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Copper CRM vs Insightly vs Capsule CRM: Comparison for Small Businesses, Agencies, Consultants and Professional Services Firms By Email Extractor Published October 10, 2026 6 min read
Copper CRM Insightly Capsule CRM small business CRM professional services
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Aspect
Copper CRM
Insightly
Capsule CRM
Parent company
Copper (independent)
Insightly (independent)
Zestia (independent, UK-based)
Primary strength
Deep Google Workspace integration; relationship-focused CRM
CRM + project management in one platform; relationship linking
Simple, clean interface; contact-focused; affordable
Best for
Google Workspace users; agencies; consultants; relationship businesses
Businesses needing CRM + project delivery; professional services
Small teams wanting a straightforward CRM without complexity
Free tier
No (14-day trial)
Yes (2 users; basic features)
Yes (2 users; 250 contacts)
Feature Comparison
Contact and company management
Feature
Copper CRM
Insightly
Capsule CRM
Contact records
Yes (people and companies)
Yes (contacts and organisations)
Yes (people and organisations)
Contact enrichment
Yes (Google profile data auto-populated)
No (manual entry)
No (manual entry)
Custom fields
Yes (all plans)
Yes (all plans)
Yes (paid plans)
Tags and categories
Yes (tags)
Yes (tags and categories)
Yes (tags)
Relationship linking
Yes (people to companies; related contacts)
Yes (advanced: link contacts, organisations, opportunities, projects)
Yes (people to organisations; connections)
Activity tracking
Yes (emails, calls, notes, tasks)
Yes (emails, calls, notes, tasks, events)
Yes (notes, tasks, activity history)
Contact import
CSV; Google Contacts; automatic from Gmail
CSV; import wizard
CSV; vCard; import wizard
Duplicate detection
Yes (automatic for Google contacts)
Yes (on import)
Yes (on import and manual merge)
Pipeline and opportunity management
Feature
Copper CRM
Insightly
Capsule CRM
Visual pipeline
Yes (drag-and-drop Kanban)
Yes (drag-and-drop Kanban)
Yes (drag-and-drop Kanban)
Multiple pipelines
Yes (on higher plans)
Yes (on higher plans)
Yes (paid plans)
Pipeline customisation
Yes (stages, fields, win probability)
Yes (stages, fields, categories)
Yes (stages, milestones, custom fields)
Deal / opportunity value
Yes (amount, expected close, probability)
Yes (amount, close date, probability, forecast)
Yes (amount, expected close date)
Pipeline reporting
Yes (pipeline value, velocity, conversion)
Yes (pipeline funnel, forecast, activity)
Yes (pipeline dashboard, conversion)
Lead management
Yes (leads separate from contacts; lead scoring on higher plans)
Yes (leads with conversion to contact/opportunity)
No dedicated lead module (use pipeline stages)
Web forms for lead capture
No (integrations: Gravity Forms, Typeform via Zapier)
Yes (built-in web-to-lead forms)
Yes (built-in web forms on paid plans)
Email integration
Feature
Copper CRM
Insightly
Capsule CRM
Gmail / Google Workspace
Yes (deep native integration; sidebar; auto-logging)
Yes (sidebar add-on; email tracking)
Yes (Gmail add-on; email capture)
Outlook / Microsoft 365
Limited (no native sidebar)
Yes (Outlook add-in)
Yes (Outlook add-in)
Email tracking (opens and clicks)
Yes (built-in)
Yes (built-in)
Yes (on paid plans)
Email templates
Yes (personal and shared)
Yes (personal and shared)
Yes (on paid plans)
Bulk email
Yes (limited: templates to contacts)
Yes (limited: mass email on higher plans)
No (use email marketing integration)
Email sequences / drip
No (use integrations)
No (use integrations)
No (use integrations)
Auto-logging emails
Yes (automatic for Google Workspace)
Yes (via BCC or sidebar)
Yes (via dropbox email address or add-on)
Project management
Feature
Copper CRM
Insightly
Capsule CRM
Built-in project management
No (pipeline-based only)
Yes (projects with milestones, tasks, pipelines)
No (task lists only)
Project from won deal
No
Yes (convert won opportunity to project with one click)
No
Project pipelines
No
Yes (visual project pipeline boards)
No
Task management
Yes (tasks linked to contacts, companies, deals)
Yes (tasks with assignments, due dates, milestones)
Yes (tasks with due dates, linked to contacts)
Calendar
Yes (Google Calendar integration)
Yes (built-in calendar + Google/Outlook sync)
Yes (Google Calendar integration)
File storage
Yes (Google Drive integration)
Yes (built-in file storage + cloud storage links)
Yes (file attachments on records)
Automation and workflow
Feature
Copper CRM
Insightly
Capsule CRM
Workflow automation
Yes (on higher plans: trigger-based actions)
Yes (on higher plans: workflow automation)
Yes (on higher plans: workflow automation)
Task automation
Yes (auto-create tasks on stage change)
Yes (auto-assign tasks on events)
Yes (task creation triggers)
Email automation
Limited (trigger emails on pipeline events)
Yes (email templates triggered by events)
Limited
Lead assignment rules
No
Yes (round-robin; rule-based)
No
Zapier integration
Yes (robust)
Yes (robust)
Yes (robust)
API
Yes (REST API)
Yes (REST API)
Yes (REST API)
Reporting and analytics
Feature
Copper CRM
Insightly
Capsule CRM
Pipeline reports
Yes (pipeline value, velocity, stage duration, conversion)
Yes (pipeline funnel, forecast, win/loss)
Yes (pipeline value, conversion, forecast)
Activity reports
Yes (calls, emails, meetings by rep)
Yes (activity timeline, task completion)
Yes (activity summary)
Revenue reports
Yes (revenue by rep, source, time period)
Yes (revenue forecast, actual vs. target)
Yes (sales report, won/lost)
Custom reports
Yes (on higher plans)
Yes (on higher plans; report builder)
Limited (fixed reports with filters)
Dashboards
Yes (customisable dashboards)
Yes (customisable dashboards; Insightly Analytics add-on)
Yes (sales dashboard)
Goal tracking
Yes (on higher plans)
Yes (targets and quotas)
No
Pricing Comparison
Tier
Copper CRM
Insightly
Capsule CRM
Free
No free tier (14-day trial)
Free (2 users; 2,500 records)
Free (2 users; 250 contacts)
Starter / basic
$29/user/month (Basic: 2,500 contacts)
$29/user/month (Plus: 100K records)
$21/user/month (Starter: 30K contacts)
Professional
$69/user/month (Professional: 15K contacts)
$49/user/month (Professional: 250K records)
$38/user/month (Growth: 60K contacts)
Business
$134/user/month (Business: unlimited contacts)
$99/user/month (Enterprise: unlimited records)
$60/user/month (Advanced: 120K contacts)
Enterprise
Custom
Custom
$75/user/month (Ultimate: 240K contacts)
Use Case Recommendations
If you need...
Best choice
Why
Best Google Workspace CRM
Copper CRM
Deepest Gmail/Google integration; auto-populates contacts from Google; lives inside Gmail sidebar
CRM + project management
Insightly
Only option with built-in project management; convert deals to projects; project pipelines
Simplest CRM for a small team
Capsule CRM
Cleanest interface; fastest setup; most intuitive for non-technical users
Free CRM to start with
Insightly or Capsule
Both offer free tiers; Insightly gives more records (2,500 vs. 250)
Best Outlook / Microsoft integration
Insightly
Best Outlook add-in among the three
Agency or consultancy
Copper CRM or Insightly
Copper for relationship-centric agencies on Google; Insightly for project delivery firms
Lead capture from website
Insightly
Built-in web-to-lead forms on all plans
Pipeline reporting and forecasting
Copper CRM or Insightly
Both offer strong pipeline analytics; Insightly adds project delivery metrics
Contact record limit concern
Capsule CRM
Clear, generous contact limits by tier; no hidden per-record charges
International / UK-based team
Capsule CRM
UK-based company; GDPR-focused; sterling pricing available
Managing Email Lists from CRMs
All three CRMs store contact email addresses and allow CSV export. When consolidating contact data from CRM exports (Copper, Insightly, Capsule -- CSV), email marketing platform exports (CSV), accounting software (QuickBooks, Xero -- CSV), project management tools (CSV), website contact forms, event registration data, proposal and contract management systems and referral partner lists, upload the files to Email Extractor to extract and deduplicate email addresses across all sources. Small business contacts interact through CRM, email marketing, invoicing, proposals, events and referrals, and the same client who is in the CRM, receives marketing emails, has invoices in accounting software, signed a proposal and was referred by a partner appears in five different systems, so deduplication ensures each contact receives one consistent set of communications.
