Insightly CRM Review 2026: Features, Pricing & Comparisons

Insightly CRM occupies a distinctive position in the CRM market by combining robust sales pipeline management with native project management capabilities. Unlike pure-play CRMs that require third-party integrations for project tracking, Insightly delivers an integrated experience that appeals to service-based businesses, agencies, and companies that manage client projects alongside sales activities.

Our Rating: 4.1/5

Insightly excels at relationship-to-revenue workflows where sales opportunities naturally transition into project delivery. However, it falls short for teams requiring advanced marketing automation or those prioritizing simplicity over feature depth.

Quick Summary – Insightly CRM Review

Who Insightly CRM Is Best For

Ideal Users:

• Service-based businesses managing client projects (agencies, consultancies, professional services)
• SMBs with 5-100 employees needing combined CRM and project management
• Teams requiring custom pipeline stages and relationship-centric selling
• Organizations transitioning from spreadsheets seeking affordable sophistication
• Real estate professionals managing transactions and client relationships

Not Ideal For:

• Enterprise teams requiring advanced marketing automation (consider HubSpot or Marketo)
• Teams prioritizing mobile-first workflows (mobile app has limitations)
• Organizations needing extensive third-party marketplace apps
• Startups requiring free plans with unlimited users (HubSpot CRM offers better free tier)
• Teams requiring advanced AI-powered insights and predictive analytics

• Best CRM for Small Business 2026: Top Picks by Use Case + Honest Trade-offs
• Best CRM for Sales Teams 2026: Top Picks for Closing More Deals
• Best CRM Software Review 2026: (Expert Picks + Comparison)

Insightly CRM Key Features

Sales Pipeline Management

What It Is: Visual pipeline management allowing unlimited custom pipelines with drag-and-drop stage progression. Each pipeline supports unique stages, probability percentages, and automated actions.

How It Works:

• Create multiple pipelines for different sales processes (new business, renewals, upsells)
• Configure stage-specific fields that appear/disappear based on opportunity progression
• Set probability percentages per stage for accurate forecasting
• Automate tasks, emails, and notifications when opportunities move between stages

Why It Matters: Most SMBs run multiple sales processes simultaneously. A consulting firm might have separate pipelines for retainer clients, project-based work, and product sales—each requiring different qualification criteria and stages.

Real Example: A digital marketing agency uses three pipelines:

• New Client Pipeline: 6 stages from initial contact to signed retainer
• Upsell Pipeline: 4 stages for existing clients considering additional services
• Partnership Pipeline: 5 stages for referral partner relationships

Contact & Company Records

What It Is: Unified database storing contacts, organizations, and the relationships between them. The relationship mapping feature visualizes connections between stakeholders.

How It Works:

• Link multiple contacts to single organizations with role definitions
• Track contact-to-contact relationships (reports to, influences, partners with)
• Assign tags for segmentation (decision maker, influencer, budget holder)
• Custom fields support industry-specific data (property details for real estate, policy numbers for insurance)

Why It Matters: Complex B2B sales involve multiple stakeholders. Understanding organizational hierarchies and relationship dynamics improves deal strategy and communication personalization.

Real Example: Selling to a hospital system requires tracking the CFO (budget authority), IT Director (technical evaluator), and Department Heads (end users). Insightly’s relationship map shows these connections, enabling targeted outreach.

Lead Scoring & Routing

What It Is: Automated lead qualification system assigning numerical scores based on demographic data and behavioral signals, with rule-based assignment to sales reps.

How It Works:

• Configure scoring rules (+10 for VP title, +5 for email open, -5 for unsubscribe)
• Set thresholds triggering automatic actions (score >50 = hot lead notification)
• Create assignment rules based on territory, product interest, or company size
• Integration with web forms captures lead source and campaign data

Why It Matters: Lead scoring prioritizes sales effort toward high-intent prospects, improving conversion rates and reducing wasted outreach on unqualified leads.

Real Example: A SaaS company scores leads based on:

• Company size (51-200 employees = +15 points)
• Free trial signup (+20 points)
• Pricing page visit (+10 points)
• Decision maker title (+15 points) Leads exceeding 50 points receive immediate sales rep notification and same-day outreach.

Limitation: Lead scoring requires Professional plan ($99/user/month) or higher—not available on Plus plan.

Workflow Automation

What It Is: Rule-based automation engine executing actions when specified triggers occur. Actions include task creation, email sending, field updates, and record assignments.

How It Works:

• Define trigger events (opportunity created, stage changed, custom field updated)
• Set conditions narrowing when workflows execute (only for deals >$10K)
• Configure sequential or parallel actions
• Use email templates with merge fields for personalized automation

Why It Matters: Automation eliminates manual data entry, ensures consistent follow-up, and scales processes without adding headcount.

Real Example: When an opportunity moves to “Proposal Sent” stage:

1. Automatically create follow-up task for 3 days later
2. Send internal Slack notification to sales manager
3. Add opportunity to “Pending Proposals” project
4. Update custom “Last Proposal Date” field

Limitation: Advanced workflows (multi-step, conditional branching) require Professional plan or higher.

Project and Task Management

What It Is: Native project management module integrated with CRM data, supporting tasks, milestones, pipeline stages, and resource allocation.

How It Works:

• Convert won opportunities into projects with single click
• Create project templates for repeatable delivery processes
• Assign tasks to team members with due dates and dependencies
• Link projects to organizations and contacts for unified view
• Track project stages mirroring sales pipeline methodology

Why It Matters: Service businesses need visibility from initial sale through project delivery. Separating CRM and project management (using tools like Asana or Monday) creates data silos and requires duplicate data entry.

Real Example: A web design agency converts a signed $25K website redesign opportunity into a project containing:

• Discovery phase tasks (stakeholder interviews, competitive analysis)
• Design phase milestones (wireframes approval, mockup delivery)
• Development tasks with dependencies
• Launch checklist items All team members see client communication history from the original CRM opportunity.

Competitive Advantage: This native integration is Insightly’s strongest differentiator. Competitors require Zapier workflows or manual data transfer between CRM and project tools.

Mobile Capabilities

What It Is: iOS and Android apps providing on-the-go access to contacts, opportunities, tasks, and projects.

How It Works:

• View and edit contact records
• Update opportunity stages
• Log calls, emails, and meetings
• Check-in to meetings for location tracking
• Access files and documents

Why It Matters: Field sales teams and remote workers need mobile access for updating records during client meetings and travel.

Limitation: Users consistently report the mobile app feels outdated compared to HubSpot and Salesforce mobile experiences. Key limitations include:

• Slower load times
• Limited offline functionality
• No mobile workflow creation
• Restricted custom field visibility
• Basic reporting only

Verdict: Adequate for viewing data and quick updates but insufficient for mobile-first teams.

Reporting & Dashboards

What It Is: Prebuilt and custom reporting system with visual dashboards displaying KPIs, pipeline metrics, and activity tracking.

How It Works:

• Access 30+ prebuilt reports (pipeline by stage, win rate analysis, activity leaderboards)
• Create custom reports using drag-and-drop report builder
• Build dashboards combining multiple report widgets
• Schedule automated report delivery via email
• Export data to Excel, CSV, or PDF

Why It Matters: Data-driven decision making requires visibility into sales performance, conversion rates, and team productivity.

Real Example: A sales director creates a dashboard displaying:

• Monthly recurring revenue trends
• Pipeline coverage ratio (3:1 pipeline-to-quota)
• Individual rep activity scores
• Stage conversion rates identifying bottlenecks
• Forecast accuracy comparing projected vs. actual closed revenue

Limitation: Custom dashboards require Professional plan or higher. Plus plan users access prebuilt reports only.

Security & Permissions

What It Is: Role-based access control, field-level security, and compliance certifications protecting sensitive customer data.

How It Works:

• Define user roles with granular permissions (view, edit, delete, admin)
• Set field-level visibility hiding sensitive data (revenue, commission)
• Configure record ownership and sharing rules
• Audit logs track data access and modifications
• Two-factor authentication available

Why It Matters: Organizations handling financial data, healthcare information, or competitive intelligence require strict access controls preventing unauthorized data exposure.

Security Certifications:

• SOC 2 Type II compliant
• GDPR compliant with data processing agreements
• HIPAA compliance available on Enterprise plans
• ISO 27001 certified

Real Example: A healthcare services company restricts patient information visibility to assigned account managers only, while executives see aggregate reporting without personally identifiable information.

Nimble CRM Review 2026: Features, Pricing, Pros & Cons (Expert Analysis)

Insightly CRM Pricing (2026): Plans, Costs, and Value Breakdown

Insightly CRM uses a per-user, per-month pricing model, billed annually. Pricing is positioned for small to mid-sized teams, with higher tiers focused on automation, AI assistance, and enterprise-grade controls.

All prices below are in USD and billed annually.
Insightly offers a 14-day free trial on all paid plans with no credit card required.

Insightly CRM Pricing Overview

Plus Plan – $29/user/month

Best for small teams that want structure without complexity

The Plus plan is Insightly’s entry-level paid tier and is designed for teams that need core CRM functionality plus basic project management.

Key features include:

• Lead and contact management
• Sales pipeline tracking
• Built-in project management
• Advanced reports
• Pre-built business dashboards

Who this plan works best for

• Small sales teams (2–10 users)
• Service businesses that manage projects after closing deals
• Teams upgrading from spreadsheets or basic CRMs

Limitations to consider

• No workflow automation
• No AI Copilot
• Manual lead assignment only

👉 If your sales process is simple and you don’t need automation yet, Plus offers solid value.

Professional Plan – $49/user/month (Recommended)

Best for scaling teams that want automation and AI support

The Professional plan is where Insightly becomes significantly more powerful. It adds automation and AI Copilot, making it the most popular option for growing businesses.

Everything in Plus, plus:

• Lead assignment and routing
• Workflow automation
• AI Copilot for sales productivity and insights

Why most teams choose Professional

• Reduces manual admin work
• Improves response times with automated lead routing
• Adds AI-driven assistance without enterprise complexity

Ideal for

• SMBs scaling sales operations
• Teams with inbound lead volume
• Sales managers focused on performance tracking

👉 For most businesses evaluating Insightly CRM, this plan offers the best balance of features and cost.

Enterprise Plan – $99/user/month

Best for organizations with advanced security and customization needs

The Enterprise plan is built for companies that require deeper control, auditing, and complex sales operations.

Everything in Professional, plus:

• Sandboxes for testing and deployment
• Products, pricebooks, and quotes
• Comprehensive audit logging

Best suited for

• Larger sales organizations
• Companies with compliance or governance requirements
• Teams running complex pricing and quoting models

Things to evaluate carefully

• Cost scales quickly with large teams
• Advanced features require admin expertise

👉 Enterprise makes sense only if you truly need sandboxing, audit trails, and advanced quoting.

• Close CRM Review 2026: Pricing, Features, Pros & Cons – Is It Worth It?

Insightly CRM Pros & Cons

Every CRM involves trade-offs. Insightly stands out in several areas, but it also has limitations that matter depending on your team size, sales complexity, and tech stack.

✅ Insightly CRM Pros

Strong relationship-based data model

• Insightly excels at linking contacts, organizations, opportunities, and projects.
• This is especially valuable for B2B, services, and long sales cycles where multiple stakeholders are involved.

Built-in project management (rare for a CRM)

• Closed deals can be converted directly into projects with tasks and milestones.
• Reduces handoff issues between sales and delivery teams.
• Fewer external tools needed compared to HubSpot or Pipedrive.

Highly customizable pipelines and fields

• Sales stages, custom objects, and fields can be tailored to match real processes.
• Works well for teams that don’t fit a “one-size-fits-all” sales flow.

Workflow automation at the Professional tier

• Automates lead routing, task creation, and status updates.
• Helps reduce manual admin work once configured correctly.

Solid reporting and dashboards

• Pre-built dashboards give quick visibility into pipeline health and activity.
• Custom reports allow managers to track performance by rep, stage, or timeframe.

Good integration flexibility

• Native integrations plus Zapier, Make, and REST API access.
• Works well within mixed tech stacks (Google Workspace, Microsoft 365, QuickBooks).

❌ Insightly CRM Cons

Learning curve during setup

• Insightly is not “plug-and-play.”
• Initial configuration of pipelines, fields, and automation takes time and planning.

Marketing features are limited natively

• Email campaigns and lead nurturing are basic.
• Most teams rely on third-party marketing tools for serious automation.

Costs increase quickly as teams scale

• Per-user pricing can add up for larger sales teams.
• Advanced features (automation, AI Copilot, audit logs) require higher-tier plans.

Automation is powerful but not intuitive at first

• Workflow logic is flexible but not beginner-friendly.
• Non-technical admins may need training or documentation support.

Not ideal for very small teams or solo founders

• Teams with simple sales processes may find Insightly overkill.
• Lightweight CRMs often deliver faster time-to-value at the low end.

Pros & Cons Summary Table

Read more: Best Social Media CRMs 2026

Insightly Alternatives

Insightly vs. HubSpot CRM

When Insightly Wins: Service-based businesses managing client projects, teams prioritizing CRM-project integration, organizations requiring cost-effective mid-tier solution.

When HubSpot Wins: Inbound marketing focus, startups needing free CRM, teams prioritizing ease of use and modern interface, content marketing organizations.

Insightly vs. Salesforce

When Insightly Wins: SMBs avoiding Salesforce complexity and cost, teams needing faster implementation, service businesses requiring native projects.

When Salesforce Wins: Enterprise organizations, companies requiring extensive customization, teams needing industry-specific solutions (Financial Services Cloud, Healthcare Cloud), organizations prioritizing AI-powered insights.

Insightly vs. Zoho CRM

When Insightly Wins: Teams prioritizing unified CRM-project experience, organizations avoiding ecosystem lock-in, users preferring straightforward project integration.

When Zoho Wins: Budget-conscious teams, organizations already using Zoho ecosystem (Books, Desk, Campaigns), teams requiring multi-channel customer engagement, users prioritizing AI assistance.

Insightly vs. Pipedrive

When Insightly Wins: Service businesses managing projects, teams requiring deeper feature set, organizations needing CRM beyond pure sales focus.

When Pipedrive Wins: Sales teams prioritizing simplicity, organizations focused purely on deal progression, mobile-first field sales teams, users new to CRM software.

Insightly vs. Freshsales (Freshworks CRM)

When Insightly Wins: Service businesses needing project management, teams requiring CRM-project workflow continuity, organizations prioritizing established platform stability.

When Freshsales Wins: Budget-conscious teams, organizations needing built-in calling, teams prioritizing AI-powered insights and lead scoring, users wanting modern interface.

Competitive Positioning Summary

Insightly’s Unique Strengths:

1. Only CRM with native, integrated project management at this price point
2. Strong middle-market positioning between basic and enterprise solutions
3. Relationship-centric data model exceeding competitors in complex B2B scenarios

Insightly’s Competitive Gaps:

1. Mobile experience inferior to HubSpot, Salesforce, Pipedrive
2. Marketing automation requires integrations unlike HubSpot’s native capabilities
3. AI and predictive analytics absent compared to Salesforce Einstein, Zoho Zia, Freshsales Freddy
4. Interface design dated compared to modern competitors

• Copper CRM Review 2026: Pricing, Features, Pros & Cons for Google Workspace Teams

Overall Review: Is Insightly CRM Worth It?

Rating: ⭐ 4.1/5

Insightly CRM is one of the best CRMs for service-based businesses that need visibility from sales through project delivery.
It’s not the simplest CRM, nor the most AI-powered—but for agencies and consultancies, its native project management makes it uniquely valuable.

Frequently Asked Questions

Q1: What makes Insightly different from other CRM platforms?

Insightly’s primary differentiator is native project management integration within the CRM platform. Unlike competitors requiring third-party tools like Asana or Monday.com, Insightly allows teams to convert won sales opportunities directly into managed projects with tasks, milestones, and resource allocation. This unified approach eliminates data silos and duplicate entry for service-based businesses, agencies, and consultancies where sales and delivery workflows must connect seamlessly.

Additionally, Insightly emphasizes relationship mapping, visualizing complex organizational hierarchies and stakeholder connections beyond simple contact management. The platform targets the middle market between basic CRMs (Pipedrive) and enterprise solutions (Salesforce), offering sophisticated customization at accessible price points.

Q2: Is Insightly suitable for small businesses or only enterprises?

Insightly targets small to mid-sized businesses (5-100 employees) most effectively. The Plus plan at $29/user/month provides entry-level affordability for teams of 5-20, while Professional ($99/user/month) and Enterprise ($299/user/month) tiers scale to mid-market organizations.

Very small teams (2-5 people) might find the learning curve steep compared to simpler alternatives like Pipedrive. True enterprises (500+ employees) typically require Salesforce’s advanced customization, AI capabilities, and extensive ecosystem.

Sweet spot: 10-50 employee service businesses, agencies, and B2B companies with moderate complexity sales processes and integrated project delivery needs.

About the Author

Macedona

I’m Macedona, an independent reviewer covering SaaS platforms, CRM systems, and AI tools. My work focuses on hands-on testing, structured feature analysis, pricing evaluation, and real-world business use cases.

All reviews are created using transparent comparison criteria and are updated regularly to reflect changes in features, pricing, and performance.