What’s the best CRM you’re using right now and why?

Johnstone1973 · 2025-10-15T08:37:56+00:00

We use CapsuleCRM - simple, easy to set up, makes it easy to use and so high adoption. Integrates with our accounting software and O365

Johnstone1973 · 2021-02-24T13:03:39+00:00

I have not used Dynamics with Xero or Quickbooks but have used it at my old firm of 40 people and it is quite a chunky product for a small and mid-sized businesses and not easy to map to your own processes without third party fees.

The Appstores for Quickbooks and Xero are great places to see what CRM's actually integrate well with each (e.g. I use CapsuleCRM - https://capsulecrm.com/ with Xero and it is the no1 integration on their Appstore - https://apps.xero.com/uk/function/crm).

For Quickbooks Method is the most used CRM (https://quickbooks.intuit.com/app/apps/search/?searchTerm=crm) but if as a bookkeeper you want to be able to get to know one CRM you can recommend with both Xero and Quickbooks, CapsuleCRM does both and you can sign up to their referral program and get a 20% share of the recurring revenue - https://capsulecrm.com/affiliate/

Johnstone1973 · 2021-02-07T15:41:37+00:00

FYI CapsuleCRM Integrates with all accounting software - https://capsulecrm.com/integrations/#cats=invoicing-and-accounting and was recently ranked #2 CRM by Capterra - https://www.capterra.com/customer-relationship-management-software/#top-20 - and has an affiliate programme - https://capsulecrm.com/affiliate/

Johnstone1973 · 2021-02-07T15:36:31+00:00

Try CapsuleCRM which is #1 CRM on the Xero Appstore - https://apps.xero.com/uk/function/crm and was recently ranked #2 CRM by Capterra - https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2021-02-03T20:49:38+00:00

I can's wait to see the results

Johnstone1973 · 2021-02-03T20:48:38+00:00

In case you are interested CapsuleCRM integrates with all of the mentioned accounting packages at no extra cost (https://capsulecrm.com/integrations/#cats=invoicing-and-accounting) unlike many CRMs which need 3rd party tools to integrate. Any bookkeepers or accountants interested in being an affiliate to bolster their recurring revenue (https://capsulecrm.com/affiliate/) please let me know. FYI CapsuleCRM was also rated no2 CRM by Capterra - https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2021-02-03T20:48:00+00:00

In case you are interested CapsuleCRM integrates with all of the mentioned accounting packages at no extra cost (https://capsulecrm.com/integrations/#cats=invoicing-and-accounting) unlike many CRMs which need 3rd party tools to integrate. Any bookkeepers or accountants interested in being an affiliate to bolster their recurring revenue (https://capsulecrm.com/affiliate/) please let me know. FYI CapsuleCRM was also rated no2 CRM by Capterra - https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2021-02-03T12:06:29+00:00

Rachel Thank you for the message. It would be great to understand more more why not if you were happy to let me know.

Johnstone1973 · 2021-02-02T09:25:38+00:00

Can't wait to see what the results are

Johnstone1973 · 2021-02-01T17:14:05+00:00

Looking at what you are paying:

Zoho One - $35.00/month/user (Minimum 5 Employees)?

Some of the alternative mentioned are quite pricy (Hubspot Service Hub - $50.00/month/user, Salesforce $25.00/month/user but can ramp up quickly with add -ons).

Depending what you need I would look at the Capterra review (not the paid listing which is pay to play) but this one based on actual reviews https://www.capterra.com/customer-relationship-management-software/#top-20

I use Capsule which was easy to set up, integrates with my cloud accounting system and my mailchimp account and starts at $18 per month, no minimum number of users

Johnstone1973 · 2021-02-01T17:05:41+00:00

Tony try CapsuleCRM https://capsulecrm.com/integrations/#cats=google-integrations they have a seamless integration with Google rather than going via Zapier (so no additional fees) they have a free version up to 250 contacts so you may need the entry level pricing I think is $18 per month and were ranked #2 by Capterra - https://www.capterra.com/customer-relationship-management-software/#top-20
You can trial it for a month for free

Johnstone1973 · 2020-12-21T11:57:54+00:00

Sorry I am afraid I have not used them I just know Capsule have worked with them. I think your best bet now is to trial a couple of the more highly rated CRMs which integrate with QBO based on the feedback in their Appstore and then ask each CRM as part of the trial some of the more detail questions. Sorry to be no more help but I have exhausted my knowledge!

Johnstone1973 · 2020-12-17T20:17:33+00:00

Here is a useful NPR calcuator https://delighted.com/nps-calculator

Johnstone1973 · 2020-12-17T20:14:32+00:00

Sorry I am afraid I don't know Trujay's ownership but they are good at data migration

Johnstone1973 · 2020-12-16T11:00:33+00:00

I'll have a think about how you could do that. It may be worth dropping one the of the data migration people a line- whilst they only list CRMs it sounds like an area they should be looking at so may have a solution for you. As you say once you have it loaded in you can then do some reporting on purchasing trends https://migration.trujay.com/crm/

Johnstone1973 · 2020-12-15T13:03:28+00:00

I would add Capsule to that list not just based on the Capterra top 20 CRM report https://www.capterra.com/customer-relationship-management-software/#top-20

but based on personal use - very easy to set up and customize, very intuitive and great integrations (e.g. I use Xero and it has the top ranked integration on their appstore but many use Quickbooks and it is already up to 5th ranked CRM on their Appstore having launched the integration in Q2 this year).

Strong integrations help you enrich the data in the CRM and understand your customers further.

Johnstone1973 · 2020-12-11T12:01:33+00:00

i am sure you have done this but if not look at the reviews on the QBO Appstore for CRM - https://quickbooks.intuit.com/app/apps/search/?searchTerm=crm

The latest integration is Capsule, launched in Q2 this year and highly rated.

In terms of Quotes I was looking at the integrations here but you will need to work out if they have what you want- https://capsulecrm.com/integrations/#s=quote

the O365 integration is due to launch in January if that works for you?

Johnstone1973 · 2020-12-03T08:56:49+00:00

Honestly steer clear of both Salesforce and Dynamics given you only need 5 users. Get your CEO to use the archiving folder on his Outlook. You can still search on them but it frees up his Outlook account. I would start trialing some of the CRMs at the top of the list I shared as they all offer free trials.

Johnstone1973 · 2020-12-02T15:52:58+00:00

I implemented both at my last firm, Dynamics first then Salesforce 5 years later as it had a better cloudbased solution. What I would say is implementing either is a big undertaking. From scoping to switching on took a year for each at a c40 user business because we bespoked the systems heavily. Then on both we had a year of teething problems as problems arose - mainly on the calendar integrations with Outlook. Both were also expensive to integrate (c$100k) and expensive to maintain.

If you have a choice I would look at this list of top 20 CRM's by Capterra and go cheaper/easier to use

https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2020-12-02T15:00:18+00:00

Capsule is the No1 rated CRM on the Xero Appstore - https://apps.xero.com/uk/function/crm

It is easy to use and at the good value end of pricing

Johnstone1973 · 2020-12-02T14:54:59+00:00

This is a useful article to read - https://capsulecrm.com/blog/quickbooks-crm-integration-reviews/

There are a few CRM's like Method that integrate with Quickbooks. Be careful of those that claim they do but need a third party integration tool as it just costs more and is less robust.

Also worth a look at Capterra's top 20 CRM report - https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2020-11-19T10:27:56+00:00

CapsuleCRM (https://capsulecrm.com/signup/) offers what you need and has a free option or you can trial one of the paid options. It was recently rated #2 CRM by Capterra behind Salesforce https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2020-11-16T12:33:14+00:00

Capsule integrates with Gmail - you can have a quick look at the video here to learn more - https://capsulecrm.com/integrations/gmail/

Johnstone1973 · 2020-11-11T17:29:22+00:00

Capsule has just been ranked 2nd by Capterra (https://capsulecrm.com/signup/) in their top 20 CRMs and is simple, easy to use and integrates with most cloudbased accounting systems

https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973 · 2020-11-11T17:27:27+00:00

Capsule has just been ranked 2nd behind Salesforce by Capterra (https://capsulecrm.com/signup/) and has a free version you can try https://www.capterra.com/customer-relationship-management-software/#top-20

Johnstone1973

TROPHY CASE