Capsule CRM is an online CRM system that integrates with many of the other business tools we love and use on a daily basis such as Xero and MailChimp.  With more and more clients wanting to make use of cloud solutions we thought we would road test some of these apps for them so here is our Capsule CRM Review.

If you are not familiar with what a CRM system does then please go check it out on Google as this is not an introduction to the subject.

Capsule CRM Signup

Aaaaggghhhhh!!  You have to enter your card payment details before you start.  That is fine you get a 30 day free trial to start so make sure you make a diary note to cancel should you not wish to make a purchase because guess what I did not received a single reminder that my trial was coming to an end!  Just a little reminder in the top right of the screen when you login in to remind you how many days were left.  Good job I remembered then because I did not want to pay.  If you have read any of our previous posts we are very tight at SAS.

Capsule CRM Pricing

Why review a paid for subscription then I hear you cry.  Well in some instances the time savings or productiivity gains from such a paid subscription can pay dividends.  Anyway there is a free version of Capsule CRM as well as paid one and you can see the differences below:

Capsule Pricing

Source: Capsule CRM

There is a massive jump in the packages and we would love to see something in the middle.  For a smaller business who the free package is probably about right size limits but want the integrations it is a big leap to take.

Capsule CRM Pros

  • The system is very customisable so you can make it feel and look like your own product (great for the vain amongst us who like everything to look the same).
  • Easy to use and set up would be perfect for CRM newbies
  • Go mobile – Capsule CRM have built a great mobile site rather than smart phone apps which makes life a lot easier and its great for adding new leads on the go at networking events
  • You can add Social Media profiles into the contact details so you can review what customers have been up to before making contact which ensures they know you are taking an active interest in what they do
  • Add custom fields into the system to suit your workflow and information needs
  • Hold all correspondence in one place by using the email storage functionality so all members of the team know what is happening with that lead
  • Easy to use Website Contact Form that even the great unwashed could use to get leads from their website to Capsule CRM without to many issues
  • Integrations (see below)

Capsule CRM Cons

  • Reporting options on the Pipeline of leads leaves a bit to be desired.  You can build your own Lists and export to Excel so if you know how to get the best from Excel then you can live with it
  • The pricing matrix for me needs something in the middle for the smaller but smarter business
  • Would love to see a section where projects for contacts could be handled

Capsule CRM and Xero Integration

The great thing I love about this set up is that once you configure the link your Xero customers are pulled straight into Capsule CRM so no re-keying of data.  You have access to the history of your invoicing so when you contact customers you can also remind them of outstanding invoices or enquire as to why they have not ordered in a while.  If you want to view the detail of the invoice or raise a new invoice then the link will take you across to Xero to do so.  If you update the contact details these are transferred across at lighting speed so you never need update both systems.

Capsule CRM and Google Apps Integration

You can configure Capsule CRM to open up a new email session when clicking on the email link for a contact and you can set up new leads and contacts from within an email if you are using Gmail.  On top of this the calendars are synched so Tasks set up or amended in Capsule CRM are added to your Gmail calendar.  As well as all that you can sync your contacts so any changes get updated in Capsule CRM and Gmail.  Why is any of this important?  Simple.  It means as long as you have access to your phone you will know what you are supposed to be doing, to who and when.  All without breaking sweet or leaving just one application – Google Apps.

The list of integrations rolls on with MailChimp, WuFoo, KashFlow, FreeAgent, Freshbooks and Zendesk so as you could see I could go on and on but you would get bored and fall asleep if you haven’t done so already.

If you are still awake why not post a comment below to let me know.

Capsule CRM Overall

Overall we are left with a warm fuzzy feeling inside.  This is a great tool to add to your armoury and if it can help you get more customers, keep them happy and get them to spend more with you then it is well worth £8 per user per month of your hard earned cash.  If you don’t use any of the other tools above you could just make use the very nice free offering instead.  For us we are off to play with something else.

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