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A free CRM can replace a spreadsheet for tracking prospects, clients, follow-ups, invoices, and sales opportunities—but “free” rarely means unlimited. Contact caps, user limits, email quotas, storage rules, and automatic account deletion can matter more than the headline price.
For freelancers, consultants, and small businesses watching software costs, these are eight of the strongest free CRM options. The best choice depends on whether you need a simple contact database, sales automation, marketing tools, or a broader collaboration workspace.
Best free CRM software compared
| CRM | Best for | Free-plan highlights | Main limitation |
|---|---|---|---|
| HubSpot Smart CRM | Solo operators and two-person teams | 1,000 contacts, Gmail and Outlook connections, broad ecosystem, no time limit | Up to two users; free support is mainly self-service |
| Zoho CRM | Small teams needing automation | Three users, 5,000 records, five workflow rules, webforms, reports | Free edition is substantially more limited than paid trials |
| Freshsales | Small sales teams | Three users, deal and account management, dashboards, Kanban, calendar and communication integrations | No bulk email, no sales sequences, and 0 GB file storage on Free |
| Bitrix24 | CRM plus collaboration | Deals, invoices, tasks, chat, video calls, websites, online stores, and 5 GB storage | Free account can be deleted after 50 days without a login |
| Agile CRM | Teams needing more free seats | 10 users, 1,000 contacts and companies, unlimited deals and tasks, appointment scheduling | Only one campaign workflow, one automation trigger, and one integration |
| EngageBay | All-in-one sales and support | 250 contacts, CRM, email marketing, autoresponders, landing pages, helpdesk, and live chat | 250-contact cap; the published plan does not clearly state a free-seat limit |
| Capsule CRM | Simple contact and pipeline management | Two users, 250 contacts, opportunities, tasks, notes, files, and calendar connectivity | Small contact limit and deliberately basic feature set |
| Streak | People who want CRM inside Gmail | Pipeline tracking and contact management within Gmail | Free functionality and limits are narrower than dedicated full-featured CRMs |
Limits and features can change. Confirm the plan details shown during signup before importing business data.
1. HubSpot Smart CRM: best overall for a solo business
HubSpot is a practical starting point when you want a CRM that is easy to understand without paying for setup or training. The free version has no time limit and currently allows up to 1,000 contacts and two users. Gmail, Google Workspace, and many Outlook versions can connect to the account.
#1 Best Overall
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- Made of high quality mesh steel construction with good touch feeling, and you can move it easily. It will hold all your files, folders, and papers
- The desk trays provide a great way to tidy any A4 or paper sized paperwork, folder, document, magazine with space for stationary & desk accessories. For use on office, home or school classroom.
That makes it useful for a freelancer tracking leads, proposals, client conversations, and follow-up dates. It also leaves room to add other HubSpot tools later if the business grows.
Watch the limits
HubSpot’s free plan is not an unlimited-user plan. Older comparison articles often say that it is, but the current published limit is two users. Free customers also receive community, Academy, knowledge-base, and self-service support rather than the full paid support experience.
2. Zoho CRM: best for basic automation on a free plan
Zoho CRM is the stronger choice when three people need to work in the system and the business expects to maintain more records. Its free edition supports up to three users and 5,000 records, along with webforms, reports, mobile apps, 150 emails per day, five workflow automation rules, and seven native Zoho-application integrations.
A small service business could use a workflow to assign a new web inquiry, create a follow-up task, or change a lead status after an action. To create a workflow, use Setup > Automation > Workflow rules > Create Rule.
Free edition versus trial
Zoho has both a permanent Free edition and trials of paid editions. A paid trial may expose features that will not remain available after the trial ends. Your data is retained when the account downgrades, but paid-tier features become inaccessible. Do not mistake a temporary premium trial for the permanent free plan.
3. Freshsales: best for a small sales team
Freshsales Free supports up to three users and includes contact, account, and deal management, Kanban views, dashboards, sales email templates, and connections for Gmail, Google Calendar, Google Contacts, Outlook, Zoom, and Microsoft Teams.
Rank #2
- All-in-One Desk Organizer: WALI multi-tier desk organizer features 4 letter trays, a vertical file folder organizer, 2 metal pen holders and a sliding divided drawer, keeping your office supplies for desk tidy and maximizing desktop space, ideal for women and men as office desk accessories
- Premium Metal Quality: WALI desktop file organizer is crafted from thickened steel metal wire mesh, featuring dense small mesh to hold desk supplies steadily. Its sturdy structure enhances load-bearing capacity to avoid deformation; all parts are firmly fixed to prevent falling, ensuring overall stability and durability of the desktop organizer
- Save Space: Documents are organized by the vertical file folder organizer. Tiered letter tray is suitable for planner, paper, letters,books, magazines, mail, bills and phones. The sliding drawer and metal pen holders can store all office supply accessories, such as pens, pencils,markers, scissors, suitable for workers, teachers and students
- Easy Installation: No complicated tools or tedious steps. 1 Pack WALI desk organizers and accessories can be assembled in minutes with clear instructions. Ideal for office, dorm, college, home office, school, classroom use
- Elegant & Practical Decor: Classic black finish complements any office, school or dorm decor, serving as both a practical home office storage and organization tool and a sleek desktop decor to show your professional style, ideal for users who pursue a tidy, aesthetic workspace
It is a good fit when the priority is seeing which opportunities are new, active, stalled, or won. A consultant or agency can use deal stages to monitor leads from first conversation through proposal and payment.
Important email and storage restrictions
Freshsales Free is not a free bulk-email platform. Product SMTP allows 50 individual emails per active user per day, while bulk email is unavailable. Sales sequences are also unavailable on the Free plan. The current support documentation lists 0 GB of file storage for Free, so keep proposals and signed documents in a separate storage service.
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To activate the free plan from a Freshsales account, go to Admin Settings > Account Settings > Plans and Billing > Change Plan, scroll to the plan table, choose Buy plan under Free, and select Confirm in the downgrade warning.
4. Bitrix24: best for CRM and team collaboration in one place
Bitrix24 goes beyond lead and customer tracking. Its free offering includes CRM, unlimited deals, unlimited invoices, tasks, chat, video calls for up to 300 participants, websites and landing pages, online stores, Sign, CoPilot, and 5 GB of shared storage.
This can reduce the number of separate tools a small company uses for internal work. For example, a team could track a prospective client, assign a task, discuss the opportunity in chat, and issue an invoice from the same workspace.
Do not ignore the inactivity rule
Bitrix24 automatically deletes a free account after 50 consecutive days without a login, and the deleted account cannot be restored. Set a recurring calendar reminder for an administrator to sign in if the CRM is not used frequently. Also verify the available user count during signup: Bitrix24’s pricing and help pages have not presented the free-plan user limit consistently, and it may vary by account or region.
Recommended Free Tools
Rank #3
- Unique 3+2 Shelves Design: 3 Tier sliding trays are perfect for storage all your documents,file folders and other desk accessories, 2 upright section is ideal for place your other paper/letters vertically.
- Made of sturdy metal steel mesh with smooth edge and professional black finish, more durable and stable, strong enough to hold all your files and sundries.
- The 3-tier paper tray and two vertical file shelves have a beautiful A4/letter size paper, documents,notepad, book, mailbox contact, files, folders and additional items such as stapler, tape, sticker, etc.
- More Sturdy Construction: Made of thick rounded mesh metal, not easy to bent, also with 2 metal bars to reinforce, more strong and durable compared with many other similar products in the market.
- Overall Size:12-1/4"W x 11-1/2"D x 9-1/2"H; each horizontal tray :12 x 11.4 x 2.7 inch(L x W x H);2 file holder:12 x 9.5 x 2 inch(L x H x W)
5. Agile CRM: best when you need up to 10 free users
Agile CRM offers more free seats than most options on this list: up to 10 users. The free plan includes 1,000 contacts and companies, unlimited deals, tasks, and documents, appointment scheduling, basic reports, Google Sync, 500 API calls per day, one campaign workflow, one automation trigger, and one plugin or integration.
That combination suits a small team that needs several people viewing the pipeline but does not need sophisticated marketing automation. It is also useful for businesses that want appointment scheduling and task tracking without paying for every seat.
The tradeoff is a narrow automation allowance. If your process requires multiple triggers, many integrations, or elaborate campaigns, you may reach the free-plan ceiling quickly.
6. EngageBay: best for an all-in-one free marketing and support stack
EngageBay combines CRM functions with email marketing, autoresponders, broadcasts, sequences, lead grabbers, landing pages, helpdesk tools, and live chat. The free plan lists 250 contacts and is priced at $0 per user per month.
It is a better match for a small online business that wants to capture leads, send basic campaigns, and answer customer questions—not just record sales opportunities.
The 250-contact limit is the key constraint. It means 250 contacts, not 250 users. The published plan information does not clearly state a free-user ceiling, so confirm the number of seats offered in the signup flow before building a team around it.
Rank #4
- [5-Tier Paper Organizer with Handle]– This desktop paper organizer features 5 open-front letter trays and a built-in handle, making it easy to move between your desk, shelf, classroom table, or home office workspace.
- [Sort Papers, Folders, Mail & Documents]– Use this desk file organizer to keep letter-size paper, file folders, documents, mail, bills, forms, and notebooks neatly separated for quick access during daily work or study.
- [Office Storage for a Cleaner Desk]– Designed for desk organization and office storage, this paper storage organizer helps reduce workspace clutter and keeps important paperwork off your desktop but still within easy reach.
- [For Office, Home & Classroom Organization]– A practical letter tray organizer for offices, home offices, schools, dorm rooms, reception areas, and teacher desks. Available in more stylish color options, it also works as a cute desk organizer for women, adding a personalized touch to classroom storage, homework trays, and daily paper sorting.
- [Sturdy Metal Mesh Desk Organizer] – Made with durable metal mesh and a reinforced frame, this file folder organizer also works for desk accessories, catalogs, magazines, and paperwork while (USPTO Patent Pending, USPTO Patent Application Number: 23715477)
7. Capsule CRM: best for a clean, uncomplicated pipeline
Capsule is intentionally smaller and simpler than HubSpot, Zoho, or Bitrix24. Its permanent free plan supports two users and up to 250 contacts, with contact notes, emails, files, tasks, calendar connectivity, opportunities, and a sales pipeline.
That limited scope is an advantage for a person who would otherwise maintain a spreadsheet. You can create a few pipeline stages, attach notes to a contact, and schedule the next action without configuring a large marketing platform.
Capsule is less suitable for a growing mailing list or a business with thousands of historical contacts. Its paid-plan trial is separate from the permanent free plan and lasts 14 days.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.8. Streak: best for a CRM that lives in Gmail
Streak is designed around Gmail rather than a separate CRM dashboard. Contacts, messages, and pipeline records can be organized from the inbox, which is convenient for a freelancer who already handles nearly every client conversation by email.
The Gmail-first approach can reduce duplicate data entry. A pipeline might contain stages such as New inquiry, Discovery call, Proposal sent, Negotiation, and Won. The main reason to choose Streak is convenience inside Gmail, not a large collection of free CRM features.
Before importing a full contact list, check the current free-plan limits and feature list. Streak’s free functionality is narrower than that of the larger dedicated CRM platforms, so it may not suit a team that needs advanced reports, broad automation, or extensive integrations.
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How to choose a free CRM
- Count the users. HubSpot currently allows two free users, Zoho and Freshsales allow three, Agile CRM allows 10, and Capsule allows two. Bitrix24 and EngageBay require extra care because published free-seat information is not consistently clear.
- Count contacts and records. A 250-contact limit can arrive quickly if you import old leads, customers, and newsletter subscribers. Zoho’s 5,000-record allowance is more generous, while HubSpot allows 1,000 contacts.
- Separate sales email from marketing email. A CRM may connect to Gmail but still restrict bulk campaigns, sequences, or daily sending. Freshsales Free, for example, allows individual email within a daily quota but does not include bulk email or sales sequences.
- Check document storage. If you store proposals, contracts, or receipts in the CRM, verify the file allowance. Freshsales Free lists 0 GB, while Bitrix24 includes 5 GB.
- Check account-retention rules. Bitrix24’s 50-day inactivity deletion rule is unusually important. A free account is not a safe archive unless you understand how the vendor handles inactivity and exports.
- Plan the exit. Before relying on a CRM, test whether you can export contacts, notes, deals, and activity history. Moving later is easier when your fields and pipeline stages are organized consistently from the start.
A low-cost setup for a freelancer
Start with only the fields that support a financial or operational decision:
- Contact or company name
- Email and phone number
- Lead source
- Deal value
- Expected close date
- Pipeline stage
- Next action and due date
- Payment or onboarding status
Do not use the CRM as your accounting system. Track invoices, expenses, revenue recognition, tax records, and bank reconciliation in dedicated accounting or bookkeeping software. The CRM should show the commercial relationship and the next action; it should not be the authoritative record for financial reporting.
FAQ
What is the best free CRM for a small business?
HubSpot is the easiest general-purpose starting point for a solo operator or two-person team. Zoho CRM is usually the better fit when you need three users, more records, and basic workflow automation.
Are free CRM plans really free?
Several plans listed here are permanent free editions rather than time-limited trials, but they impose limits on users, contacts, email, storage, automation, or support. Always distinguish a permanent free plan from a temporary paid-plan trial.
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Agile CRM currently lists up to 10 users on its free plan. HubSpot lists two, Zoho CRM and Freshsales list three, and Capsule lists two. Verify limits during signup because vendors can change plan rules.
Can a free CRM replace accounting software?
No. A CRM can track prospects, opportunities, customer status, and follow-up tasks, but accounting software should remain the source of truth for invoices, expenses, taxes, bank reconciliation, and financial reports.
The Bottom Line
Bottom line: Choose HubSpot for the easiest all-round starting point, Zoho CRM for more free records and simple automation, Freshsales for a compact sales team, and Capsule for a deliberately simple pipeline. Choose Agile CRM when seat count matters, Bitrix24 when collaboration matters, and EngageBay when marketing and support belong in the same system. Whichever you select, check contact limits, email rules, export options, and inactivity policies before committing business data.
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