Insightly Review

Founded in 2009, Insightly is headquartered in San Francisco and has grown into a trusted CRM solution for over 1.5 million users worldwide. Designed with small to mid-sized businesses in mind, Insightly combines CRM functionality with project management tools, making it a versatile platform for teams looking to manage both customer relationships and internal workflows. Its cloud-based architecture ensures accessibility from anywhere, and its intuitive interface appeals to users with varying levels of technical expertise.

Insightly’s core mission is to help businesses build stronger relationships with their customers while improving operational efficiency. The platform offers tools for contact management, sales pipeline tracking, project management, and reporting, all within a single, unified system. With a focus on scalability, Insightly caters to businesses that need a CRM that can grow with them as their needs evolve.

Key Features of Insightly

Insightly’s feature set is one of its strongest selling points, offering a balance of CRM and project management capabilities. Below is a detailed breakdown of its key features:

1. Contact and Lead Management

Insightly excels at organizing customer data. Users can store detailed contact information, including names, emails, phone numbers, and social media profiles. The platform also allows businesses to track lead sources, assign leads to team members, and monitor interactions throughout the customer journey. Custom fields enable businesses to tailor contact records to their specific needs, ensuring flexibility for industries with unique requirements.

2. Sales Pipeline Management

Insightly’s pipeline management tools are designed to help businesses visualize and manage their sales processes. Users can create custom pipelines with stages that reflect their sales funnel, such as “Prospect,” “Qualification,” “Proposal,” and “Closed.” Drag-and-drop functionality makes it easy to move opportunities through the pipeline, while automated alerts and task assignments keep teams on track.

3. Project Management

Unlike many CRMs that focus solely on sales, Insightly integrates project management features. Users can create projects, assign tasks, set milestones, and track progress within the same platform. This is particularly valuable for businesses that need to manage post-sale activities, such as onboarding or service delivery. The ability to link projects to specific contacts or opportunities ensures seamless transitions from sales to execution.

4. Automation and Workflows

Insightly offers workflow automation to reduce manual tasks and improve efficiency. Users can set up automated email sequences, task assignments, and follow-up reminders based on triggers like lead status changes or deal closures. This feature is a time-saver for teams looking to scale operations without adding headcount.

5. Reporting and Dashboards

Insightly’s reporting tools provide insights into sales performance, pipeline health, and team productivity. Pre-built reports cover metrics like deal conversion rates and revenue forecasts, while custom reports allow users to dive deeper into specific data points. Interactive dashboards display key performance indicators (KPIs) in real time, helping managers make data-driven decisions.

6. Mobile App

Insightly’s mobile app, available for iOS and Android, allows users to access CRM and project management features on the go. The app supports core functions like contact management, pipeline updates, and task tracking, ensuring that remote or field-based teams stay connected.

7. Integrations

Insightly integrates with a wide range of third-party tools, including Google Workspace, Microsoft 365, QuickBooks, Slack, and Mailchimp. These integrations enable businesses to connect Insightly with their existing tech stack, creating a cohesive ecosystem. Additionally, Insightly’s API allows for custom integrations, catering to businesses with specialized needs.

Pricing and Plans

Insightly offers a tiered pricing structure to accommodate businesses of different sizes and budgets. As of 2025, the pricing plans are as follows (based on annual billing):

• Plus ($29/user/month): Includes basic CRM features like contact management, lead tracking, and email integration. Suitable for small businesses with straightforward needs.
• Professional ($49/user/month): Adds advanced features like workflow automation, custom dashboards, and project management. Ideal for growing businesses with more complex processes.
• Enterprise ($99/user/month): Offers premium features like role-based permissions, advanced reporting, and API access. Designed for larger teams or businesses with sophisticated requirements.

Insightly also offers a free plan for up to two users, which includes basic CRM functionality but lacks advanced features like automation or project management. A 14-day free trial is available for paid plans, allowing businesses to test the platform before committing.

While Insightly’s pricing is competitive, some users note that the cost can add up for larger teams, especially on the Enterprise plan. Additionally, certain features, such as advanced integrations or custom reporting, are only available on higher-tier plans, which may limit functionality for budget-conscious businesses.

Usability and User Experience

Insightly’s user interface is clean, modern, and intuitive, making it accessible to users with minimal CRM experience. The dashboard provides a clear overview of key metrics, and navigation menus are logically organized. The drag-and-drop pipeline management feature is particularly user-friendly, allowing teams to update deal statuses quickly.

However, some users report a learning curve when exploring advanced features like workflow automation or custom reporting. While Insightly provides onboarding resources, including tutorials and webinars, businesses with limited technical expertise may require additional support to fully leverage the platform.

The mobile app is well-designed but has occasional performance issues, such as slow syncing or limited functionality compared to the desktop version. For teams that rely heavily on mobile access, these limitations could be a drawback.

Strengths of Insightly

1. All-in-One Solution: Insightly’s combination of CRM and project management features eliminates the need for multiple tools, saving time and reducing costs.
2. Scalability: With tiered plans and robust features, Insightly is suitable for businesses at various growth stages, from startups to established enterprises.
3. Integration Ecosystem: The platform’s extensive integrations and API support make it adaptable to diverse business environments.
4. Affordability: The free plan and competitive pricing for paid plans make Insightly accessible to small businesses with tight budgets.
5. Customization: Custom fields, pipelines, and reports allow businesses to tailor the platform to their specific workflows.

Weaknesses of Insightly

1. Feature Gaps on Lower Tiers: Some essential features, like automation and advanced reporting, are locked behind higher-tier plans, which may frustrate users on the Plus plan.
2. Mobile App Limitations: The mobile app, while functional, lacks some desktop features and can experience performance issues.
3. Learning Curve for Advanced Features: Businesses new to CRM or with limited technical expertise may find advanced features challenging to implement without support.
4. Customer Support: While Insightly offers email and chat support, response times can be slow, especially for users on lower-tier plans. Phone support is only available for Enterprise users.

Who Should Use Insightly?

Insightly is best suited for small to mid-sized businesses that need an affordable, all-in-one CRM and project management solution. It’s particularly valuable for industries like consulting, marketing, or professional services, where post-sale project delivery is a key part of the customer relationship. Businesses that already use tools like Google Workspace or QuickBooks will appreciate Insightly’s seamless integrations.

However, larger enterprises with complex CRM needs may find Insightly’s feature set lacking compared to platforms like Salesforce or HubSpot. Similarly, businesses that prioritize mobile access or require extensive customer support may need to explore alternatives.

Comparing Insightly to Competitors

To provide context, let’s briefly compare Insightly to two popular CRM alternatives: HubSpot and Zoho CRM.

• Insightly vs. HubSpot: HubSpot offers a robust free plan and advanced marketing automation, making it a strong choice for marketing-focused businesses. However, HubSpot’s paid plans are significantly more expensive than Insightly’s, and it lacks integrated project management. Insightly is a better fit for businesses that need both CRM and project management at a lower cost.
• Insightly vs. Zoho CRM: Zoho CRM is highly customizable and offers a broader range of features, including AI-powered analytics. However, Zoho’s interface is less intuitive, and its pricing can be confusing due to add-ons. Insightly is a more straightforward option for businesses seeking simplicity and affordability.

Customer Feedback and Market Reputation

Based on user reviews from platforms like G2 and Capterra, Insightly earns high marks for ease of use, affordability, and project management capabilities. Customers frequently praise the platform’s intuitive interface and ability to streamline sales and project workflows. However, common complaints include slow customer support and the lack of certain features on lower-tier plans.

In the broader CRM market, Insightly is recognized as a solid mid-tier option, competing effectively with platforms like Pipedrive and Freshsales. Its focus on small to mid-sized businesses and its all-in-one approach give it a unique position in the market.

Conclusion

Insightly is a versatile and affordable CRM solution that delivers significant value for small to mid-sized businesses. Its combination of contact management, sales pipeline tracking, project management, and integrations makes it a powerful tool for teams looking to streamline operations and improve customer relationships. While it has some limitations, such as feature restrictions on lower-tier plans and occasional mobile app issues, its strengths outweigh its weaknesses for most users.

For businesses seeking a cost-effective, scalable CRM with project management capabilities, Insightly is a strong contender. Its intuitive interface, robust feature set, and competitive pricing make it a worthy investment for 2025 and beyond. To explore whether Insightly is the right fit for your business, take advantage of the 14-day free trial and evaluate its features firsthand.