Capsule CRM

What Is Capsule CRM?

Capsule CRM—a cloud-based platform with 100+ third-party integrations—brings client data and sales activity together in one connected system. It enables email communication, forecasts sales, automates workflows, enriches contacts, and generates custom reports. The platform lets teams discuss next steps, share feedback, and notify colleagues through comments while storing client birthdays and details about when they first met. Its automation capabilities trigger tasks and follow-ups as deals change stages; launch a track and pre-populated project board after closing; and handle recurring reminders and emails. As a result, sales teams can keep deals moving and transition closed opportunities into delivery without repeatedly creating tasks, reminders, or project steps.

What Is Capsule CRM Best For?

'Contacts' is Capsule CRM's best feature because it links individual and company records into one organized view. Each person's profile connects to their company's profile, showing contact details, custom notes, and a full communication history in one place. Through this feature, teams can also assign ownership of a contact to a person, a team, or both. As a result, team members can immediately see who owns that contact and avoid duplicate outreach.

How Much Does Capsule CRM Cost?

Subscriptions start at $18/user/month with the Starter plan; a free plan is also available. Other subscription options include:

• Growth: $36/user/month
• Advanced: $54/user/month

A 14-day free trial option is also available for paid plans. Beyond all paid options, additional costs that might apply include:

• Implementation And Setup: Typically $500–$6,000, with a $2,500 base-case estimate, covering CRM configuration, pipelines, fields, and workflows
• Data Migration And Cleanup: Generally $500–$5,000, with a $2,000 base-case estimate, covering importing, deduplication, field mapping, and validation
• Integrations: Usually $500–$6,000+, with a $2,500 base-case estimate, covering email, accounting, marketing, and automation
• Training And Change Management: Often $250–$2,500, with a $1,000 base-case estimate, covering user training, documentation, and adoption

Disclaimer: The pricing is subject to change.

Capsule CRM Integrations

The software offers integrations with business applications such as:

• Zoom
• DocuSign
• QuickBooks
• Calendly
• Slack software

How Does Capsule CRM Work?

Once you sign up, here’s how to get started with Capsule CRM features:

• Log in with your account credentials to access your workspace
• Import contacts from another CRM, then link person records to the relevant organization records
• Configure pipeline stages, custom fields, and tags to reflect the team’s sales process and required customer data
• Create an opportunity, associate it with the relevant contact, and move the deal through pipeline milestones as it progresses
• Assign tasks and link them to contacts or opportunities, and monitor related emails and calendar activities
• Automate tasks, follow-up emails, and updates as records progress, then trigger project creation when deals close
• Manage won deals through project boards, assign delivery tasks, and move projects between statuses
• Review performance using platform features such as live reports, visual dashboards, conversion metrics, bottlenecks, and goal tracking

Who Is Capsule CRM For?

Capsule CRM supports organizations across various sectors, including:

• Manufacturing
• Construction
• Finance
• Nonprofit
• Hospitality
• Information technology

Capsule CRM Use Cases

Based on our analysis of Capsule CRM's capabilities, we have identified a few scenarios where the platform fits well:

Account Managers Coordinating Stakeholders

Account managers can lose track of conversations when they communicate separately with purchasing leads, executives, and operational contacts at a client company. Capsule links person records to its organizational records and displays linked individual histories within one record. Through this unified record, account managers can trace calls, emails, notes, and relationship details across stakeholders before engaging with another decision-maker.

Sales Managers Coordinating Deal Ownership Across Representatives

Sales managers can lose track of deal progress when representatives update spreadsheets, inboxes, and separate task lists. Capsule CRM records each deal, places it in a customizable sales stage, and links its emails, notes, and tasks. User testimonials suggest this shared view lets representatives keep working on deals, since ownership and next steps stay visible to the whole team.

Client Delivery Managers Converting Opportunities Into Projects

When a deal closes, work stalls if delivery managers review the agreed scope and assign responsibilities manually. Here to help them, the CRM creates a project board with preset stages and links it to the relevant contacts. The delivery manager can then organize tasks and update the project status from the linked client record.

Revenue Operations Managers Automating Stage-Based Follow-Ups

Manual reminders, stage changes, and routine emails make consistent follow-up difficult for revenue operations managers. This CRM lets managers select a project, define actions triggered by specific events, test the workflow, and activate it. As deals or projects progress, the workflow creates tasks, sends emails, updates records, and starts onboarding sequences according to the configured rules.

Is Capsule CRM Right For You?

Capsule CRM may suit small businesses that want to expand without adopting an enterprise-oriented platform right away. Its ‘Starter’ plan targets businesses with one to five employees and includes 30,000 contacts. Meanwhile, its ‘Growth’ and ‘Advanced’ plans extend capacity to 60,000 and 120,000 contacts, respectively, while adding automation, reporting, access controls, and multiple pipelines.

The vendor also encrypts data in transit and at rest, applies role-based controls, and supports 2FA and SSO. It is also GDPR-compliant, uses AWS hosting, and has maintained 99.99% uptime over the previous 12 months.

Its client base includes Hyperact, Box Factura, NVOY Technologies, and Rolatube. Moreover, the integrated CRM and project management capabilities give Capsule a more consolidated setup than CRM-only platforms.

Still not sure if Capsule CRM fits your client relationship management needs? Get in touch at (661) 384-7070, and we will help you assess it more clearly.