Insightly CRM Review: Pricing, Features, and the Deal-to-Project Hand-Off

Insightly Review: Our Take

Insightly is a solid, conventional CRM with one feature most rivals at this price do not have: native project management that picks up where the sale ends. Mark an opportunity won, convert it, and a project appears with the contacts, organisation, notes and files already linked. Delivery teams then work through tasks and milestones in the same database the sales team uses. For agencies, consultancies, installers and other services firms, that removes a hand-off that usually happens over email or in a second app.

The cost is in the tiers. Plus at $29 a seat has no workflow automation, no lead routing and no AI Copilot, so most growing teams will need Professional at $49. As a pure sales tool, Insightly is competent rather than exceptional next to Pipedrive or HubSpot, and there is no free plan. Marketing automation, a help desk and the AppConnect integration platform are separate products with their own bills.

What Is Insightly?

Insightly is a cloud CRM for small and mid-sized businesses. The CRM itself covers leads, contacts, organisations, opportunities, projects, tasks, email and reporting. It runs in the browser and on iOS and Android apps, which add business card scanning and voice notes.

Insightly sells four products that share one data platform:

• CRM: per user, $29 to $99 a month. The subject of this review.
• Marketing: per account, from $99 a month, with email automation, prospect scoring and A/B testing.
• Service: per user, $29 to $99 a month, a help desk with tickets, SLAs and customer portals.
• AppConnect: per account, from $249 a month plus a required $3,000 setup, a low-code integration platform.

An All-in-One bundle of these starts at $349 a month. Most small teams only need the CRM; the other products matter if you want marketing or support on the same record.

Who Insightly Is a Good Fit for

A Good Fit If...

• Run an agency, consultancy, installer or other services firm where a won deal becomes delivery work
• Want the delivery team to see every email, note and file from the sale without re-entering anything
• Work in Google Workspace or Microsoft 365 and want calendar and contact sync
• Can budget for Professional ($49) to get automation, lead routing and AI Copilot
• Want record limits that scale to 500,000 and custom fields that scale to 200

Consider Another Option If...

• Want a free plan to start at zero cost (see HubSpot or Zoho CRM)
• Run a pure sales team and want the simplest, fastest pipeline (see Pipedrive)
• Want boards that run both projects and sales in a very visual way (see monday CRM)
• Need marketing email in the same tool without buying a second product

Pricing and Plans: Plus vs Professional vs Enterprise

Insightly CRM is priced per user per month and billed annually. The pricing page does not publish monthly billing. Every plan has a 14-day free trial with no credit card. Prices below are USD list prices from insightly.com, checked in November 2026.

Records per import: 25,000 on Plus, 50,000 on Professional and Enterprise. Guided onboarding and Premier Support are sold separately; Insightly does not publish their prices.

What a Real Bill Looks Like

• 5-person agency on Plus: 5 × $29 = $145 a month, or $1,740 a year. Projects and reports, but no automation or lead routing.
• 5-person agency on Professional: 5 × $49 = $245 a month, or $2,940 a year. Adds workflow automation, routing and AI Copilot.
• 15-person firm on Professional: 15 × $49 = $735 a month, or $8,820 a year.
• 15-person firm on Enterprise: 15 × $99 = $1,485 a month, or $17,820 a year, for sandboxes, quotes and audit logs.

Here is how those seat counts compare with other CRMs on annual billing, using each vendor's mid tier.

Insightly is not the cheapest seat. You pay roughly double Pipedrive Growth or Zoho Professional for a team of the same size. What you get for the difference is Insightly's built-in project layer. If you would otherwise buy a separate project tool for the delivery team, the gap narrows quickly.

Which Tier Should You Actually Buy?

Plus works for a small team that mainly wants projects and reporting and is happy to assign leads and chase follow-ups by hand. Professional is the tier most growing teams should budget for, because automation, lead routing and AI Copilot all start there. Enterprise is for firms that need formal quotes from products and price books, a sandbox to test changes, or audit logs for compliance.

How the Deal-to-Project Hand-Off Works

This is the feature that justifies Insightly, so here is the flow step by step, based on Insightly's documentation.

1. Work the opportunity. The deal moves through your sales pipeline in a Kanban or list view, with emails synced from Gmail or Outlook and tasks attached.
2. Mark it won. Set the opportunity's state to won when the client signs.
3. Convert to a project. Convert the won opportunity and Insightly creates a project linked to it, preserving the record data so the contacts, organisation and history stay attached.
4. Apply a template. Templated sets of tasks and events are applied to the project, so every new job starts with the same kickoff, milestones and due dates.
5. Hand it to delivery. Tasks are assigned to the people doing the work, who may never have touched the sale. They open the project and see the full history.
6. Report on both halves. Because projects and opportunities share one database, one dashboard can show deals won this quarter next to projects in progress.

Compare that with a typical setup: a salesperson closes a deal in the CRM, then emails a summary to a project manager, who creates the job in a separate tool. Context gets lost and someone types the client details twice. Insightly removes that step.

Key Features and How They Work

Leads, Contacts and Opportunities

Leads are captured through web-to-lead forms, tracked and qualified, then converted to contacts, organisations and opportunities. Opportunities run through customizable sales processes, so different lines of business can have different pipelines. Relationship links connect contacts to organisations and to each other. It is complete for most small and mid-sized sales teams, but less polished than Pipedrive's pipeline.

Email

Bidirectional email sync keeps your inbox and Insightly in step. You can send templated, tracked emails to targeted lists and schedule sends. Mass email limits are 2,500 a day on Plus, rising to 10,000 on Enterprise.

Project Management

Projects are a native object on every plan. They carry tasks, events, milestones and files, and templated task sets can be applied in one step. It is not a full project suite with resource planning or time billing, but it covers the hand-off and tracking most services teams need.

Reporting and Dashboards

Dashboards offer more than 40 chart types with drag-and-drop layouts. Reports can be scheduled and emailed automatically, and alerts can notify people when key data changes. Reporting covers sales and projects together.

Workflow Automation and Lead Routing

From Professional, workflow automation updates records, creates tasks and sends emails on triggers, and lead assignment rules route new leads to the right person. On Plus you do this by hand, which is the main reason growing teams move up.

AI Copilot and CRM MCP

AI Copilot summarises records, drafts email replies and automates routine work. It is not on Plus; Professional includes 75 queries and Enterprise 100. Insightly also lists a CRM MCP connection that lets AI assistants such as Claude and ChatGPT query your CRM data.

Customization and Security

The full plan comparison lists custom objects, custom apps, calculated fields, validation rules, field-level permissions, SAML and SCIM single sign-on, and AWS Lambda functions for custom code. Sandboxes and audit logging are Enterprise features. Several of the others also sit on the upper tiers, so confirm the tier before you plan around one.

Mobile Apps

The iOS and Android apps sync in real time and add business card scanning, contact and calendar sync with your phone, and voice notes. They are good for updates after a meeting.

Ease of Use and Setup

Insightly scores 3.9 here. The interface is conventional, so anyone who has used a pipeline CRM will find leads, contacts and opportunities quickly. The learning curve is in the project side: building good task templates and agreeing when a deal converts takes a few days of setup. Imports are generous at 25,000 to 50,000 records per batch. Teams that want hands-on help can buy guided onboarding, which is priced separately.

Integrations and API

Native integrations cover Google Workspace and Microsoft 365 for calendar and contacts, plus PandaDoc for documents, QuickBooks and Xero for finance, and Dropbox, OneDrive, Google Drive and Box for file links. A REST API and webhooks handle custom work. AppConnect, Insightly's low-code integration platform, is a separate purchase from $249 a month with a $3,000 technical setup. The catalog is smaller than HubSpot's or Salesforce's, so check your must-have apps during the trial.

Support and Customer Service

Every Insightly user can reach support by phone or email, and the help center has video tutorials, an onboarding checklist and a CRM setup guide. Guided onboarding and Premier Support and Success are paid extras with unpublished prices. That puts Insightly at 3.8: reachable support on every plan, but the hands-on help costs more.

Who Should Skip Insightly

Insightly is a good product for the wrong buyer in four common cases. Skip it if any of these describes you:

• You only sell. If a won deal ends with an invoice and nothing to deliver, you are paying for a project layer you will not use. Pipedrive Growth at $24 or Zoho CRM Professional at $23 cost about half as much per seat.
• You need to start free. There is no free plan. HubSpot is free for two users and Zoho CRM is free for three.
• You want automation on a tight budget. Workflows and lead routing start at $49 a seat. A five-person team pays $245 a month before it automates anything.
• Marketing is half your job. Email automation is a separate Insightly product from $99 a month per account. HubSpot puts marketing and sales on one record from the start.

If none of those apply and your team hands work from sales to delivery every week, Insightly belongs on your shortlist.

Pros and Cons

How Insightly Compares with Other Options

Insightly vs HubSpot depends on marketing. HubSpot Professional costs $90 a seat plus a $1,500 onboarding fee, but puts marketing, sales and service on one record. Insightly Professional is $49 a seat with projects included, and you add Marketing only if you need it. A services firm that markets lightly will usually spend less with Insightly.

Insightly vs monday CRM is the closest match for services teams. monday CRM handles delivery with boards and templates you set up yourself and is cheaper per seat, while Insightly ships a dedicated project object with one-step conversion from a won deal. Insightly is more structured; monday is more visual. For the full field, see our best CRM software ranking, where Insightly is ranked for CRM plus project management, and our best CRM for small business guide.

Frequently Asked Questions

Our Final Take

Insightly earns its 3.9 for one specific buyer: a business where the sale and the delivery are two halves of one job. Its opportunity-to-project conversion keeps context intact at the hand-off, and Professional at $49 adds the automation and routing a growing team needs. It asks more than a pure sales tool, with no free plan, AI on paid tiers only, and extra products for marketing and support. Price the tier and products you will actually use, then run the 14-day trial on a real deal and project.