimating costs can skew your ROI model, leading to unrealistic expectations.

Mitigation: Use historical data as your baseline, run sensitivity scenarios (best, base, worst case), and revisit projections regularly during your CRM implementation.

Overcustomization, scope creep, or costly integrations

Trying to make your CRM do too much at once can blow up your timeline and budget.

Mitigation: Focus on core business processes first, start with a minimum viable rollout, and expand modules or custom features only as needed. Establish clear governance to prevent scope creep.

Data silos or fragmented systems

If your CRM doesn’t integrate well with other tools (e.g., accounting software, marketing platforms), you’ll face double entry, lost insights, and reduced efficiency.

Mitigation: Choose a CRM with strong integration capabilities or open APIs. Map key systems in advance and prioritize integrations that streamline your most critical workflows.

Underestimating ongoing support and training

Even after go-live, teams need time and support to adjust. Without it, user engagement may drop and workflows break down.

Mitigation: Budget for ongoing training, invest in accessible help resources, and schedule quarterly reviews to check for friction or gaps.

Treating ROI as a one-time metric

ROI isn’t static. It changes as your CRM usage evolves, your team grows, and your processes shift.

Mitigation: Track CRM metrics regularly, reforecast ROI annually or after major process changes, and use real-time dashboards to spot trends early.

Ignoring churn, renewals, and retention metrics

Focusing too heavily on new customer acquisition can lead to missing out on one of a CRM system’s biggest value drivers: customer retention.

Mitigation: Set KPIs around retention, upsell, and customer lifetime value. Use automation to manage renewals and flag at-risk customers based on behaviour or support interactions.

How Method CRM drives higher CRM ROI 🥇

Method CRM is designed to help businesses see faster returns from their CRM investment by reducing implementation friction and delivering measurable value quickly.

Features and functions that reduce cost and speed time-to-value

Method’s platform lets you customize fields, workflows, and dashboards with expert-led support. Automated workflows handle repetitive tasks like follow-ups, approvals, and notifications to lower manual effort and speed up operations, directly improving ROI.

How Method supports automation, dashboards, and data integration

Method combines powerful automation with real-time dashboards and deep data integration. Its two-way sync with QuickBooks eliminates double entry, ensuring your customer data and financial records are always accurate. Built-in dashboards give managers clear visibility into sales pipelines, customer interactions, and forecasting metrics, making better decision-making easier.

Implementation support that drives adoption

Method’s onboarding team helps you map your existing processes, import your data, and train staff so your CRM implementation starts off smoothly. This focus on user adoption and change management reduces the risk of low engagement—a common ROI killer for other CRMs.

Examples of ROI uplift enabled by Method

Many small and medium-sized businesses report faster invoicing, shorter sales cycles, and better customer retention after switching to Method. For example, this tax advisory firm used Method to cut invoice prep time from 20 minutes to under 2, saving hundreds of hours annually.

Planning your CRM ROI path📝

A strong ROI begins with planning and ongoing measurement.

Pre-implementation checklist

Define clear goals, establish your baseline metrics, and align all stakeholders before rollout. Knowing exactly what success looks like makes ROI easier to track.

Pilot or phased rollout

Start with a pilot group or one department before scaling so you can refine processes, collect feedback, and demonstrate quick wins to build internal buy-in.

Tips on change management and communication

Communicate early and often. Involve team leaders as champions, make training sessions interactive, and highlight time-saving features to boost enthusiasm.

Ongoing measurement cadence

Review CRM metrics monthly or quarterly. Track KPIs like conversion rate, sales cycle length, customer retention, and automation time savings to see if you’re on target.

When to re-evaluate or reforecast ROI

Revisit your CRM ROI forecast after major process changes, team expansion, or new feature rollouts. Continuous monitoring ensures your CRM investment stays aligned with your business goals.

Frequently asked questions

What’s a realistic ROI for a small business vs enterprise?

According to studies such as Nucleus Research, businesses typically see an average of $3.10 return for every $1 spent on CRM systems, though results vary by company size and adoption level.

How long before CRM ROI is realized?

Many businesses see measurable ROI within 6–12 months, but timelines depend on the complexity of your workflows and user adoption.

What metrics do I track first?

Start with conversion rate, sales cycle time, customer retention, and automation savings. These offer quick insight into whether your CRM system is paying off.

Can a CRM fail to deliver ROI?

Yes. Poor user adoption and lack of clear goals can erode ROI. Mitigate this by planning carefully, training users, and starting small.

Should I use spreadsheets to estimate ROI?

Yes, at least initially. A simple ROI calculator or spreadsheet helps model costs and benefits before committing to a CRM investment.

How often should I revisit my ROI forecast?

At least once a year, or after any major process or team change. This keeps your ROI expectations realistic and actionable.

Final thoughts 💭

A CRM system is one of the most powerful investments a business can make, but its ROI depends on how well it’s implemented and adopted. By focusing on automation, dashboards, and data integration, Method CRM helps companies streamline workflows, improve customer retention, and make better decisions in real time. Its easy onboarding and customization services give small and medium-sized businesses enterprise-grade functionality without enterprise complexity. Try Method for free today.

Plan your rollout, measure ROI regularly, and refine your processes. With the right approach and the right CRM, you’ll be able to recover your initial investment and also drive sustainable business growth. 🌱✨

Let’s be real: most business owners don’t wake up each morning excited to log into their CRM. Rather, a CRM should be a dependable tool in their day-to-day operations—one that takes manual work and stress off their plate and fits the unique way they do business. 🧩🧩

While SugarCRM offers powerful features for customer relationship management, some users report a high price tag, a steep learning curve, and limited built-in integrations. 

Those challenges have left some teams searching for tools that are simpler, more affordable, and better aligned with their everyday workflow.

Here at Method CRM, we have been supporting QuickBooks-based businesses since 2010. Our platform is designed for flexibility, offering the best two-way QuickBooks sync on the market, no-code customization capabilities, and end-to-end workflow automation. In this guide, we’ll explore top alternatives to SugarCRM, just like Method, and help you figure out which CRM software could make more sense for your team. 💡🧠

Table of Contents

• Why businesses search for a SugarCRM alternative
  • Pricing concerns 💰
  • Complex user experience 🧑‍💻
  • Integration and performance limitations ❌
• Top SugarCRM alternatives: Detailed comparisons
  • Method CRM
  • HubSpot CRM
  • Zoho CRM
  • Pipedrive
  • SuiteCRM
  • Flowlu
  • Insightly
  • Freshsales (Freshworks)
  • Salesforce Sales Cloud
  • Bitrix24
  • Vtiger
• Which alternative is right for you?
  • Small teams and startups 👥
  • Budget-conscious and value-driven 💵
  • Customizable for growing businesses 📈
  • Open-source or on-premise needs 🌐
  • Enterprise or custom needs 🎨
  • All-in-one business suite 🎯
• How to migrate from SugarCRM ✅
  • Step-by-step migration checklist:
  • Tips to simplify your migration:
• Summary table
• Frequently asked questions
• Final thoughts

Why businesses search for a SugarCRM alternative

SugarCRM is a powerful CRM platform used by many organizations across industries. However, it may not be the best fit for every sales team, particularly those prioritizing ease of use, faster onboarding, or lower total cost of ownership.

Pricing concerns 💰

SugarCRM separates its Sales, Marketing, Service, and On-Premises CRM into different categories with different pricing. The Sales product has three pricing plans: Standard: $59, Advanced: $85, and Premier: $135. Each plan is per user per month, billed annually, and has a 15-user minimum. To illustrate the costs better, the Premier plan with the 15-user minimum would cost $2,025. 

Costs can rise significantly for teams with a large user base or those needing access to enterprise-level features, which is a potential barrier for small businesses or startups looking for a more cost-effective option. 

Complex user experience 🧑‍💻

Some users report a steep learning curve when adopting SugarCRM. The interface is feature-rich, but its complexity can slow down initial setup and daily use for contact management and customer interactions, particularly for teams without dedicated CRM administrators or technical staff.

Integration and performance limitations ❌

While SugarCRM offers integration capabilities, many options require third-party tools or development resources to implement. As usage scales, some businesses may experience performance issues or find that the out-of-the-box integrations don’t meet their specific needs or have the required customization options.

For these reasons, businesses may begin to explore SugarCRM alternatives that offer more intuitive interfaces, better built-in integrations, and pricing structures that align with their growth stage or technical resources.

Top SugarCRM alternatives: Detailed comparisons

Looking for a SugarCRM alternative means finding a CRM platform that matches your workflows, customer experience, pricing needs, and team size. Below is a breakdown of top alternatives, including key features, ideal use cases, and pricing highlights.

Method CRM

Method CRM is built specifically for QuickBooks users and small to mid-sized businesses. With no-code customization, real-time two-way QuickBooks sync, and end-to-end automation, Method lets you tailor the system to your business processes, not the other way around. With custom sales pipeline workflows, users can track every lead, opportunity, and deal stage with automated reminders and follow-ups, so no opportunity is missed.

Pricing: Starts at $25/user/month (billed annually), 14-day free trial available.

HubSpot CRM

HubSpot is known for its bundled product solutions. With built-in marketing automation, real-time dashboards, and seamless email integration, it’s especially appealing for startups and small businesses. HubSpot separates individuals and small teams from businesses and enterprises, but add-ons are often needed.

Pricing: Free plan available. Starts at $9/mo/seat (billed annually). Learn more about HubSpot costs to see if the software is a good fit for your business. 

Zoho CRM

Zoho CRM offers a flexible and scalable platform for businesses of all sizes. Its AI-powered Zia assistant helps with lead scoring and forecasting, while its customization options and integrations appeal to teams looking for a low-code solution.

Pricing: Starts at $14/user/month (billed annually); free plan available.

Pipedrive

Pipedrive focuses on visual sales pipelines and ease of use. Its drag-and-drop interface, mobile app, and workflow automation make it a great pick for sales-driven teams that need simple, effective tools.

Pricing: Starts at $14/user/month (billed annually); 14-day free trial available. Check out this article for complete Pipedrive pricing. 

SuiteCRM

SuiteCRM is an open-source CRM platform ideal for businesses that want complete control. It offers flexibility without licensing fees, making it a strong choice for tech-savvy teams or those with in-house development resources.

Pricing: Free and open-source. Hosted plans start at £175.20/month (£130).

Flowlu

Flowlu combines CRM functionality with project management, invoicing, and automation features. It’s designed for small businesses that want an all-in-one solution at a competitive price.

Pricing: Starts at $9/user/month (billed annually) for up to 8 users; free tier available.

Insightly

Insightly offers integrated marketing, sales, and project management tools. It’s a solid fit for mid-sized businesses looking for a CRM that supports complex workflows and detailed reporting.

Pricing: Starts at $29/user/month (billed annually); free 14-day trial available.

Freshsales (Freshworks)

Freshsales delivers an intuitive interface paired with AI-assisted lead scoring and email tracking. It’s designed with small businesses in mind and offers solid automation without being overwhelming.

Pricing: Starts at $9/user/month (billed annually); free tier available.

Salesforce Sales Cloud

Salesforce remains a top enterprise CRM choice thanks to its scalability, ecosystem, and AI capabilities. However, it often requires significant setup and budget to unlock its full potential.

Pricing: Starts at $25/user/month, but most features require higher-tier plans.

Bitrix24

Bitrix24 includes social tools and collaboration features. These are ideal for businesses seeking a fully integrated system to streamline their operations. 

Pricing: Bitrix24 offers a free plan, paid tiers start at $99/month (includes 50 users, billed annually).

Vtiger

Vtiger combines affordability with robust features like marketing automation, sales management, and support tools. It’s ideal for small to medium-sized businesses looking for a modular, all-in-one CRM.

Pricing: Mixed pricing depending on individual user access. Starts at $12/user/month (billed annually); 15-day free trial available.

Which alternative is right for you?

With so many CRM tools on the market, the best SugarCRM alternative depends on your team size, budget, and what business processes you want to optimize. Here’s a quick guide to help narrow your options:

Small teams and startups 👥

If you’re just getting started and need something simple to use and easy to adopt:

• HubSpot CRM – Great free plan with built-in tools for managing contacts and marketing campaigns.
• Pipedrive – Visual sales pipelines and intuitive workflows make it easy to get up and running fast.
• Freshsales – Affordable and offers built-in automation features to support early growth.

Budget-conscious and value-driven 💵

If you’re looking for feature-rich tools without the high cost:

• Zoho CRM – Combines affordability with advanced features like AI lead scoring and sales forecasting.
• Flowlu – Ideal for small businesses that want CRM, project management, invoicing, and automation in one tool.

Customizable for growing businesses 📈

If your team needs flexibility and QuickBooks integration without building from scratch:

• Method CRM – Perfect for small to mid-sized businesses that want a CRM system tailored to their workflows. Method includes real-time QuickBooks sync, automation, and no-code customization backed by personalized onboarding support.

Open-source or on-premise needs 🌐

If you prefer self-hosted solutions with full control:

• SuiteCRM – A popular open-source CRM with no licensing fees and high flexibility for custom builds.

Enterprise or custom needs 🎨

If you’re scaling fast or need a highly extensible solution with deep functionality:

• Salesforce – Industry leader with advanced features, analytics, and integrations, best suited for large teams with IT support.

All-in-one business suite 🎯

If your business wants one platform to manage multiple operations beyond sales:

• Bitrix24 – CRM with built-in communication, task management, and collaboration tools.

How to migrate from SugarCRM ✅

Switching to a new CRM system can feel overwhelming, but a structured migration process helps reduce downtime and confusion. Follow this step-by-step checklist to make the transition smoother:

Step-by-step migration checklist:

1. Define your business needs: Clarify what isn’t working with SugarCRM and what features your next CRM must have (e.g., better UI, automation, lower pricing).
2. Trial a few options: Shortlist 2–3 alternatives and use free trials to test ease of use, workflows, and integrations.
3. Compare pricing and long-term value: Look at both monthly costs and long-term scalability. Consider user-based pricing, support access, and additional modules.
4. Map and clean your existing data: Review and prepare customer data for import. Remove duplicates and fix inconsistent formats for smoother transfer.
5. Test workflows before fully switching: Set up a few real use cases — such as lead capture, follow-ups, and sales tracking — to check compatibility.
6. Onboard your team: Assign roles, run short training sessions, and provide guidance on using dashboards, mobile tools, and automation features.

Tips to simplify your migration:

• Use free tiers and trials to evaluate platforms in real business scenarios.
• Start with integrations your team already uses, like QuickBooks, Gmail, Outlook, or Google Workspace.
• Train your team on dashboards, pipelines, and reporting before going live to ensure faster adoption.

Summary table

Before you commit, here’s a quick side-by-side look at the top SugarCRM alternatives, covering who they’re best for, pricing, and standout features.

CRM Tool	Best For	Starting Price	Notable Features
Method CRM	Customizable workflows + QuickBooks users	Contact Management: $25/user/month, CRM Pro: $44/user/month, CRM Enterprise: $74/user/month, and custom plans available	Two-way QuickBooks sync, automation, no-code customization
HubSpot CRM	Startups and marketing teams	Free; paid from $9/mo/seat	Contact management, marketing automation, real-time dashboard
Zoho CRM	Budget-conscious teams	Free plan, paid from $14/user/mo for the standard plan	AI assistant, segmentation, sales forecasting
Pipedrive	Visual sales pipelines	$14/user/mo	Mobile app, pipeline management, automation
SuiteCRM	Open-source + on-premise teams	Free (self-hosted), Hosted plans start at £175.20/month (£130)	Full customization, no user fees
Flowlu	All-in-one solution for SMBs	Free plan, paid from $9/mo	CRM, project mgmt, invoicing
Insightly	Mid-sized businesses	$29/user/mo	Sales + marketing CRM, project tracking
Freshsales	Small teams needing automation	Free, paid from $9/user/mo	AI, email, lead scoring
Salesforce	Large enterprises	$25/user/mo	Advanced AI, extensibility, enterprise workflows
Bitrix24	All-in-one collaboration & CRM	Free plan, paid from $99/mo	CRM, chat, task mgmt, marketing
Vtiger	Balanced CRM needs	Free, paid from $12/user/mo	Modular CRM, workflow automation, support tools

Frequently asked questions

What is SugarCRM typically used for?

SugarCRM is used for sales automation, customer support, and marketing campaigns, primarily in medium to large-sized businesses.

Is SugarCRM open-source?

It was originally open-source, but its commercial offerings now dominate. SuiteCRM is a fully open-source fork of the original platform.

Can I migrate SugarCRM data to another CRM solution?

Yes. Most platforms provide data import tools or support CSV imports. Some offer migration assistance or integrations for smoother transitions.

Which SugarCRM alternative is best for QuickBooks users?

Method CRM is designed specifically for QuickBooks users, with an instant, two-way sync.

Are there free SugarCRM alternatives?

Yes. HubSpot, Zoho CRM, Flowlu, and Bitrix24 offer free plans. SuiteCRM is also free and open-source.

Final thoughts

The right CRM software will help you maintain strong customer relationships and make the most difficult business processes effortless. Perhaps you’ve decided to move away from SugarCRM due to pricing or have found the interface challenging to use. Either way, there’s a wide range of scalable and user-friendly alternatives.

Method CRM stands out for its deep QuickBooks integration, custom workflows, and automation features that make it a strong choice for small and mid-sized businesses. 

Take advantage of free trials, test workflows, and involve your team in the decision to ensure a smooth transition so your next CRM actually works the way you do. 👏💯🚀

For business owners who are comfortable with their current software stack, the thought of having to make a switch can be daunting. Unfortunately, for businesses using Zendesk Sell, this will become a necessity within the next two years.

On Sept. 9, Zendesk announced it would be retiring its customer relationship management (CRM) platform and that it would be partnering with another popular CRM software, Pipedrive. Today, we’re taking a closer look at what sets these two CRM systems apart.

Pipedrive is a go-to choice for intuitive sales-driven CRM. Zendesk, on the other hand, is known for its extensive omnichannel customer support tools. And with Zendesk Sell, you’re able to add a sales CRM that ties natively into the platform’s support ecosystem.

But every business is unique, and there are many CRM options out there built to meet those unique needs. For businesses that rely on QuickBooks and want full control over their workflows, Method CRM is built to deliver lasting value — and we’ll be pitting it head-to-head with Pipedrive and Zendesk Sell.

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; end-to-end sales automation; and no-code customization. In this Zendesk Sell vs. Pipedrive vs. Method comparison, we dive into how these options stack up in terms of features and functions, pricing, trade-offs, and best fit. 🧩

Table of Contents

• Latest news: Zendesk Sell retirement 🏌️
• What are Zendesk Sell, Pipedrive, and Method CRM? 🤔
  • Overview of Zendesk Sell
  • Overview of Pipedrive
  • Overview of Method CRM
• Pricing comparison: Which CRM offers the best value? 💰
  • Method CRM pricing tiers
  • Pipedrive pricing plans and add‑ons
  • Zendesk Sell pricing structure
  • Total cost of ownership example
    • Method CRM: CRM Pro ($44/user/month)
    • Pipedrive: Growth ($39/user/month)
    • Zendesk Sell: Sell Growth ($55/user/month)
• Core features comparison ⚙️
  • Pipeline management and lead management
  • Automation and workflows
  • Forecasting and reporting/dashboards
  • API, Integrations, and financial/accounting integration
  • Mobile app and user experience
• Use cases and best fits ✅
  • Small teams or startups on a budget
  • Businesses tied to QuickBooks or Xero
  • Sales teams with complex pipelines and forecasting needs
  • Scaling teams needing customization and enterprise support
• Pros and cons: Trade‑offs you should know ⚖️
• Tips to optimize CRM investment 💡
  • Minimize hidden costs
  • Adopt automation and workflows early
  • Utilize dashboards and forecasting tools for better decision-making
  • Prioritize onboarding and training
• Zendesk Sell vs Pipedrive: Which CRM works for you 🧐
• Frequently asked questions

Latest news: Zendesk Sell retirement 🏌️

Before diving into our comparison, here are the latest details about the Zendesk Sell announcement: 

• Zendesk Sell will be retired on August 31, 2027.
• Zendesk is refocusing on customer support and employee service.
• Zendesk is partnering with Pipedrive, which has a native integration with Zendesk, to help make the transition easier. Pipedrive has built migration tools to move over configurations/customizations where possible.
• Sell data (leads, contacts, deals, notes, tasks, smart lists, full account data, total sales report) can all be exported as CSV files. Note that some fields and history (like emails, call logs, and docs) may be missing from exports.
• If you don’t download and export your data before the deadline, it will be deleted permanently, per Zendesk’s policy.

If you’re using Zendesk Sell, you’ll need to select a new sales CRM or start migrating. That means you’ll have to export data, learn a new system, and set up pipelines and workflows all over again. Pipedrive is Zendesk’s suggested alternative, but it won’t match Sell feature-for-feature. Some setups may be lost, and this switch may cause friction for sales reps, reporting, and pipeline tracking.

With Zendesk Sell retiring, it’s a good time to explore Zendesk alternatives that can give you sales, support, accounting integration, and more.

Have preferred features in Sell that you can’t find elsewhere? Method CRM can help build them for you via expert-led, no-code customization. We can recreate and improve features you love based on your unique business needs.

What are Zendesk Sell, Pipedrive, and Method CRM? 🤔

Let’s break down these three platforms that are worth considering.

Overview of Zendesk Sell

Zendesk Sell is a cloud-based CRM designed to help sales teams manage leads, track deals, and automate workflows. It integrates natively with Zendesk’s top-notch support tools, making it ideal for businesses already leveraging Zendesk’s platform.

Zendesk Sell’s highlights:

• Integrated with Zendesk: Work alongside Zendesk Support to view customer history, tickets, notifications, and interactions in one place.
• Sales pipeline management: Visualize and manage deals through customizable pipelines.
• Sales triggers and automation: Reduce admin work and ensure timely follow-ups.

• Analytics: Access pre-built and custom reports to track sales performance.
• Integrations: Connect with over 1,500 apps, including Gmail, Outlook, HubSpot, and more, through the Zendesk Marketplace.

Overview of Pipedrive

Pipedrive is a sales-focused CRM, often chosen for its simplicity. The visual pipeline and user-friendly interface make it a top choice for small and mid-sized businesses that are still getting familiar with business software.

Pipedrive’s highlights:

• Visual sales pipeline: Drag-and-drop interface to manage deals.
• Customization: Tailor pipelines, dashboards, and fields to fit your sales process.
• Basic automation features: Automate tasks like sending follow-up emails or scheduling activities based on triggers.
• AI-powered insights: Use AI to predict deal outcomes and suggest actions.
• Integrations: Connects with over 500 apps, including Slack, Zoom, and Microsoft Teams.

Overview of Method CRM

Method CRM offers the best two-way QuickBooks sync on the market. That integration lets businesses manage customer relationships and financial data in a single intuitive interface. Method also provides extensive customization options so you can tailor your workflows and automate processes to your exact preferences, enhancing operations and the customer experience.

Method’s highlights:

• Two-way QuickBooks sync: Real-time, two-way sync with QuickBooks Online, Desktop, and Enterprise, so you get accurate financial data across platforms.
• Customizable workflows: Use drag-and-drop tools and leverage Method’s team of experts to create custom workflows that match unique business processes.
• End-to-end sales automation: Track every lead, opportunity, and deal stage with automated reminders and follow-ups, ensuring no opportunity is missed.
• Embedded financial and transactional features: Track invoices, payments, and estimates directly in the CRM.
• Customer portals: Provide self-service portals where customers can easily view invoices, make payments, and update their information in their own time, improving customer satisfaction.

• Mobile app: Available on iPhone, iPad and Android devices, so you can manage all your data and processes on the go through a mobile-friendly interface.
• Security: Robust security features to protect sensitive business and customer data.

Pricing comparison: Which CRM offers the best value? 💰

We’ve also lined up the pricing of Method CRM, Pipedrive, and Zendesk Sell.

Method CRM pricing tiers

Method offers a 14-day free trial that lets you experience its full features before committing.

• Contact Management: $25/user/month (billed annually)

Features include: Contact and lead management, email templates, basic automation, mobile access, and a two-way QuickBooks sync.

• CRM Pro: $44/user/month (billed annually)

Features include: All contact management features, custom workflows and dashboards, advanced automation, and email and calendar integration.

• CRM Enterprise: $74/user/month (billed annually) 

Features include: All CRM Pro features, financial management, sales pipeline, and role-based access control.

Pipedrive pricing plans and add‑ons

Pipedrive CRM also offers a 14-day free trial, which gives users full access to its CRM features and premium add-ons.

• Lite: $14/user/month (billed annually)

Features include: lead, calendar, and pipeline management, AI-powered report creation, and a real-time sales feed.

• Growth: $39/user/month (billed annually)

Features include: Full email sync with tracking, automations and nurturing sequences, subscriptions and forecast reports, and a meeting scheduler.

• Premium: $49/user/month (billed annually)

Features include: Lead generation and routing, AI-powered multi-email tools, enhanced customization for teams, and reports and data fields.

• Ultimate: $79/user/month (billed annually)

Features include: Fortified account security with rules and alerts, phone and email data enrichment, sandbox testing, and maximized usage limits.

Pipedrive’s cost can increase however, as you’ll have to pay for add-ons depending on your specific needs. Just be aware that these add up, and some of these extras come standard in other CRMs.

• LeadBooster: Starting from $32.50/month

Capture more leads and grow your pipeline.

• Projects: Starting from $6.67/month

Manage projects efficiently and hit your goals faster.

• Campaigns: Starting from $13.33/month

Create and send effective email marketing campaigns.

• Web Visitors: Starting from $41/month

See who’s browsing your website in real time.

• Smart Docs: Starting from $32.50/month

Organize and manage all your documents in one place.

Zendesk Sell pricing structure

You can try Zendesk Sell for free with a 14-day trial to see if it fits your team.

• Sell Team: $19/user/month

Features include: Sales essentials to track and organize leads, contacts, and deals, basic pipeline management, and activity tracking.

• Sell Growth: $55/user/month

Features include: Complete sales process management with advanced sales forecasting and analytics, customizable dashboards, and reporting tools.

• Sell Professional: $115/user/month

Features include: Task automation, lead and deal scoring, advanced permissions, and role management.

• Sell Enterprise: $169/user/month

Features include: Enterprise-level features for multi-department teams, advanced security, analytics, and permissions.

Total cost of ownership example

The total cost of ownership considers all the money you’ll spend over time. That number includes subscriptions, add-ons, and features your team needs to get work done.

To give an example, imagine a sales team of five users using their CRM within a year, with all the tools they need to manage sales, leads, and customer data efficiently.

Here’s how Method CRM, Pipedrive, and Zendesk Sell roughly compare in terms of cost and value. We chose specific plans and add-ons that work in this case.

Method CRM: CRM Pro ($44/user/month)

Total cost for five users: $2,640/year

Why this plan works:

• Deep QuickBooks integration keeps sales and finances in sync.
• Custom workflows and automation let the team work the way they want.
• No extra add-ons required. Everything you need comes built in.

This is the best option among the three for businesses that need sales and financial data connected in one place.

Pipedrive: Growth ($39/user/month)

Add-ons:

• LeadBooster: $390/year
• Projects: $80/year
• Campaigns: $160/year

Total cost for five users: $2,970/year

Why this plan works:

• Strong visual pipelines and lead tracking.
• Built-in project and email marketing tools via add-ons.

While Pipedrive covers the basics well, the need for add-ons pushes the total cost higher than necessary. Many teams expect these features to come standard.

Zendesk Sell: Sell Growth ($55/user/month)

Total cost for five users: $3,300/year

Why this plan works:

• Advanced reporting and sales forecasting.
• Customizable dashboards and goal tracking.
• No essential add-ons needed for core features.

While the costliest option, it works ideally for teams that rely on Zendesk’s support tools.

Core features comparison ⚙️

The way your platform handles the basics can shape daily sales operations.

Let’s compare how Method CRM, Pipedrive, and Zendesk Sell approach the features your team expects to use daily.

Pipeline management and lead management

Managing leads and deals is the heart of any sales CRM. With these features, you’re able to build pipelines with custom stages, track deal rotting, and give your whole team clear visibility into every opportunity.

Here’s how each platform approaches these features:

• Method CRM: Offers fully customizable pipelines with ease of use in mind. You can design pipelines exactly how your team works with no coding required. Full lead management features are available at the lowest tier.
• Pipedrive: Uses a visual pipeline system with simplicity and efficiency in mind. Multiple pipelines and custom stages are also supported, so it’s easy to track deals across different processes. That said, workflows can be limited if you are seeking functionality beyond basic use.
• Zendesk Sell: Provides customizable pipelines where you can adjust stages as your workflow evolves, keeping your team aligned. Some advanced features, like lead scoring and task automation, are locked behind higher-tier plans.

Automation and workflows

Automation in CRM keeps the engine running, reducing repetitive tasks and keeping processes consistent.

This is how each platform performs automations:

• Method CRM: Robust automation (available at the lowest tier) lets you trigger emails, custom workflows, and follow-ups. Tight integration with QuickBooks and Xero means financial data stays in sync automatically.
• Pipedrive: Supports workflow automation with triggers and actions. But there are usage limits to take into account. Because there’s a set number of automations per plan, high-volume usage can hit the limit fast.
• Zendesk Sell: Offers automated task actions and standard workflow triggers. Advanced workflows, such as conditional branches, deep email automation, and marketing-style nurture flows, are often behind more expensive plans.

Forecasting and reporting/dashboards

Accurate forecasts and insightful reports are essential for planning, decision-making, and tracking performance.

Here’s what each platform provides for forecasting and dashboards:

• Method CRM: Fully customizable reports and dashboards let you track metrics that run your business. Real-time insights make it easier to stay on top of deals.
• Pipedrive: Provides revenue forecasts based on deal stages and close dates. Dashboard views can be tailored to your sales team’s focus.
• Zendesk Sell: Advanced analytics and forecasting tools give visibility into deal volume, revenue growth, and key performance indicators, all with customizable dashboards.

API, Integrations, and financial/accounting integration

APIs and integrations are your CRM’s way of talking to other tools. Being able to connect your CRM with the tools you use saves time and keeps your data in sync.

These are the API and integration capabilities of each platform:

• Method CRM: Strong financial integrations with QuickBooks and Xero, native integrations with Gmail and Outlook, and connections to thousands of apps via Zapier.
• Pipedrive: Offers a wide marketplace of integrations, plus an open API for custom connections.
• Zendesk Sell: Works well within the Zendesk ecosystem, has integrations via the Zendesk Marketplace, and provides an open API for custom workflows.

Mobile app and user experience

A CRM with a dedicated mobile app keeps your team productive while still on the move, whether they’re updating deals after a meeting or checking customer info on-site.

Here’s what mobile and user experience look like for each of these platforms:

• Method CRM: Mobile access across all your devices covers pipelines, activities, and customer details, with full QuickBooks sync carried over. Sales and support teams can log notes, update workflows, and manage follow-ups without waiting until they’re back at a desk.
• Pipedrive: Its iOS and Android apps mirror the desktop setup, but the design can come across as dated. On the positive side, call tracking, email sync, and chatbot integrations help keep deals moving.
• Zendesk Sell: The mobile app adds extras like geolocation to log visits, push notifications for deal activity, and quick access to emails and calls. It ties in smoothly with Zendesk’s chat and support tools, giving reps a full view of customer interactions.

Use cases and best fits ✅

The best CRM isn’t universal — it’s one that fits your business needs.

Here’s when Method CRM, Pipedrive, and Zendesk Sell stand out.

Small teams or startups on a budget

Use case: A three-person sales team needs an easier way to track leads and deals. They’re tired of manual work and are ready to embrace using CRM software.

Best fit: Pipedrive’s lower-tier plans are often the most popular here. They give salespeople a clean pipeline view, quick setup, and easy usability without draining a small budget.

If you need more features at a price that still makes sense for smaller teams, there are plenty of Pipedrive alternatives.

Businesses tied to QuickBooks or Xero

Use case: An accounting firm that relies on QuickBooks for invoicing and payments needs a CRM that syncs client and financial data in real time.

Best fit: Method CRM. Its best-in-class two-way sync with QuickBooks and Xero keeps customer management and financial data in one workspace, eliminating manual entry and potential human errors.

Sales teams with complex pipelines and forecasting needs

Use case: A mid-sized B2B sales team is stuck juggling multiple pipelines with long sales cycles.

Best fit: Zendesk Sell offers robust forecasting, reporting, and pipeline visualization. Integration with Zendesk’s wider ecosystem helps keep customer and service data in the picture when forecasting.

Scaling teams needing customization and enterprise support

Use case: A growing company with layered permissions, unique workflows, and the need for advanced integrations.

Best fit: Method CRM. It goes further than Pipedrive or Zendesk Sell by letting you customize fields, workflows, dashboards, and even customer portals without being boxed into preset templates. Its open API and enterprise-level support give scaling teams flexibility without constant workarounds or costly add-ons.

Pros and cons: Trade‑offs you should know ⚖️

Every CRM shines in some areas and falls short in others.

See how Method CRM, Pipedrive, and Zendesk Sell compare side by side.

CRM	Pros	Cons
Method CRM	• Deep QuickBooks/Xero integration for real-time financial sync. • Highly customizable workflows, fields, and dashboards. • Strong API + Zapier connections. • Great support and onboarding.	• Supports QuickBooks/Xero users only
Pipedrive	• User-friendly with drag-and-drop pipelines. • Customizable dashboards + strong forecasting.• Wide marketplace + open API. • Good mobile app and workflow automation.	• Many key features are paid add-ons (projects, campaigns, lead gen). • Automation limits on volume and complexity. • Must upgrade for many advanced features.
Zendesk Sell	• Tight link with Zendesk ecosystem. • Strong native analytics, forecasting, and dashboards. • Solid mobile apps with real-time alerts and geolocation. • Clean UX + lots of integrations.	• Retiring Aug 2027, which is a risk for long-term use. • Core forecasting/reporting is missing in lower plans. • Advanced features locked in higher tiers.

The key is understanding these trade-offs, like in terms of cost, missing features, or how steep the learning curve is, and how they’ll affect your operations. This way, you can avoid surprise costs or regret having a system that works against your team’s workflow.

Tips to optimize CRM investment 💡

A CRM platform is a big investment, especially for smaller businesses. So it pays to know where costs can creep in and which features will propel your team forward.

Here are practical ways to stretch your investment further and avoid common traps.

Minimize hidden costs

An important aspect to watch out for is costs beyond the sticker price. Here are easy ways to avoid hidden costs:

• Pick the right plan upfront: Match your business needs to what’s included, instead of upgrading later for basics.
• Focus on trade-offs that matter: Don’t pay more for fancy automation features or dashboards if your sales process doesn’t need them.
• Avoid shelfware: Skip the add-ons your team won’t touch, like unused marketing automation tools or duplicate email campaigns.

Adopt automation and workflows early

Workflow automation saves time, but only if your team uses it from day one. Start small and build confidence early.

A few ways to effectively adopt automations and workflows to new systems:

• Automate repetitive tasks first: This includes logging calls, updating sales pipelines, and sending follow-ups.
• Standardize processes: Map your sales process so the automation you set up matches how your team works with little to no adjustments needed.
• Test before scaling: Roll out the automation to a small group to recalibrate and finalize before expanding.

Utilize dashboards and forecasting tools for better decision-making

Dashboards should give you an overall picture of everything you need. And with forecasting tools, you can flag gaps in your processes early so you can act before it’s too late.

Here’s how to get the most out of your dashboards and forecasting tools:

• Focus on revenue metrics: Track pipeline value, conversion rates, and deal velocity instead of vanity stats (like total contacts that don’t track how many turn into qualified leads) that only clutter and add noise.
• Set early warnings: Use notifications to catch pipeline slowdowns before they hurt revenue.
• Check forecast vs actuals: Review monthly to see if your targets are realistic or need adjusting.
• Keep teams aligned: Share dashboards across sales, finance, and leadership for consistent decision-making.

Prioritize onboarding and training

A CRM is nothing if it hinders your team’s productivity. Make learning effortless so your team adopts it naturally.

Some CRM onboarding and training tips:

• Work your way up: Start with core actions like adding contacts, updating deals, and running reports for a natural learning progression that won’t feel overwhelming.
• Use templates and playbooks: Give your sales teams ready-made workflows and templates so they don’t have to start from scratch.
• Make training ongoing: Schedule quick refreshers to cover updates or common pain points, instead of a one-time crash course.
• Assign internal champions: Pick a few team members to become CRM “champions” for any questions and troubleshooting needs.
• Keep it practical: Tie every lesson to real tasks, such as logging calls and setting follow-ups, so training feels useful for everyday work.

The road to maximizing your CRM investment starts small. These steps pay off big in productivity, insights, and long-term value.

Zendesk Sell vs Pipedrive: Which CRM works for you 🧐

Choosing the best CRM ultimately depends on your business needs.

For those already using Zendesk Sell and looking to make a switch, Pipedrive excels for small to mid-sized sales teams that want easy-to-use pipeline management, simple forecasting, and a quick setup. It’s intuitive and gets teams running fast, but many essential features require paid add-ons, which can increase costs.

Method CRM is for businesses that need native QuickBooks and Xero integrations into their CRM. It offers an all-in-one solution with extensive workflow customization, guided onboarding, and support for a platform that grows with your unique processes.

With built-in financial and transactional features, customer portals, and customizable dashboards, Method keeps sales and accounting aligned without worrying about extra add-ons or migrations.

Book a free demo of Method today to see how it can fit your team’s workflow and simplify CRM adoption. 🚀

Frequently asked questions

How do Pipedrive and Zendesk Sell differ?

Pipedrive is a sales-focused CRM built for simplicity. It’s ideal for startups and small sales teams who want a visual, intuitive interface with almost no learning curve. Zendesk Sell, on the other hand, integrates tightly with the Zendesk support ecosystem, providing stronger analytics, forecasting, and multi-channel customer context.

 

While both handle leads, deals, and pipelines, Zendesk Sell emphasizes sales and support alignment, whereas Pipedrive emphasizes sales process clarity and ease of use.

Does Pipedrive offer customer support like Zendesk?

Yes, but not in the same way or at the same level. Pipedrive offers standard email, chat, and knowledge base support, but it lacks Zendesk’s full omnichannel customer service tools. Teams needing integrated customer support and ticketing should consider Zendesk or a CRM that pairs with a support platform.

Which is a better CRM for small businesses?

For small teams or startups on a budget, Pipedrive usually wins for its simplicity, intuitive pipelines, and fast setup. It covers the core sales features most small businesses need without the heavy onboarding. Method CRM can also be a strong choice if your business relies on QuickBooks or Xero integration and wants custom workflows from the start.

Will Zendesk Sell users need to switch to another CRM?

Yes. Zendesk has announced that Zendesk Sell, the platform’s sales CRM, will retire on August 31, 2027. Users will need to export their data and migrate to a new CRM, such as Pipedrive (Zendesk’s recommended alternative) or another platform like Method CRM, which can replicate or improve Sell’s workflows while avoiding a future double migration.

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 pricing 💰
  • Apptivo core modules 💻
• Where Apptivo falls short ❌
  • User interface and menu clutter
  • Limited marketplace integrations
  • Customization learning curve
• Feature deep-dive ⚙️
  • Contact and lead management 👤
  • Project management and time tracking ⏱️
  • Invoicing and quoting 📋
  • Automation and workflows 🦾
  • Mobile app experience 📱
• Pricing breakdown: What you really pay 💵
• Apptivo vs. top alternatives 👩🏻‍💻
  • Method CRM
  • Zoho CRM
  • HubSpot
  • Salesforce Starter Suite
• Frequently asked questions
• Final verdict: Should you use Apptivo? 🤔

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.

Starter Suite 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 Starter Suite 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 Starter Suite 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. 📈🚀🎯🌟