Best Free CRMs for Small Business (2025): Why HubSpot Takes the Gold

You’ll get enough to run pipelines, manage contacts, and maybe automate a few tasks, but you’ll still hit ceilings sooner than you think on most.

So I decided to put the top “free CRMs” available right now to the test, to figure out just how much they really offer.

HubSpot CRM quickly became the benchmark all other tools had to reach. Its free version feels like a full suite with training wheels, not a trial countdown. But I did find plenty of reasonably impressive alternatives too.

1

Best Overall

HubSpot CRM 4.9 ★★★★★ View Pricing Try for Free →

Starts free, upgrades from just $9/month

Fully Free Starter CRM All-in-One Platform Easy to Use, Easy to Grow 2 Monday CRM 4.5 ★★★★★ View Pricing Read Review → Visual & Intuitive Great for Collaboration Light Automation, Just Enough 3 EngageBay 4.3 ★★★★★ View Pricing Read review → Unified Toolkit, Seamlessly CRM + Marketing, In Sync Automation That Stays Simple

The Best Free CRMs: Quick Comparison

CRM PlatformBest ForFree Tier HighlightsStandout FeaturesLimitationsHubSpot CRMBest overall for ecommerce & inbound marketing2 users, 1,000 contacts, and basic automationMarketing, sales & service hubs, Breeze AI Agents, 2,000+ integrationsAdvanced AI in paid tiersMonday CRMProject-based sales & team workflows2 users, limited boardsVisual pipelines, collaboration toolsLight on marketing toolsEngageBayStartups needing all-in-one sales + marketingUp to 250 contactsMarketing automation, landing pagesSlower UI, limited analyticsBitrix24Internal collaboration & multi-tool environmentsUnlimited usersCRM + project management + chatSteep learning curveZoho CRMCost-conscious small teams3 usersZia AI assistant, multichannel toolsLimited integrations on free planCapsule CRMFreelancers & small agencies250 contactsSimple pipeline & task managementNo automation featuresFreshsalesFast-moving startups3 usersFreddy AI lead scoring, phone integrationBasic reports, smaller app storeVtigerDevelopers & open-source usersCommunity editionCustom workflows, full controlTechnical setup required The Best Free CRMs (Tested & Ranked)

After a month buried in dashboards, automations, and support tickets, eight CRMs actually made it through my test bench. Some impressed me with their speed; others with depth. A few, honestly, just reminded me why “free” can be a dangerous promise.

Let’s start with the one that set the benchmark.

1. HubSpot CRM: Best Overall Free CRM

Best for: Ecommerce and B2B teams that want one connected system for everything.

Free tier: Up to 2 users and 1,000 contacts with built-in automation and reporting.

Some tools promise simplicity. HubSpot actually delivers it. It’s the rare free CRM that doesn’t feel like a demo or a data trap, it just works.

HubSpot acts like a running log of your customer relationships. It shows where people found you, what caught their eye, and when they decided to buy. Everything connects into one clean timeline, so you’re not guessing how the pieces fit together.

Connect your store, and it starts pulling the threads together. Orders from Shopify, emails from Gmail, and leads from Meta ads all land in one clear timeline. The Data Hub quietly removes duplicates and keeps everything tidy, so you’re not chasing half-matched contacts or broken fields.

What stands out most is rhythm. The Breeze AI Agents handle repetitive follow-ups, the little nudges that keep leads warm. Reporting stays visual and grounded, HubSpot’s multi-touch attribution makes it obvious which campaigns actually move the needle.

Integrations run deep too, over 2,000 apps plug in without fuss. That means you can grow without outgrowing your system.

Pros

Combines marketing, sales, and support in one view Thoughtful automation that feels human Smooth integrations across ecommerce and ads Clear, useful analytics even in the free plan Scales naturally as you grow

Cons

Advanced AI and permissions locked to paid hubs A short learning curve for brand-new teams 2. Monday CRM: Best for Project-based Sales Teams

Best for: Teams juggling sales deals and delivery workflows

Free tier: Up to 2 users with basic board-based pipelines

Monday CRM feels less like a traditional CRM and more like the operations hub your team didn’t know it needed. Imagine a whiteboard where every deal is a sticky note, every stage is a lane, and motion happens organically. That’s Monday.

Monday has changed a lot recently. The interface feels lighter, less stiff, and a bit more personal. They’ve added AI that helps with small things like drafting a quick message or keeping tone consistent across emails. The calendar tool finally syncs smoothly, which makes it easier to stay on top of calls when you’re running between meetings.

But if your growth mode means tracking dozens of campaigns, marketing channels, or needing heavy analytics you’ll find limitations. Two-user cap on the free plan is tight. And while automations are intuitive, they’re not built for deep marketing operations yet.

Pros

Extremely visual, intuitive workflow layout Good for aligning sales + delivery in one team Production updates in 2025 show investment in features

Cons

Free tier restricts to two users Marketing & analytics depth is weaker than full-scale CRM platforms 3. EngageBay: Best All-in-One CRM for Startups

Best for: Small businesses that want CRM, marketing, and support in one dashboard

Free tier: Up to 250 contacts; core CRM plus basic marketing and service features

EngageBay feels like a tool made by people who’ve worked in small teams. It keeps everything close: your contacts, emails, automations, and even support tickets all sit together on one screen. Getting started takes very little time, and the layout makes sense right away.

You can import contacts, create follow-up sequences, host landing pages and manage new leads, all without switching tools. That means less context switching for you and your team. It’s especially helpful when you’re responding manually to leads, support tickets, and campaign touches in one flow.

That said, the trade-offs show up when your list grows or you demand deeper reporting. Some users note the UI slows with large databases. Reports are functional but not as rich as enterprise platforms. If you hit a volume threshold (say thousands of contacts + complex workflows), you’ll bump into limits.

Pros

Combines CRM, marketing automation, and support features Free tier generous for early-stage teams Easy to set up and get running

Cons

Can lag with large contact volumes Analytics and integrations fewer than top-tier systems 4. Bitrix24 CRM: Best for Teams That Need Everything in One Free Package

Best for: Small or midsize companies combining CRM, project management, and internal communication

Free tier: Unlimited users with full CRM access plus task and project tools

Bitrix24 feels like a shared workspace, not just a CRM. You log in and you’ll see chats, tasks, deals, calendar entries, and maybe even a video call waiting for you. That kind of mix works when your team wears many hats and you need one tool to handle several workflows.

In 2025, Bitrix24’s free plan continues to impress: unlimited users, a full CRM, project and task management baked in.

You can manage leads and deals, track project work, run team chats and files, all without paying. That said, the trade-off shows when you dig deeper. The interface is crowded, the learning curve steeper than tools built only for CRM.

Pros

Truly unlimited users even on free plan Integrates CRM with tasks, communication, team workflow Good value for teams wanting more than just sales tracking

Cons

UI can feel overwhelming for purely sales teams Reporting, analytics and automation depth lag behind top-tier CRMs Setup and training take time 5. Zoho CRM: Best Balanced Free Option with Strong Growth Path

Best for: Small teams that want strong CRM foundations, with room to expand further

Free tier: Supports 3 users, core CRM features included

Zoho CRM strikes a familiar balance: solid features now, upgrade path later. For small teams (3 users or fewer), the free version gives you leads, deals, contacts, tasks, events and multichannel tracking.

Zoho is feature-rich and excellent value. You’ll find good automation, built-in AI (“Zia”), and tight integrations with the other Zoho apps. That means if you’re already using email, invoicing or campaigns under Zoho, the CRM fits naturally.

But there are a few caveats: the free plan is small scale (3 users) and some integrations or advanced workflows require paid upgrades. Multiple users mention the interface can be a bit “cluttered” and the setup takes some learning.

Pros

Good automation and customisation for a low cost Works well across sales and marketing channels Strong growth path into more advanced plans

Cons

Free tier limited in users and advanced features Learning curve for customisation and deeper modules Mobile experience and support quality vary 6. Capsule CRM: Best for Freelancers & Small Agencies

Best for: Solo sellers or very small teams moving off spreadsheets

Free tier: Up to 250 contacts, basic pipeline and task management

Capsule CRM gives you a clean slate without overwhelm. If you’ve been tracking leads in a spreadsheet and want something a little more professional, it’s a smart step up. The interface is minimal, the setup is quick, and you’re into the flow in minutes.

Since 2025, Capsule’s updates have focused on smoother Gmail/Outlook syncing and improved mobile usability – small but useful when you’re working on the go.

You won’t get built-in email campaigns, advanced automations, or deep marketing stacks. But if your focus is “track deals + follow up” instead of “run multi-channel ad campaigns,” Capsule does exactly what you need – cleanly and quietly.

Pros

Simple, intuitive interface for small teams Fast to get started with minimal setup Costs nothing to keep using for small contact lists

Cons

No marketing automation or advanced features in free plan Limited to 250 contacts – growth feels constrained quickly Analytics and integrations are basic 7. Freshsales: Best for Startups That Want Speed

Best for: Small teams who prioritise fast set-up, lead scoring and built-in phone/email tools

Free tier: Up to 3 users, basic deal tracking, Freddy AI lead scoring

Freshsales enters the free CRM space with a focus on speed and simplicity. The “Freddy AI” feature gives you automatic lead scoring and suggestions, which is unusual in free plans. In 2025 user reviews, people highlight how fast they onboard and start seeing value.

It’s especially useful if you’re calling potential customers, emailing frequently and don’t want to flip between apps. Freshsales combines CRM, email/in-app phone logs, and lead scoring into one pane.

That said, if your focus is full-funnel inbound marketing, omni-channel tracking or deep reporting, Freshsales starts to show its limits sooner than platforms like HubSpot.

Pros

Rapid setup and user onboarding Built-in phone/email + lead scoring in free plan Good for small sales-driven teams

Cons

Free tier restricts users and features Fewer integrations and lighter analytics than fuller CRMs Best features start to require paid plans soon Vtiger: Best Open-Source / Customisable Free CRM

Best for: Businesses or teams with tech skills who want full control and custom workflows

Free tier: Community edition (self-hosted) with full workflow builder, core CRM

Vtiger stands apart because it’s open source. That means you can host it yourself, customise it heavily, build custom modules, and essentially make the system your own. If you have IT or dev support, it gives you freedom that cloud-only CRMs don’t.

Vtiger handles unusual workflows well, like layered B2B sales, complex order tracking, or custom quoting chains. The flip side is responsibility. You handle the hosting, setup, and updates yourself. For teams without IT support, that can be a stretch. But if you like having total control and customizing tools to fit your process, Vtiger gives you that freedom.

Pros

Ultimate customisation for tech-savvy teams Free core system with workflow builder included Ideal for niche or custom-process businesses

Cons

Requires technical setup and maintenance Cloud hosting and support may cost extra Interface and user experience lag behind modern SaaS CRMs What to Look For in a Free CRM

After running ecommerce stores and testing CRMs for years, I’ve realized that “best free” doesn’t mean “best fit.” A free CRM software only earns its keep when it actually saves time, organizes chaos, and helps you sell more, not when it just ticks feature boxes.

Ease of Onboarding & Team Adoption: A CRM only works if people actually use it. The best systems make setup feel effortless. HubSpot CRM makes the first steps feel easy. The guided setup takes you through each task, and the drag-and-drop pipelines make organizing deals feel natural. Automation & AI Power: This is where modern CRM software really separates itself. HubSpot’s Breeze AI Agents are amazing, analyzing deal activity and auto-sending follow-ups that actually sounded human. Integration Depth & Ecosystem: Your CRM shouldn’t live in a silo. It needs to talk to your store, your inbox, your ads, and your accounting. HubSpot’s ecosystem includes 2,000+ integrations: Shopify, Gmail, Slack, Xero, Meta Ads, all with real-time sync. Compare that with Zoho’s ~400 or Bitrix24’s ~500 and you’ll understand why HubSpot feels “alive” once it’s connected. Scalability & Upgrade Path: A common mistake with “free” tools is starting over once you grow. Most free plans cap users or contacts just when your business takes off. HubSpot’s free CRM scales gradually, you can add Sales Hub or Marketing Hub features when you’re ready. Reporting & Analytics: Data’s only useful if it tells a story. HubSpot’s multi-touch attribution shows exactly which ads, emails, or pages close deals. Its new AI summaries turn dashboards into insights: “this campaign drove 62% of new revenue last month.” Final Verdict: The CRM That Grows With You

Most free CRMs are great at getting you started, very few can keep up once you gain momentum. Then there’s HubSpot. It feels different, partly because it was built from the start to scale.

You can begin with a single contact list, then add automations, ecommerce tracking, or a full marketing setup when the timing’s right. You never have to jump ship or migrate data just because you grew a little faster than planned.

It’s also one of the few free CRMs that gives you real visibility. You can trace a sale all the way back to the first click, see which campaign sparked it, and understand how that customer moved through your business.

If you’re at the stage where every lead matters and you don’t want to rebuild everything in six months, HubSpot CRM is the one worth starting with.

FAQs: Free CRM Software in 2025 Do free CRMs really work for small businesses?

Yes, as long as your needs are simple. Most free plans are designed for small teams managing a few pipelines or campaigns. You’ll get contact tracking, task reminders, and a basic deal board. The trade-off is usually limits: fewer users, smaller databases, and lighter automation. But for startups or side businesses, that’s often enough.

What features should a good free CRM include?

A strong free CRM should handle the essentials: keeping track of contacts, recording emails, and showing a simple sales pipeline. Clear reports matter too. If the platform also gives you automation, app connections, or a few marketing tools, that’s where it starts to stand out.

Which free CRM is the easiest to learn?

HubSpot leads for ease of learning with guided onboarding, drag-and-drop pipelines, and short Academy videos that make setup feel effortless even for beginners. Capsule and Monday CRM are also beginner-friendly. Capsule is almost impossible to break an upgrade from a spreadsheet without losing simplicity, while Monday uses boards and color-coded stages that help you “see” progress rather than dig for it. All three are quick wins for teams new to CRMs.

Which CRM has the most generous free plan?

Bitrix24 wins on sheer scale, unlimited users and a pile of collaboration tools included. But that freedom comes with complexity. HubSpot offers the best balance between power and usability. The platform lets you grow without switching tools as your needs expand.

Can a free CRM support automation?

Yes.HubSpot, Zoho, and EngageBay include entry-level workflows – things like automatic follow-ups or deal assignment. Monday and Capsule keep automation light. For advanced triggers or AI assistance, you’ll eventually need a paid tier.

Are there truly “forever free” CRMs?

Yes, several. HubSpot, Zoho, Capsule, Bitrix24, and EngageBay all have free tiers with no expiry date. What changes over time isn’t access, it’s how much you need. Free plans stay free, but your business may eventually outgrow them.

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