Best Free CRM For Restaurants In 2025

Running a restaurant means wearing many hats at once, welcoming guests, handling last-minute kitchen issues, checking inventory, and balancing the accounts. With so much to juggle, it’s no wonder customer relationships can sometimes slip through the cracks.

While conventional methods like spreadsheets might seem fine at first, they quickly fall apart as your customer base grows. That said, small slip-ups like losing track of a reservation because it was scribbled on a sticky note can cost you both trust and repeat business.

This is why you need a free customer relationship management (CRM) for restaurants. Using such a platform, you can centralize the customer information, so it is easier to turn occasional visitors into regulars and regulars into vocal advocates for your restaurant.

To help you find the perfect fit, here’s a roundup of the 9 best free CRMs for restaurants that make it easier to manage customers.

Nine Top Free CRMs For Restaurant Businesses

• Odoo – Best for all-in-one restaurant management
• Square Customer Directory – Best for POS-linked guest tracking
• HubSpot CRM – Best for organized customer data
• Loyverse – Best for loyalty programs
• Airtable – Best for customizable CRM setups
• Bitrix24 – Best for omnichannel communication
• Freshsales – Best for built-in calling and email
• EngageBay – Best for marketing automation
• Apptivo CRM – Best for customer segmentation

Odoo is a flexible, open-source business suite that combines CRM, point of sale (POS), and enterprise resource planning (ERP) in one place. That means you get more time back in your day and fewer mistakes to worry about. The platform’s CRM features help manage your relationship with diners and keep the operations smooth. It is flexible and scalable, which further makes it suitable for restaurant businesses.

Limitations With Free Plan: The free plan allows only one app per database with unlimited users.

Key Features:

• Odoo Studio: This is a no-code custom app builder that lets users design custom apps without programming
• E-Commerce Builder: It allows businesses to create an online store with menus, orders, and payments that is integrated with your CRM
• Field Service Management: This feature lets users schedule and track off-site services like catering, with mobile access to keep your team coordinated and stress-free

Pros And Cons

Restaurant owners often struggle to track guests and remember who’s who. Square’s cloud-based Customer Engagement Suite solves this by securely storing all customer data in one protected place.

It automatically creates instant customer profiles, tracks visits, and seamlessly integrates with Square’s suite of tools, like point-of-sale (POS) and marketing solutions. It also helps run personalized, automated marketing campaigns via SMS and email. Together, these capabilities help turn first-time visitors into loyal repeat diners.

Limitations With Free Plan: The free plan provides basic POS and CRM tools but restricts advanced features like custom domains and add-ons such as payroll.

Key Features:

• Automatic Customer Profiles: Square generates ‘Instant Profiles’ whenever a customer’s name is captured, so a new profile is created automatically if one doesn’t already exist
• Customizable Customer Groups: The ‘Customer Directory’ feature lets users create both manual and smart groups to segment your customers. Manual groups enable one-off selections, while smart groups automatically update based on tailored filters
• Integration With Square POS And Marketing: The CRM is integrated with Square POS and built-in marketing tools. This makes it easy for restaurants to manage customer data from one platform

Pros And Cons

HubSpot CRM software takes the chaos out of spreadsheets with one cloud-based platform that organizes, scores, and tracks every guest and lead. It offers pipeline visibility, email and call tracking, live chat, AI-powered email drafting, and enriched customer profiles. The CRM integrates Gmail, Outlook, and the marketing tools, ultimately connecting all your systems.

Limitations With Free Plan: The free plan limits automation workflows, advanced reporting, and certain marketing tools to paid tiers.

Key Features:

• Contact Management: This feature stores all lead details, tracks every interaction, and enriches profiles with company information automatically without spreadsheets
• AI Content Writer: Powered by ‘Breeze Copilot,’ this feature helps generate email drafts and campaign copies instantly using built-in commands
• CRM Import: It lets users bulk upload or update records like contacts, companies, and deals via CSV or Excel files for better data organization

Pros And Cons 

Loyverse, even though it’s a point-of-sale (POS) system, provides advanced CRM features. Including a powerful loyalty program perfect for turning occasional diners into loyal regulars.

Using this software, you can keep track of various factors necessary for remembering guests' preferences, including their food order history. With its mobile app working seamlessly even offline, your service never misses a beat.

Limitations With Free Plan: The Loyverse CRM has no limitations, but there are add-ons for features like advanced inventory and employee management.

Key Features:

• Loyalty Points Program: This feature helps reward repeat customers with bonus points to encourage return visits. Diners earn points each time they make a purchase that can be used for future discounts
• Purchase History Insights: The CRM stores information about what each customer loves. So, it is easier to quickly access past orders for easy refunds or special offers to build a loyal customer base.
• Loyalty Cards: Recognize returning customers by scanning their card barcodes. This speeds up checkout and personalize service, so it's easy to make guests feel valued

Pros And Cons

Airtable software comes with customizable templates and the option to create applications to organize customer information. It comes with a mobile app and a user-friendly interface, so it’s easier to access for non-tech users. You can track reservations and manage customer preferences all in one place.

The added benefit of automated notifications helps your team stay on top of bookings and follow-ups. Additionally, integrations with tools like Gmail and Slack keep communication flowing smoothly among the teams.

Limitations With Free Plan: Airtable's Free plan is limited to 1,000 records per base, 100 automation runs per month, and 1 GB of attachment storage per base.

Key Features:

• Sales Tracking: This feature allows users to keep an eye on reservations and customer follow-ups. With custom views and automation, the team remains organized and responsive
• AI And Automation: It automates repetitive tasks such as sending follow-ups and organizing customer feedback. This frees up the team to focus on tasks that need human attention.
• Excel And Google Docs Integration: Using the software, users can quickly import menus, reservations, or customer lists from Excel or Google Docs to start managing data

Pros And Cons

Bitrix24 is an AI-powered CRM. It comes with all the tools required to collaborate and communicate with your staff. Its omnichannel feature captures every client message in the Contact Center, regardless of the channel. The best part? Using its REST API, you can create your own app depending on your restaurant’s needs.

Limitations With Free Plan: Although the free plan allows unlimited users, it restricts to 5 GB storage, 100 tasks, and 1000 CRM search items.

Key Features:

• Sales Enablement: This feature automates order processing and eases the management of supplier contracts for restaurant owners
• Mobile CRM: It helps managing orders and customer information anytime, anywhere from a phone
• CoPilot In CRM: Using AI, users can automate routine tasks, so the team spends more time engaging with guests

Pros And Cons

Freshsales, a cloud-based CRM from Freshworks, includes built-in calling and email logging to streamline communication for restaurant staff. Its mobile app provides quick access to customer preferences and details, keeping your team connected on the go.

Having sales and marketing tools on one unified platform, along with advanced automation, helps speed up order processing and accelerate restaurant revenue growth.

Limitations With Free Plan: The free plan allows up to two agents only.

Key Features:

• Freddy AI: This generative AI is more of a digital teammate. It helps resolve most queries on its own, while assisting the team with relevant context and knowledge
• Reporting And Analytics: Users can get insights into team performance, trends, and service efficiency with Freshsales' reporting feature. It brings drag-and-drop widgets and advanced filters, helps identify bottlenecks, and more, all for better service delivery
• Record Social Media Interactions: Freshsales CRM tracks social media conversations with guests on different platforms to help understand customer needs better

Pros And Cons

EngageBay offers an extensive suite of functionalities to run targeted campaigns. You can collect the diners’ data and segment them based on various factors. It also brings in automation so you can save time on repetitive tasks and put your attention into work that demands human attention. The CRM comes integrated with EngageBay marketing tools for an all-inclusive experience.

Limitations With Free Plan: EngageBay’s free plan lets you manage up to 250 contacts, use autoresponders, broadcasts, sequences, lead capture forms, landing pages, CRM functionalities, helpdesk, and live chat.

Key Features:

• Deal Management: Instead of juggling between different software for lead tracking, you can rely on EngageBay for great deal flow and management from a single platform
• Sales Workflows: This feature makes it easy to create step-by-step processes for handling inquiries and bookings. The added benefit of automation helps close deals with large dining groups
• Landing Pages: This feature assists in creating tailored landing pages according to the restaurant’s needs using the custom templates and URL

Pros And Cons

Apptivo CRM is a comprehensive suite of over 65 integrated applications designed to manage customer relationships, sales, marketing, and more.

Using this software, you can segment customers based on different factors, including spending habits, visit frequency, and more. This helps in creating a more targeted marketing campaign. The CRM also provides on-the-go access to customer data to make it easier to address queries.

Limitations With Free Plan: The free plan is limited to 3 users, 500/MB of document attachments, and allows unlimited customer data creation.

Key Features:

• Lead Qualification Cycle: This structured process helps restaurants prioritize serious customers by filtering inquiries and bookings through clear steps. This way, the team focuses on guests most likely to visit
• Contracts Management: This feature helps restaurant owners easily create and track contracts with suppliers and event partners. It saves time by organizing agreements and sending reminders for renewals
• User Level Data Security: Apptivo enables authorities to control who can view and edit important data. All information is stored in an encrypted format to protect your business and customers

Pros And Cons

Choosing The Right Free CRM For Restaurants Business

The right restaurant CRM should simplify your daily operations while strengthening customer relationships. As a restaurant manager, you need a system that takes repetitive tasks off your plate, freeing your team to focus on raising the bar for service quality and delivering unforgettable dining experiences. The nine free CRMs for restaurants listed above bring unique features to the table, each designed to address different needs and challenges.

Still unsure which platform best fits your restaurant’s needs? Get in touch with us for a personalized recommendation.