Key takeaways
- Every free CRM limits something, whether users, contacts, pipelines, automation or support. Pick the one whose limit you won't hit in the next six months.
- Free plans change. Several well-known CRMs have tightened or dropped their free tiers recently, so check the current limits on the vendor's pricing page before you import anything.
- Count users first. Most free plans stop at two or three people, which decides more than any feature list.
- Make sure you can export your data in full. A free CRM you can't leave is the most expensive kind.
- Zoho CRM is our top pick for a free CRM because its free edition covers three users with workflow automation and reports, the most room to grow of any hosted free plan we compared.
"Free" is the most searched word next to "CRM", and for good reason. A business with two people and a handful of deals doesn't want another subscription. The good news is that free CRMs are genuinely usable now. The catch is that each one is free in a different way. One limits users, another contacts, another automation, and some are free only if you host them yourself.
The ground has also shifted this year. Several free plans have been tightened, and some long-time favourites have replaced theirs with a trial. With the end of summer here and the busier autumn months ahead, this guide covers what each free plan really includes in late August, so you can pick one you won't outgrow by Christmas.
How we chose
We only included permanently free plans, not trials. Each was judged on:
- Users: how many people can log in without paying.
- Records and pipelines: how many contacts, deals and pipelines you can keep.
- Automation and reporting: whether reminders, workflows and reports are included.
- Upgrade path: what happens to the price when you outgrow the free plan.
- Exit: whether you can export all your data.
What to look for
The limit you will hit first
Every free plan has one constraint that matters more than the rest. Find yours before you import data.
| Free plan | Users | Main limit | Good for |
|---|---|---|---|
| Zoho CRM | Up to 3 | Advanced features and many integrations are paid | Small teams who want automation |
| HubSpot | Up to 2 | Branding, record and feature caps | One or two people doing sales and marketing |
| Attio | Up to 3 | Caps on reports, emails and custom objects | Startups with a flexible process |
| Bitrix24 | Small teams | 5 GB storage; telephony and apps are paid | A free all-in-one workspace |
| Capsule | Up to 2 | 250 contacts, 1 pipeline | Freelancers and solo businesses |
| Twenty (self-hosted) | No plan limit | You run the server | Teams with technical skills |
Limits are from each vendor's pricing page in August 2026 and change often.
Automation, even a little
The point of a CRM is that it reminds you. Follow-up reminders and simple rules ("create a task when a deal moves to Proposal") are worth more than any dashboard. Check they are in the free plan, not just the trial.
Integrations you need on day one
Email and calendar sync matter most. Then forms, chat and the tools you already use. Many free plans restrict integrations, so test the ones you depend on before committing. If leads arrive through website chat, our guide on connecting live chat to your CRM shows what to sync.
A clean way out
Run a full export on day one: contacts, deals, notes and activities. If you can't get your data out easily, the CRM isn't really free.
The best free CRMs
We compared the permanently free plans (not trials) on how many users and records they allow, how much automation and reporting is included, how hard the upgrade is, and how easily you can leave.
Zoho CRM's forever-free edition covers up to three users with leads, contacts, deals, workflow automation, follow-up reminders, standard reports and mobile apps. That is more automation than most free plans offer. The interface takes some learning, and the paid editions are where integrations and advanced features live.
Why we like it
- Free for up to three users
- Workflow automation and reports included
- Clear upgrade path on low per-user pricing
Watch out for
- Steeper learning curve than HubSpot or Capsule
- Many integrations and advanced features need a paid edition
HubSpot's free CRM covers two users with contacts, deals, email tracking, a meetings link, live chat and basic email marketing, all with HubSpot branding. It is the friendliest free CRM to start with. Newer free accounts have tighter caps on records and features than older guides describe, so check the current limits.
Why we like it
- Very easy to start with
- Marketing, chat and meetings tools on the same record
- Smooth upgrade path
Watch out for
- Free for two users only
- Paid tiers get expensive quickly once you need automation
Attio's free plan covers up to three seats with a generous record allowance and a limited number of reports and outbound emails. Its flexible data model suits startups whose sales process doesn't look like a classic pipeline.
Why we like it
- Free for up to three seats
- Flexible objects and modern interface
- Generous record allowance
Watch out for
- Caps on reports, emails and custom objects on the free plan
- Takes more setup decisions than a fixed pipeline CRM
Bitrix24's free plan combines a basic CRM with tasks, shared calendars, chat and video calls, with no time limit and 5 GB of storage. It suits small teams that want one free workspace for sales and collaboration. Telephony and marketplace apps need a paid plan.
Why we like it
- CRM plus tasks, calendars and chat in one free account
- No time limit on the free plan
Watch out for
- Busy interface with a lot to learn
- CRM depth is basic on the free plan
Capsule's free plan covers two users, 250 contacts and one sales pipeline. It is clean and quick to learn, which makes it a good fit for freelancers and very small service businesses, as long as the contact limit is enough.
Why we like it
- Simple and quick to learn
- Free plan with a sales pipeline
Watch out for
- Only 250 contacts on the free plan
- Few custom fields until you pay
Twenty is open source and free to self-host, with custom objects, workflows and an API, and a managed cloud version on a 30-day trial. There is no free hosted plan, so free means running it yourself.
Why we like it
- No plan limits on users when self-hosted
- You own the data and the infrastructure
Watch out for
- Self-hosting needs technical skills, updates and backups
- No free cloud plan
Which one should you choose?
- Two or three people who want reminders and rules: Zoho CRM.
- One or two people who also send newsletters and run a chat widget: HubSpot.
- A startup with an unusual sales process: Attio.
- A small team that also wants free tasks and chat: Bitrix24.
- A freelancer with a modest contact list: Capsule.
- You have a developer and want full control: Twenty, self-hosted.
What you give up with a free CRM
Free plans leave out roughly the same things, in different combinations:
- Seats: the third or fourth person usually triggers a paid plan.
- Automation: sequences, lead scoring and multi-step workflows are typically paid.
- Reporting: forecasts and custom dashboards are usually locked.
- Support: expect help articles and community forums, not a phone line.
- Branding: free forms, chat widgets and meeting pages often carry the vendor's logo.
None of these matters on day one. Most matter by the time you have a sales hire.
How to set up a free CRM so it lasts
A free CRM is only worth it if the data stays clean enough to move when you upgrade.
- Keep the structure simple. One pipeline, five or six stages, and only the custom fields you actually filter on.
- Use the same fields everywhere. Lead source, owner and next step on every deal, so a future migration maps cleanly.
- Connect email and calendar first. Activity that logs itself is activity that survives a busy month.
- Set one reminder rule. Every deal without a next step gets a task. Most free plans can do this.
- Export monthly. Keep a copy of contacts and deals. It doubles as a backup and a test that you can leave.
When to start paying
Upgrade when one of these is true:
- The team is bigger than the free plan. Shared logins break ownership and history.
- You're working around the limits. If someone spends an hour a week on a workaround, the paid plan is cheaper.
- Deals are slipping. If follow-ups are missed because a reminder or workflow isn't available, the free plan is costing you sales.
When you get there, compare paid options in our guide to the best CRM for small businesses.
Frequently asked questions
Is there a completely free CRM?
Yes. Several CRMs have permanently free plans, including Zoho CRM, HubSpot, Attio, Bitrix24 and Capsule, and open-source options such as Twenty can be self-hosted for free. Each free plan limits users, records or features, so check which limit you will hit first.
Which free CRM allows the most users?
Among hosted free plans, Zoho CRM and Attio allow up to three users, while HubSpot and Capsule allow two. Self-hosted open-source CRMs don't limit users through a plan, but you pay for hosting and maintenance.
Does Freshsales still have a free plan?
Not at the time of writing. Freshsales' pricing page lists paid plans and a 21-day trial, with no free tier. Check the current page, as free plans change often.
When should I upgrade from a free CRM?
When you hit the user limit, need automation the free plan doesn't include, or spend time working around the limits. If the workaround costs more hours than the paid plan costs money, upgrade.