The Best Free CRM Software in 2023 | Expert Market

The limitations of free CRM software

Free CRM is all well and good, but it does come with some frustrating restrictions. Free CRM is basically like the meat and potatoes of the business software menu – it’ll satiate your basic hunger pang, but it’s not exactly going to set your tastebuds alight… and it’ll always leave you wanting more.

But what can you expect? Suppliers provide free CRM plans as a way to get you using – and reliant upon – their services. Their true motivation is to get you upgrading to a paid package. So, while free software is handy, it’ll never provide you with the core features you’ll need to grow your business.

Let’s take a look at what you’ll be settling for with a free CRM.

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Lack of scalability

One of the major selling points of paid CRM software is that it’s scalable, designed to grow alongside your business. CRM systems are typically priced per user, per month – so you’ll only pay access for team members who’ll actually be using the software.

Free CRM systems typically impose strict limits on the maximum number of users you’re allowed – it’s usually around two or three. This, of course, is fine if you’re a sole trader, or have just branched out into business.

But as you add more and more fresh-faced new staff to your books, you’ll need to make sure your CRM solution is scaling with your team’s ambitions.

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Fewer features

Features. The good news is that most CRM systems come packed full of them – and they’ll make your life a whole lot easier. The bad news, though, is that free plans will seriously limit the amount of features you’ll actually get to use. 

Free CRM system suppliers are notorious for stripping back most of the functionality that makes the software so great. Automation, analytics, and email template builders are all examples of important features that you won’t get unless you open your wallet.

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Fewer email sends

CRM systems don’t just store your client and contact data – they allow you to utilise it through targeted email marketing, too. CRM systems let you create engaging emails, and send them in bulk to your customer database. It’s a quick, direct approach that simplifies how you manage your client communications.

The catch? Well, free CRM systems limit the number of emails you can send per day. Some don’t let you send any! 

Again, this shouldn’t be an issue if you’re a small operation with a more modest client base. But as your business grows, your contact list will, too – and you’ll need to be prepared to adapt your approach to CRM accordingly.

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Limited contacts and storage

Speaking of growing your contact list, what happens when your CRM runs out of room for them? With free CRM, this is a real possibility, with some plans capping contact limits at as few as 150 contacts.

And, by restricting the total amount of data you can store in your CRM system, free plans also limit the amount of deal, lead, and opportunity information you can store – not great for growing businesses!

Upgrading to a paid plan not only lets you store more contacts – it adds storage for lead and deal info too, plus more room for inspiring email templates and designs.