CRM platform
Capsule - the practical guide.
Capsule is a deliberately simple CRM aimed at small businesses that want contacts, pipeline, tasks and a clean activity history without learning a platform. It's been quietly shipping since 2009, is run by a small UK-based team, and stays focused on doing the basics well rather than chasing every category adjacency. For owner-led businesses and small teams it's often the lowest-friction way to get off spreadsheets.
What Capsule does
The core is contacts and organisations with a shared timeline of notes, emails, tasks and files. Sales pipelines, custom fields, tags and saved lists cover day-to-day account management; Projects (separate from sales pipelines) handle ongoing client work. Email integration with Gmail and Outlook captures conversations into the relevant record without manual logging.
Workflow automation, AI-assisted content generation, reporting dashboards and a respectable mobile app round out the product. Native integrations cover Mailchimp, Xero, QuickBooks, Google Workspace, Microsoft 365, Zapier and the usual SMB stack, with a public API for custom work.
Who it's for
Small businesses, agencies, consultancies and trades that want a real CRM without the complexity of HubSpot or Salesforce. Particularly well-suited to teams of 1-25 where the owner or founder is hands-on with the pipeline and just needs a tool everyone will actually use.
Pricing, in rough terms
Per user per month, billed monthly or annually, across Free (up to 2 users), Starter, Growth, Advanced and Ultimate tiers - roughly USD 18 to USD 75 per user. Storage, contact limits and integrations expand with each tier. There's a 14-day trial on paid plans and no implementation fee.
When Capsule is the right fit
The right call when you want a CRM you can roll out in an afternoon, the team is small, and the sales motion is straightforward. Also a sensible default for service businesses that want to track both deals and ongoing client projects in one place. A poor fit if you need marketing automation, complex multi-pipeline forecasting, sophisticated reporting or a flexible custom data model - you'll outgrow it.
Watch-outs
Reporting is functional rather than rich and the data model is harder to extend than Attio or Salesforce - map your future requirements before committing. The product evolves slowly and intentionally, which is a feature for stability and a bug if you want frequent shiny new capabilities. Plan a migration path the day your team passes 25 users or your sales process gets meaningfully more complex.