User Reviews Overview
About Capsule
Capsule from Zestia is a cloud-based CRM application that enables small and midsize organizations to keep track of the people and organizations they do business with, along with their interactions and opportunities in the sales...
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- Industry: Printing
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
One of the applications I run my business on
This is one of three applications that I am in daily. I couldn’t have grown my business without it.
Pros
I like how you can have separate contacts, organizations, and opportunities but that you can connect them all. Unlike some contact management tools, this gives you a ton of flexibility in tracking interactions and todos.
Cons
I wish there were a way to attach the same individual to multiple organizations. There is a workaround by embedding a URL in the info for each entity, but it would be nice to be able to see an individual and separate out the different communications based on the organization they are involved with.
Response from Zestia
Hi there Jeff,
Chloe from Capsule here. Thanks for taking the time to write a review - we really appreciate it. We're so glad to hear Capsule gives you the flexibility you need to track tasks and interactions. We're sorry we don't have better news on attaching the same individual to multiple organisations but we're happy to hear that it's helped you grow your business anyway.
- Industry: Real Estate
- Company size: 2–10 Employees
- Used Daily for 6-12 months
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Review Source
Capsule Review
Pros
Very easy to set up
Easy and intuitive to use
It is flexible enough so that it can be moulded around a requirement or purpose, even if that function isn't immediately obvious.
The support staff are great at coming up with solutions and work arounds
Support staff are very quick to respond.
The close links with Mailchimp and Zapier are great and really easy to merge different systems.
Cons
You can't 'drag and drop' documents from the system to emails.
There's no 'pre-opportunity' stage - i.e. no way of registering an interest in a product (linking a client and product or organisation) without it being a formal 'opportunity' - there needs to be a 'pre-opportunity' facility to ease admin in the system.
There's no way of retaining a record of a meeting in the calendar.
There's no one to stand behind my husband and remind him to record notes in the system! :-)
Reasons for Switching to Capsule
it worked better for our requirements, customer support was personal and significantly better and the price was better.Response from Zestia
Hi Rebecca,
Chloe from Capsule here. Thanks for your review - I'll be sure to pass on your feedback to our team. As for the pre-opportunity problem, you could use a Case for that and then you can link that case to an Opportunity if it does move into the pipeline. That way you can have a clear record of it, but it isn't impacting conversion rates or anything like that. You can read more about Cases here:
https://capsulecrm.com/support/projects-and-events/understanding-cases/. While you can't see your past tasks in the Calendar, you can go to the task list view and filter for completed tasks. Here you'll be able to see a list of everything that's been completed. While we can't put someone behind your husband and nudge him - you could set up a task for a certain time each day that recurs every week (5 recurring tasks), basically just as a prod to remind him to add notes? I hope that gives you some tips and if you need any extra support you can always reach out to us.
- Industry: Nonprofit Organization Management
- Company size: 2–10 Employees
- Used for 6-12 months
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Review Source
Not Ideal for a Charity CRM
I think it is a fine program that didn't suit the needs of a national charity.
Pros
I think you you were using this software for school or a business that required registration of sorts it might be ideal but the marketing features were not strong enough for us. We used the program for 1 year and then switch over that had a better UX, marketing integration and that automatically process tax receipts.
Cons
The UX wasn't great. It wasn't intuitive for our team.
Alternatives Considered
KeelaReasons for Switching to Capsule
We had an employee that had some experience with it and could navigate the program. We stuck with it for 1 year and switched over to Keela.Response from Zestia
Hi Taryn,
Chloe here from Capsule. Thanks for taking the time to review us, we really appreciate the feedback. While we do have a number of charities using Capsule we understand it isn't the right fit for everyone - we're happy you've found another solution that works for you!
Top Capsule Alternatives
- Industry: Construction
- Company size: 2–10 Employees
- Used Daily for 1+ year
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Review Source
Great value to our business
Pros
Easy to use and easy to learn, this has been a game changer for us. We used to keep everything written down or online in customer files but that made it hard to find details when needed. Now we can search on our computers or if out on site easily look it up on the app
Cons
We are happy with how this software has fit into our business and the simplicity of it
Response from Zestia
Hi Jessica,
It's great that Capsule has been a game changer for you - we're really happy to hear that it's helping your business!
- Industry: Professional Training & Coaching
- Company size: Self Employed
- Used Daily for 2+ years
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Review Source
Simple and Functional
My needs for tracking client opportunities are simple and this CRM does everything I need of it. I mainly use it for recording my meetings and coaching sessions with my clients. This functionality is easy to use and it is easy to search clients later to see what was last talked about.
Pros
It is incredibly easy to set up, very simple to use and I like it's integration with Xero.
Cons
Sending email from the system get stored in dropbox, not ideal if you don't use dropbox
Reasons for Switching to Capsule
it was the easiest to use and the price point was great.Response from Zestia
Hi Dave,
Chloe from Capsule here. Thanks for your feedback - we're glad you like the integration with Xero. In terms of the Drop Box I have good news as the Capsule Drop Box is not the same as the file storage service Dropbox.com. The Capsule Drop Box is effectively an email address that you use to BCC or forward your emails to which in turn stores them against the relevant contact in your Capsule account. This is what non-google users use for storing emails. You can learn more about storing emails using the Capsule Mail Drop Box here: https://capsulecrm.com/support/setup-and-configuration/storing-emails/#understanding-the-mail-drop-box.
If they are finding that emails aren't being stored on their contacts as expected, could you please email [email protected] and we can investigate further.
- Industry: Insurance
- Company size: Self Employed
- Used Weekly for 2+ years
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Review Source
Great Easy To Use Affordable CRM
I have been using Capsue since 2017 and to date I have had no issues with the software even it was updated.
Pros
Easy to use. Price. Date Stamp. Search by name, keyword or phone number. You can up load documents to a specific contact. You can separate contacts using tags. Notes easy to edit. Beginner friendly. Generous Free account. It has an app that syncs perfectly with the online account.
Cons
So far the online has everything I need. I have no complaints. The app could add search by phone number. It would help when a client calls I could search the phone number and address them by name if they are found in my CRM the same way I do when working from my lap top from home
Response from Zestia
Hi Sheron,
Chloe from Capsule here. Thanks for taking the time to write a review about Capsule. We're glad to hear you're finding Capsule easy to use and love its features. You might be happy to hear that you can search phone numbers in the app. You can find out more about that here: https://capsulecrm.com/support/mobile-apps/capsule-mobile-app/#how-to-use-contacts-in-the-mobile-app. Also, if you have an iPhone we do have CallerID in the app. The Caller ID feature will display your Contact's name so you'll never need to guess who is on the other end of the incoming call - you can find out more information about Caller ID here https://capsulecrm.com/support/mobile-apps/capsule-mobile-app/#caller-id. I hope that help you out.
- Industry: Wholesale
- Company size: 2–10 Employees
- Used Daily for 6-12 months
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Review Source
Good stuff
Love it
Pros
We really like the interface and how it is organised.
Best feature is the gmail integration.
Cons
Im hoping that we can connect a certain gmail contact and automatically have every new email/conversation feed into the same contact on capsule.
Response from Zestia
Hi Andy,
Chloe from Capsule here. Thanks for taking the time to write a review. We're happy to hear that you like the gmail integration and I'll be sure to pass on your feature request to the product team.
- Industry: Information Technology & Services
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
Bang-for-buck the best CRM for Xero
Pros
Capsule does everything a CRM should:
- All of your organisation and contact information in one place
- Heaps of available integrations including MailChimp and Xero
- Mobile app for capturing new leads
- Customisable opportunity management
- Customisable case (ticket) management
- Email integration makes tracking email correspondence easy
- Custom fields allow you to update your
Cons
Capsule has several weaknesses you should be aware of:
- The opportunity management is customisable but fairly basic. Its great if you currently have no visibility of your pipeline, stages, value, probability or timeframes. There are apps out there that do these features better but not with all the other great stuff Capsule can do at the same price point.
- Capsule is not a marketing automation tool but will help with your marketing
- Capsule is not a sales pipeline tool but will improve your pipeline visibility
- Capsule is not an email client
- Capsule is not your accounts receivable management tool but will improve your collections
- Industry: Marketing & Advertising
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
The best CRM money can buy
excellent, anyone can use capsule and not just the super techies
Pros
The client management, and the ability to keep things easy to use and not over complicate day to day activities
Cons
The search bar feature could be improved as search key words rather than phrases
Response from Zestia
Hi Eduardo Joel,
Chloe from Capsule here. Thanks for taking the time to write a review. Also, thanks for submitting your feedback regarding the search bar - I'll be sure to add your name against this as a feature request. Above all though, we're so glad to hear that you're finding Capsule easy to use.

- Industry: Professional Training & Coaching
- Company size: Self Employed
- Used Daily for 2+ years
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Review Source
Simple, easy to use CRM software
Capsule is a really simple, straightforward CRM for small businesses. It's reasonably good value for money, easy to use, and very useful for tracking your sales, customers and prospects.
Pros
Intuitive UI
Easy to use
Uncomplicated
Email dropbox
Cons
Could do with more options to prioritise tasks - they just get served up in date order, irrespective of whether or not they are important. This makes the task feature effectively unusable.
- Industry: Information Technology & Services
- Company size: Self Employed
- Used Daily for 2+ years
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Review Source
Quick to set up and start getting results
I've used Capsule for several years, as both a free and paid subscriber. It fits like a glove. Does what I need, doesn't force me into a different way of working, has been reliable (if it's ever been down, it wasn't any time I accessed it.) The company is actively developing it.
I have used at least a dozen small-business CRM systems. Capsule is like my favorite pair of jeans -- it fits, never gets in the way, and makes me look good!
Pros
Capsule is a good fit for my business. I'm a sole prop. consultant. I need to stay on top of my relationships with each customer to exceed their expectations. With Capsule on my laptop and phone, I can refer to past interactions and update with new ones in real time. With Capsule, I can create my own custom "tracks", action step lists to follow for any process in my sales or support functions. I can create my own custom fields and color-coded tags.
There are a good number of integrations with other web apps, you just have to see if yours is on the list. I use it with Harvest for time recording and Xero accounting. They also offer a good API. It took me an evening to write a script to copy every action logged in Harvest into the customer notes in Capsule.
I have no use for the team collaborative aspects of Capsule so can't comment on them.
Cons
The only complaint I have is a minor one - I liked the calendar task view better before the recent update. Now I can't see all my tasks for the month at once, it truncates after 3 or 4 on any given date, and hides the rest. I can still view all the tasks for a day by clicking on it, but it's a slower way to reorganize on a grand scale.
- Industry: Automotive
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
Easy to use and great for quote tracking
Excellent thank you
Pros
I find Capsule really easy to use and manage all my quotes, leads and follow-ups on it.
I like that you can have custom fields too, helps for tracking.
I have used the system for the last 5 years.
Cons
I don't understand what the cases are??
Response from Zestia
Hi Paula,
Chloe from Capsule here. Thanks for writing a review - we really appreciate it. It's always nice to hear that Capsule is easy to use and is helping people to manage leads.
In a nutshell a Case is a storage area or folder where you can keep everything related to a particular project or event that you're working on holding all the relevant information, tasks and history in a common place.
Cases are one of the most versatile features within Capsule, giving you flexibility to set up different processes and workflows and store a wide variety of information. A Case gives you easy access to share everything you need for your day to day work rather than storing it across several systems (and filing cabinets). Our support docs feature quite a comprehensive guide to Cases which might help you figure out if they would be suitable for you to use. You can find that here: https://capsulecrm.com/support/projects-and-events/. Do you think these could work for you?
- Industry: Wholesale
- Company size: 2–10 Employees
- Used Daily for 1+ year
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Review Source
Capsule Feedback
Not a bad system for the price we are paying.
Pros
Fairly easy to use along with the cheap cost
Cons
The integration with Quickbooks is not the best to be honest. We have had to disable the interaction as it was changing the records we had originally set up in Quickbooks. Also was not a simple click of a button to see the previous sales, you have to continuously sign into quickbooks when you want to see records, a bit pointless really.
Response from Zestia
Hi Dolan,
Chloe from Capsule here. Thanks for taking the time to write a review. We're glad you're finding Capsule easy to use and good value for money. Sorry to hear that our QuickBooks integration isn't quite what you expected. When setting up the integration any information in Capsule and QuickBooks should match otherwise Capsule would overwrite any differences. After that, the integration will push any changes in Capsule to QuickBooks as it treats Capsule as the source of truth so it's best to always make changes in Capsule. As long as you are logged into QuickBooks the link to open in QuickBooks will work. This is so that Capsule users who aren't QuickBooks users can't click through and access all the data in your QuickBooks account. If you'd like any more help or support with QuickBooks or Capsule in general our support team are always happy to help. You can reach them at [email protected].
- Industry: Marketing & Advertising
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
Capsule is the most efficient CRM available
I use 17+ systems (one for each client) and it makes it so easy to track progress
Pros
Ease of use in tracking conversations, email and contacts
Cons
There are no cons to this software that I have identified
Response from Zestia
Hi Christopher,
Chloe here from Capsule. Thanks for taking the time to write a review. We're happy to hear that Capsule is helping you to track your contacts and conversations easily.
- Industry: Mental Health Care
- Company size: 11–50 Employees
- Used Daily for 1+ year
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Review Source
A Great Organizational Tool!
Multiple people in our organization are points of contact for a client, so Capsule has helped us to be able to document and share information among our team. It is easy to use, and allows us to capture all of the important information for our clients.
Pros
This software is very easy to use, and we have had great success with using it to communicate internally to better serve our clients. The calendar view for tasks is my favorite to stay on top of everything.
Cons
I would like to see an added feature of being able to pin notes to the top of the home page for a Person/Organization.
Response from Zestia
Hi Kate,
Chloe here from Capsule. Thanks for writing a review. Also, thanks for the suggestion about being able to pin a note - while it's not something we have in our pipeline at the moment, I've recorded it as a feature request. We're happy to hear that you're finding Capsule easy to use and that it's helping you to communicate better as a business. I'll definitely pass on that feedback to the rest of the team too.
- Industry: Information Technology & Services
- Company size: 2–10 Employees
- Used Daily for 6-12 months
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Review Source
I use this daily as a CRM for my small business contacts, and love how quick and easy it is to...
Easy note taking which facilitates better interaction with my clients. I love the central location of all my info and that I can access it on my smart devices too.
Pros
I love how easy it is to complete just about any task imaginable. I make a LOT of notes for my customer accounts, and I love how each note can have any number of file attachments to them, but all the attachments for ALL the notes are also kept in a different area. Being able to integrate with my Google Apps account is a BIG plus, as is the ability to have emails I send instantly saved to customer records without me doing anything. Creating custom fields is also a breeze and makes my life a lot easier.
Cons
I really don't like the huge gap between a free account and a professional account. They need to increase storage limits AND create a plan between free and professional price points for smaller businesses. This is what really holds me back from doing more with this software, and keeps me in the market for different software constantly.
- Industry: Architecture & Planning
- Company size: 2–10 Employees
- Used Daily for 1-5 months
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Review Source
A complete CRM with Easy to Use and Simplicity.
For an Architectural Firm like ours, it is minimalist and not complicated. Workflow is natural and well organized. Fun to work on. It gives a clear big as well as a micro picture of the overall business development efforts.
Pros
The ability to plan & track activity for contacts is what attracted me to Capsule CRM. The feature to add Tracks to Leads is a winner! It's clean and clutter-free. It is easy to use and not overwhelming.
Cons
The dashboard can show more reports. The activity of Pipeline Track should show up on Dashboard. Should be able to add notes to the reason for Won or Lost Leads.
Response from Zestia
Hi Prathamesh,
Thanks so much for writing a review. We're so glad you're finding Capsule easy-to use. It's always our aim to give our customers a great user experience without compromising on features. As for the dashboard - you're not the first one to ask for more customisation there, so what I've done is added your name against this feature request so if we do develop this we'll let you know. While you can't add notes directly against a won or lost reason you still can add notes to the opportunity if you want to record more details and once the opportunity is closed you can still add tasks for example if you wanted to follow up again at a later date. I know it's not exactly what you were asking for but it could still help to record extra tasks/notes. I hope that helps you out and once again thanks for taking the time to share feedback.
- Industry: Information Technology & Services
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
An "Honest and Basic" CRM for sme
Capsule is an easy to use CRM with all the "basic" necessary features to manage your customers / prospects and their history
It is the centralized place where you can store all your customers / prospects contacts and manage them.
You need other specialized tools if you want to manage completely the pipeline, the sales cycle, the service tickets
There some good integrations but limited. All the rest should be managed via API
Pros
Easy to use
Nice integration with Socials to retrive people information (pictures)
Some basic easy to use integration with msot popular tools like Mailchimp, Xero, Zendesk
Good the App for iOS
Cons
Limited tools integration
No a really solution to manage sales cycles and tickects
- Industry: Internet
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
One of the best CRM solutions
Pros
Many years ago before I used Capsule, I researched up and down different CRM solutions. Capsule was the most reasonable as far as pricing goes, and their interface and features is one of the best. It's a powerful CRM that allows a lot of customizations, which is what I need. I highly recommend Capsule! They're always listening to users and coming up with new features that make the CRM better and better through time.
Cons
Honestly, I don't really have much to complain about Capsule!
- Industry: Education Management
- Company size: 2–10 Employees
- Used Daily for 1+ year
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Review Source
Why I Acquired Capsule
My management of clients has improved dramatically.
Pros
CAPSULE is extremely easy to use and is built for users, not programmers.
Developing one's knowledge and understanding developes in easy steps and is well supported by superb documentation
Cons
I have not come across any to date, including webcam training , on line documentation
Response from Zestia
Hi there Graham,
Chloe from Capsule here. It's great to hear that you have found Capsule really easy to use and when you've needed to use them, the support documents have helped you out.
- Industry: Computer Software
- Used Daily for 2+ years
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Review Source
OK CRM for the Price
I have to have a CRM in place for my company to keep clients tasks organized. We manage hundreds of clients daily.
Pros
Capsule has basic functionality. I have a list of my Contacts, I can create tasks, make tags, and create pipelines. It allows me to upload documents and manage the team's tasks under me.
Cons
I can only upload one document at a time which is annoying. The automatic email BCC doesn't work for me to record in my notes so I always have to copy and paste.
- Industry: Information Technology & Services
- Company size: 2–10 Employees
- Used Weekly for 6-12 months
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Review Source
Simple and smart CRM solution for startups!
Pros
The interface is simple but modern and intuitive. The bundled mobile app is convenient on the go. Integration with Xero and Google suite is just perfect. It syncs with Google contacts, Gmail integration feels like it's built-in, no need to install and maintain pesky Chrome extensions! There's also Google tasks integration that we plan to explore. With Xero, we can sync customer information and manage it solely in Capsule. Invoices and overdue payments can also be seen in one place inside Capsule.
Cons
As a startup who explores and experiments with business processes a lot, changing requirements also needs fast solutions. Capsule integration with third-party apps is really good but not perfect. Capsule lets you use their app however you please and does not suggest best practices out of the box. This freedom can sometimes lead to a lot of research, analysis paralysis, and being stuck. We reached that point but customer support was so awesome that they went out of their way to walk us through the most viable solution available.
- Industry: Computer Software
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
The perfect CRM for start ups and fast growing SMBs
Capsule is one of the cornerstones of our sales organisation.
Pros
Good value for money, quick setup, reasonably customizable, easy to use. Good integration with G-Mail and Mailchimp.
Cons
Bulk editing was a bit weak for a long time, but got massively improved this year (2018).
Integration through Zapier with our accounting software Bexio doesn't support our use cases.
- Industry: Real Estate
- Company size: 2–10 Employees
- Used Daily for 6-12 months
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Review Source
Simple, straightforward, and powerful. Great for small teams
The clean user interface and calendar tools / follow-up task management features are great to get things organized and your business focused on driving sales.
Pros
It's intuitive so getting your team on it and started won't be difficult, even if they're not tech savvy. The layout is clean and straightforward too - helps keep the focus on selling (your initial contact with prospects and the required follow up). Priced fairly too.
Cons
If you have a big team, you can probably find other alternatives for what it will end up costing you. The general features are great but once you move into more of the advanced stuff, it can be a headache - those who aren't tech savvy will struggle.
- Industry: Management Consulting
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Review Source
Capsule: Simple But Powerful
Pros
Capsule is flexible, easy to grasp, and fairly straightforward. But if you want to dig deeper and use all the features and strategies, you can absolutely get more out of it. It made the whole concept of a CRM come alive for me. It's also really affordable! Other CRMs are more powerful (and harder to learn) but there's no way our company could've afforded those.
Cons
I wish that they had a way to label an individual as being employed at more than one company, and recording past employers. A more detailed walkthrough of "cases" would be really useful, since that's what people ask me about the most (and don't seem to understand, for whatever reason). Also, it would be amazing if Capsule had tutorial videos on their YouTube channel, like a lot of other CRM companies do. Finally, user permissions would be nice (but not something that is a particularly sore spot--you get what you pay for).