Best CRM Software: Real Reviews, Actual Pricing, and Honest Opinions

Picking CRM software feels like navigating a minefield. Every vendor claims they're "#1" and buries their pricing behind "contact sales" buttons. I've spent way too much time digging through these platforms, so let me save you the headache.

Here's the truth: the average CRM costs roughly $35 per user per month, but actual costs range from free to $300+ per user monthly depending on what you need. Let's cut through the marketing and look at what actually works.

Quick Comparison: Best CRM Software at a Glance

CRMBest ForStarting PriceFree Plan?
HubSpotMarketing-focused teams$20/user/monthYes (2 users)
SalesforceEnterprise & complex sales$25/user/monthNo (30-day trial)
PipedriveSales-focused small teams$14/user/monthNo (14-day trial)
CloseHigh-volume outbound sales$9/user/monthNo (14-day trial)
Zoho CRMBudget-conscious scaling$14/user/monthYes (up to 3 users)
Monday CRMVisual project-based sales$12/user/monthYes (2 users)

1. HubSpot CRM - Best Free Option (That Becomes Expensive)

HubSpot is the CRM everyone starts with because of its generous free tier. You get up to 1,000,000 contacts, unlimited deals, and basic website visitor tracking-all without paying a dime. That's legitimately useful for small teams just getting started.

The catch? HubSpot recently reduced free users from unlimited to just 2. Once you need more functionality, pricing escalates fast. The Sales Hub Starter runs $20 per seat monthly, which is reasonable. But jump to Professional and you're looking at $100/month per seat, with mandatory onboarding fees ($1,500-$4,500) that they don't highlight upfront.

Updated Pricing Breakdown:

Marketing Hub is even pricier:

The confusing part? "Marketing contacts" are contacts you can actually market to. Non-marketing contacts sit in your CRM but can't receive campaigns. As your contact list grows, so does your bill-additional 5,000 contacts cost $134-$225/month depending on your tier.

What I like:

What sucks:

Verdict: Start with HubSpot free. Seriously, it's the best free CRM available for 2 users. Just budget carefully before upgrading-mid-sized businesses typically spend $10,000-$50,000 annually on HubSpot subscriptions, plus implementation costs. If you're primarily focused on sales (not marketing), you'll find better value elsewhere.

For alternatives and deeper comparisons, check out our CRM for small business guide.

2. Salesforce - The Industry Standard (With Industry-Standard Complexity)

Salesforce dominates with roughly 22% of the global CRM market. There's a reason: it does everything. The problem is that "everything" comes with complexity and cost that most businesses don't need.

Current Pricing:

But those per-user costs are just the beginning. Implementation of Salesforce typically starts around $25,000 for small setups. Businesses usually spend $5,000-$35,000 annually on subscriptions alone, with mid-sized companies reaching $120,000-$150,000/year when you include setup and support.

Hidden Costs to Watch:

In August of last year, Salesforce implemented a 6% price increase across Enterprise and Unlimited editions, affecting Sales Cloud, Service Cloud, and several Industry Clouds. Companies with multi-year contracts locked in before this increase are safe until renewal, but expect your costs to rise.

What I like:

What sucks:

Real-World Cost Example: A 10-person sales team on Enterprise ($150/user/month) pays $18,000/year in licenses. Add Premier Support (30% = $5,400), implementation ($25,000), training ($5,000), and you're looking at $53,400 in year one, then $23,400 annually thereafter.

Verdict: Salesforce makes sense if you have complex sales processes, multiple teams, and budget for proper implementation. For small businesses, it's usually overkill. The Starter Suite at $25/month is competitive, but you'll outgrow it fast and face a steep price jump to Pro Suite.

See our full CRM software comparison for more head-to-head breakdowns.

3. Pipedrive - Best for Sales Teams Who Just Want to Sell

Pipedrive was built by salespeople who were frustrated with bloated CRMs. It shows. The interface is dead simple-kanban-style deal tracking that anyone can learn in minutes.

Current Pricing (billed annually):

Monthly billing runs about 30-40% higher-for example, Growth costs $49/month instead of $39 on annual. Over a year, that's $120 extra per user, so annual billing makes sense if you're committed.

What I like:

What sucks:

Add-Ons That Matter:

Real cost example: A 5-person team on Premium with LeadBooster, Web Visitors, and Campaigns will spend approximately: (5 × $49) + $32.50 + $41 + $16 = $334.50/month, not the advertised $245. Over a year, that's $4,014 instead of $2,940.

Verdict: Pipedrive is excellent for straightforward sales processes. If your team needs to track deals and nothing else, it's hard to beat at this price point. Just don't expect it to handle complex marketing automation. The Growth plan is the sweet spot for most small teams-Lite is too limited, and Premium's AI features aren't worth the jump unless you have a mature sales process.

4. Close CRM - Best for High-Volume Outbound

Close is built for teams that live on the phone. Built-in calling, SMS, and email sequences make it ideal for SDR teams doing heavy outreach.

Current Pricing (billed annually):

The jump from Essentials ($35) to Growth ($99) is steep-a 183% increase-but Growth is where the automation and calling features live. Most serious sales teams will need at least Growth.

What I like:

What sucks:

Calling Costs Breakdown: Close includes some calling credits, but high-volume teams will pay extra. US/Canada calling typically costs $0.02/minute, while international calls range from $0.05-$0.50/minute depending on country. A team making 1,000 minutes of calls per month adds about $20-$50 to their bill.

Verdict: If your sales process involves heavy phone outreach, Close is worth the premium. For teams that primarily email or do inbound sales, you're paying for features you won't use. The Growth plan delivers the best value if you need automation-Essentials is too basic for most B2B outbound teams.

Try Close free for 14 days - no credit card required.

For more details, read our full Close CRM review and Close CRM pricing breakdown.

5. Zoho CRM - Best Budget Option That Actually Scales

Zoho flies under the radar but offers impressive value. If you're already using other Zoho products (Zoho Books, Zoho Mail, etc.), the integrations are seamless.

Current Pricing:

Zoho's Standard plan at $14/user delivers full contact management, lead tracking, customization, and basic automation. That's half the price of HubSpot's equivalent.

What I like:

What sucks:

Zoho Ecosystem Advantage: If you use multiple Zoho apps, the value compounds. Zoho One ($45/user/month) bundles 40+ applications including CRM, email, accounting, help desk, and more-potentially replacing your entire software stack for less than most standalone CRMs.

Verdict: Zoho is the smart choice for budget-conscious businesses that plan to scale. The Standard plan at $14/user/month gives most small-to-midsize businesses everything they need. Professional at $23 is where it really shines with workflow automation and advanced customization. If you're already in the Zoho ecosystem, it's a no-brainer.

6. Monday CRM - Best for Visual, Project-Based Sales

Monday CRM isn't just a CRM-it's a visual work operating system adapted for sales. If your team thinks in boards, timelines, and visual workflows, Monday might click better than traditional CRMs.

Current Pricing (billed annually):

Note: All paid plans require a minimum of 3 seats. For a 3-person team, Basic starts at $36/month, Standard at $51/month, and Pro at $84/month.

What I like:

What sucks:

Who Should Consider Monday CRM: Teams that manage projects alongside sales, agencies tracking client deliverables, or businesses that need visual pipeline management. If your sales process involves multiple stakeholders and project elements, Monday's board-based approach makes more sense than traditional CRMs.

Verdict: Monday CRM is underrated for teams that need more than contact management. The Standard plan at $17/user/month delivers solid value for visual teams. However, if you're purely focused on traditional B2B sales without project elements, Pipedrive or Close will serve you better. The 3-seat minimum and automation limits may frustrate very small teams or solo founders.

How to Choose the Right CRM

Stop evaluating features you'll never use. Ask these questions instead:

1. What's your sales process?

2. How many users do you need?

Pricing is per-user, so costs multiply quickly. A 10-person team on Salesforce Enterprise pays $1,500/month just for licenses. Map out your team size for the next 12-24 months and calculate costs at that scale, not just your current size.

3. What integrations matter?

If you live in Google Workspace, Pipedrive's integration is excellent. Microsoft shop? Salesforce or HubSpot connect better. Already on Zoho apps? Stick with Zoho CRM. Using project management tools? Monday CRM integrates with virtually everything.

Check these specific integrations before committing:

4. What's your true budget?

Factor in:

5. Do you need advanced features now or later?

Avoid the trap of buying enterprise features "just in case." Most small businesses waste money on advanced automation, AI features, and custom reporting they never use. Start with a simpler plan and upgrade when you actually need it. However, switching CRMs later is painful-so choose a platform that can grow with you even if you start on a lower tier.

Common CRM Mistakes (And How to Avoid Them)

Mistake #1: Buying based on features, not workflow

A CRM with 500 features doesn't help if your team won't use it. Choose based on your actual daily workflow, not the vendor's feature checklist.

Mistake #2: Ignoring adoption challenges

The best CRM is the one your team actually uses. A complex CRM that sits empty is worthless. Prioritize user-friendly interfaces and quick onboarding, especially for small teams without dedicated CRM administrators.

Mistake #3: Not calculating true costs

That $25/month price tag can balloon to $200+/month with add-ons, extra users, storage, and annual commitments. Always calculate the all-in cost for your actual team size with the features you'll need.

Mistake #4: Skipping the integration test

Sign up for the free trial and immediately test your critical integrations. Does email sync work properly? Can you import your existing contacts? Do your calendar and phone systems connect? Test these on day one, not after you've committed.

Mistake #5: Choosing based on brand name

Salesforce's market dominance doesn't mean it's right for your 5-person team. HubSpot's popularity doesn't mean you need its marketing features. Choose based on your specific needs, not market share.

CRM Selection Checklist

Before you commit to any CRM, answer these questions:

Industry-Specific CRM Considerations

For Real Estate: Look for CRMs with property management features, automated follow-ups for long sales cycles, and mobile apps for showing properties. Monday CRM and Zoho CRM both offer real estate templates.

For Agencies: Prioritize project management integration, client portal features, and time tracking. Monday CRM excels here. Many agencies also use HubSpot for integrated marketing and sales.

For E-commerce: Integration with Shopify, WooCommerce, or your cart is non-negotiable. HubSpot and Zoho both offer strong e-commerce integrations. You'll also want abandoned cart recovery and customer segmentation.

For SaaS Companies: Look for usage tracking, trial management, and integration with your product. HubSpot and Close both work well for SaaS sales teams. You'll likely need marketing automation too.

For Consultants/Freelancers: Simple contact management, proposal tracking, and invoicing matter most. Zoho's ecosystem (CRM + Books + Invoice) or Monday CRM with add-ons work well. You probably don't need enterprise features.

For B2B Sales: Long sales cycles need strong pipeline management, multi-touch attribution, and team collaboration. Pipedrive, Salesforce, and HubSpot all excel here. Email sequences and automation become critical.

The Truth About "Free" CRMs

Free CRM plans sound great, but understand their limitations:

HubSpot Free: Limited to 2 users. You'll hit limits quickly with email sends (2,000/month), landing pages (20), and meeting links (1). It's genuinely useful for solo founders or tiny teams, but plan to upgrade within 6-12 months.

Zoho Free: Now supports 3 users with basic features. No email sync, no workflow automation, limited storage. It's a true "starter" plan-expect to upgrade to Standard ($14/user/month) quickly.

Monday Free: 2 users, unlimited contacts and pipelines, but only 200MB storage. For simple deal tracking, it works. For anything more, the 3-seat Basic plan at $36/month is necessary.

The Pattern: Free plans get you in the door but push you toward paid plans within months. They're excellent for testing the platform, but factor in upgrade costs when planning your budget.

For a comprehensive look at free options, see our free CRM software guide.

When to Upgrade (Or Switch CRMs)

Signs you've outgrown your current CRM:

Signs you should switch CRMs:

Switching CRMs is painful-expect 2-4 weeks of reduced productivity during migration. But staying with the wrong CRM is more expensive long-term. Make the switch before your data becomes unmanageable.

Data Migration: What to Know Before You Switch

If you're moving from one CRM to another, understand these realities:

What transfers easily: Contact names, emails, phone numbers, companies, and basic fields usually migrate smoothly via CSV export/import.

What's harder: Deal history, email conversations, file attachments, custom field mappings, and automation workflows often require manual recreation or expensive migration services.

Migration costs: DIY migration is free but time-consuming. Professional migration services cost $1,000-$10,000+ depending on data volume and complexity. Some CRMs (like HubSpot) offer free migration assistance if you're moving to their platform.

Plan for 2-4 weeks: Data cleanup before export, the actual migration, testing, and team training typically take a month. Don't try to rush it during your busy season.

CRM Alternatives: When You Don't Need a Full CRM

Not every business needs a full CRM. Consider these alternatives:

For solo founders: A well-organized Google Sheets or Airtable setup might suffice until you have 50+ active leads. Free tools like Trello can track deals visually.

For service businesses: Scheduling tools like Calendly combined with a contact management app (Contacts+ or Google Contacts) might be enough.

For simple sales: Email management tools with tags and follow-up reminders (Streak for Gmail, Copper) provide CRM-lite functionality at lower cost.

For network-focused businesses: Dedicated networking tools (Dex, Clay) offer relationship management without full CRM complexity.

The threshold for needing a real CRM: When you have 50+ contacts you're actively managing, multiple team members collaborating on deals, or sales cycles longer than 2 weeks. Below that, simpler tools often work better.

The Bottom Line

Best free CRM: HubSpot (genuinely useful free tier for 2 users)

Best for sales teams: Pipedrive (simple, effective, affordable)

Best for outbound calling: Close (built-in dialer and SMS)

Best for enterprise: Salesforce (if you can afford implementation)

Best budget option: Zoho CRM (scales without breaking the bank)

Best for visual teams: Monday CRM (board-based, intuitive, project-friendly)

Most small businesses should start with HubSpot's free plan (for 2 users) or Pipedrive's Growth plan ($39/user/month) for larger teams. Get comfortable with CRM basics before investing in expensive platforms with features you might not need.

For teams with 3-10 people primarily focused on sales, Pipedrive or Zoho Standard offer the best value. For teams needing marketing integration, HubSpot Starter is hard to beat at $20/month. For high-volume outbound, Close is worth the premium.

Avoid Salesforce unless you have complex enterprise needs, dedicated CRM admin resources, and budget for proper implementation. The Starter Suite looks cheap but you'll outgrow it in months.

For free options specifically, check out our free CRM software roundup. If small business needs are your focus, see CRM for small business for tailored recommendations.

Frequently Asked Questions

How much should I budget for CRM software?

Plan for $20-$50 per user per month for most small-to-midsize businesses. Add 20-30% for add-ons, integrations, and occasional overages. Factor in one-time implementation costs ($0-$5,000 for small businesses, $10,000-$50,000+ for enterprise CRMs).

Can I switch CRMs later if I make the wrong choice?

Yes, but it's painful. Expect 2-4 weeks of disruption, potential data loss (especially conversation history), and team retraining. Choose carefully upfront, but don't let fear of switching trap you with the wrong CRM.

Do I need a CRM if I'm a solopreneur?

Probably not initially. Use Google Sheets or a simple spreadsheet until you have 50+ active contacts. Then start with a free CRM (HubSpot or Zoho) to build the habit before paying for features.

What's the difference between CRM and marketing automation?

CRM tracks relationships and sales activities. Marketing automation handles campaigns, email sequences, and lead nurturing. Many platforms (HubSpot, Zoho) offer both, but pure CRMs (Pipedrive, Close) focus on sales.

Should I buy CRM and project management separately or use an all-in-one?

Depends on your workflow. Agencies and service businesses often benefit from Monday CRM's combined approach. Pure sales teams do better with specialized CRMs (Pipedrive, Close) plus separate project tools if needed.

How long does CRM implementation take?

Simple CRMs (Pipedrive, Monday, Zoho): 1-2 weeks to get running, 4-6 weeks to full team adoption. Enterprise CRMs (Salesforce): 2-6 months for proper implementation. Plan accordingly and don't rush onboarding.

Can I negotiate CRM pricing?

Sometimes. Salesforce and HubSpot occasionally offer discounts (10-30% off) for annual commitments, especially at quarter-end. Smaller vendors (Pipedrive, Close) rarely negotiate but may offer startup discounts. Always ask-worst case, they say no.

Final Recommendations by Business Size

Solo founders (1 user): Start with HubSpot Free or Zoho Free. Upgrade to Pipedrive Lite ($14/month) or Zoho Standard ($14/month) when you hit 50+ contacts.

Small teams (2-10 users): Pipedrive Growth ($39/user), Zoho Standard ($14/user), or Monday CRM Basic ($12/user with 3-seat minimum). HubSpot Starter ($20/user) if you need marketing integration.

Growing businesses (11-50 users): Pipedrive Premium ($49/user), HubSpot Professional ($100/user if you need marketing), or Salesforce Pro Suite ($100/user for complex processes).

Enterprise (50+ users): Salesforce Enterprise ($150/user) or HubSpot Professional/Enterprise. Budget for proper implementation ($25,000+) and dedicated admin resources.

Don't overthink it. Choose one, commit to the trial period, import your real data, and test your actual workflow. The best CRM is the one your team will actually use consistently.