Capsule CRM pricing and plan limits

Capsule is free for 2 users, but only up to 250 contacts, and that small contact cap is the number to check first. Most small teams land on Starter, at $22 a month per user. It lifts the cap to 30,000 contacts and adds email templates, so three people pay $66 a month. Growth, at $40 a month per user, is the step for workflow automations, more than one pipeline, and automatic email logging. Every paid plan has a 14-day trial with no card.

Which plan should a one to five person business pick?

The free plan, only if your list is small. It fits 2 users, with 1 pipeline, 5 custom fields, and 250 contacts. Capsule itself pitches it as a way to try the product before upgrading. For a pair with a short client list it can carry you for a while, but most established businesses will be past the contact cap the moment they import.

Starter, for most small teams. Capsule describes it as “perfect for businesses with one to five employees”, and the limits back that up. It holds 30,000 contacts and adds email templates, a shared mailbox (so sales@ or info@ can be answered by whoever’s free), basic reporting, and direct integrations with accounting and help-desk tools. Two people pay $44 a month, three pay $66 a month, and five pay $110 a month.

Growth, when you want Capsule to do things for you. It adds workflow automations (a chain of tasks, email notifications, or stage changes that run when a deal moves), multiple sales pipelines, email sync, reporting dashboards, and room for 60,000 contacts. Three people pay $120 a month.

Say you run a two-person architecture practice. You both bring in work, and you have about six hundred contacts between past clients, consultants, and builders you’d recommend. Some jobs are home extensions and some are small commercial fit-outs, and they move through slightly different stages.

Six hundred contacts rules out the free plan on import: it stops at 250 contacts. Starter for the two of you is $44 a month. You’ll be tempted by Growth for a separate commercial pipeline, at $80 a month.

Hold off. Run both kinds of work through one pipeline with stages that fit both, and put the project type in each opportunity’s name. Move to Growth the day the stages genuinely differ, or the day you want automations to set the next task when a stage changes. Until then, the difference stays in your pocket.

What moves you up a plan?

From free to Starter, it’s almost always the contact cap. Wanting email templates, or a third person who needs to log in, gets you there too.

From Starter to Growth, it’s how you want to work rather than how much you store. You’ll want Growth for automations that set up the next steps when a deal moves, a second sales pipeline for a different kind of work, emails logged against contacts without copying them in, or dashboards for a team you’re managing.

Advanced holds 120,000 contacts and up to 50 pipelines, which is for a bigger sales operation than this guide’s readers. Ultimate has no public price.

Skip Capsule if

• You have a big contact list and want to stay free. The free plan’s contact cap is tight. When a free CRM plan is enough shows free plans that hold more.
• You’re three or more and want to stay free. Capsule’s free plan stops at 2 users, and the same page shows which free plans fit three.
• You want the lowest bill at five. The lowest paid bill for five people in this guide is Bigin Express (by Zoho) at $45 a month; cost by team size puts every tool side by side.

Plans and prices

Every paid plan is priced per user. Capsule publishes contact limits for each plan but no user limit, so the bill is seats times the plan price.

Costs that are easy to miss

• The yearly price comes first. The pricing page opens on yearly billing, labeled “Save up to 18%”. Starter is $18 a month per user that way and $22 a month billed monthly.
• Marketing is an add-on. Newsletters and campaigns come from a separate Marketing add-on, switched on inside your account and priced on top of your plan.
• Moving down takes trimming. You can downgrade, but only if your account fits the lower plan’s limits, so a team that grew past Starter’s contact limit would have to remove contacts first.
• Every login is a seat. The person who checks the pipeline on Fridays costs the same as the person who lives in it.

There are no setup fees, and Capsule says you can cancel at any time.

Using Capsule in Spanish

Capsule’s interface and online help are available in Spanish.

Our view

Capsule is a sensible pick for a team of two to five that wants a clean pipeline, shared contacts, and templates without a suite attached. Our position: skip the free plan unless your list is genuinely short, start on Starter with monthly billing, and move to Growth only when you want automations or a second pipeline. What you give up is a free plan that holds a real client list, and anything marketing-related comes as an add-on. If you need three or more people on a free plan, or a big list for nothing, look elsewhere.

Your next step

Count your contacts this week. If you’re under the free plan’s 250 contacts and two people or fewer, the free plan will do. If not, start the 14-day trial on Starter, not Growth, so the month after the trial looks like the month you tested: start a Capsule trial. Import your list on day one and set a next task on every open opportunity. If, before the trial ends, you find yourself wishing Capsule would set those tasks for you, that’s your sign for Growth.