Looking for the best free CRM software for small business with sales tracking? You’re not alone. Thousands of entrepreneurs need powerful, no-cost tools to manage leads, close deals, and grow revenue—without breaking the bank. Here’s your ultimate guide to the top CRM platforms that deliver real results.
Why the Best Free CRM Software for Small Business with Sales Tracking Matters
For small businesses, every dollar counts. Investing in expensive software isn’t always feasible, especially in the early stages. That’s where free CRM tools come in—offering essential features like contact management, deal tracking, and pipeline visibility at zero cost. The right CRM can transform how you manage customer relationships and boost sales efficiency.
What Is a CRM and Why Do You Need One?
CRM stands for Customer Relationship Management. It’s a system that helps businesses manage all their interactions with current and potential customers. A CRM collects customer data—from first contact to final sale—and organizes it in one place, making it easier to nurture leads, track sales progress, and improve customer service.
- Centralizes customer information (emails, calls, notes)
- Tracks sales pipelines and deal stages
- Automates follow-ups and reminders
- Improves team collaboration and accountability
“A CRM isn’t just a tool—it’s a strategy. It turns random interactions into structured relationships.” — Sales Expert, HubSpot
Key Features to Look for in the Best Free CRM Software for Small Business with Sales Tracking
Not all free CRMs are created equal. To get the most value, focus on platforms that offer core sales tracking capabilities. These include:
- Sales Pipeline Management: Visual representation of where each deal stands (e.g., lead, qualified, proposal sent, closed).
- Deal Tracking: Ability to log deal value, expected close date, and probability of closing.
- Contact & Company Management: Store and organize customer details, communication history, and notes.
- Task & Activity Reminders: Schedule follow-ups, calls, and emails to stay on top of your leads.
- Mobile Access: Manage your CRM on the go via smartphone or tablet.
- Integration with Email & Calendar: Sync Gmail, Outlook, or Google Calendar to automate logging.
These features ensure you don’t miss opportunities and can forecast revenue more accurately. The best free CRM software for small business with sales tracking will include most, if not all, of these capabilities.
Top 7 Best Free CRM Software for Small Business with Sales Tracking
After extensive research, testing, and user feedback analysis, we’ve compiled a list of the 7 most powerful free CRM platforms that offer robust sales tracking features. Each tool is designed to help small businesses scale without spending a dime on software.
1. HubSpot CRM
HubSpot CRM is widely regarded as the gold standard among free CRM platforms. It’s intuitive, feature-rich, and integrates seamlessly with other tools like Gmail, Outlook, and Slack. What makes it stand out is its clean interface and powerful automation capabilities—even in the free version.
- Unlimited contacts and deals
- Visual sales pipeline with drag-and-drop functionality
- Email tracking and scheduling
- Meeting scheduling via HubSpot Meetings
- Integration with over 500 apps via HubSpot Marketplace
One of the biggest advantages of HubSpot CRM is its scalability. As your business grows, you can upgrade to paid tiers without losing data or changing platforms. Plus, it offers excellent educational resources through HubSpot Academy.
Learn more: HubSpot CRM Official Site
2. Zoho CRM (Free Edition)
Zoho CRM offers a generous free plan for up to three users. It’s packed with features that go beyond basic contact management, including workflow automation, lead scoring, and social media integration. The free version is ideal for small teams that need more than just a digital Rolodex.
- Up to 10,000 records (contacts, accounts, leads)
- Customizable sales pipeline
- Automated task assignment and follow-ups
- Real-time sales signals (e.g., website visits, email opens)
- Mobile app for iOS and Android
Zoho CRM also uses AI-powered insights through Zia, its virtual assistant, which can predict deal closures and suggest next steps. While some advanced AI features are locked behind paid plans, the free version still delivers impressive intelligence.
Explore Zoho CRM: Zoho CRM Free Plan
3. Bitrix24 (Free Plan)
Bitrix24 is more than just a CRM—it’s an all-in-one workspace that includes project management, communication tools, and document sharing. Its free plan supports up to 12 users and offers unlimited contacts and deals, making it perfect for growing small businesses.
- Visual sales funnel with pipeline stages
- Call tracking and recording (on desktop app)
- Task automation and workflow rules
- Live chat and customer support tools
- Time tracking and reporting
One unique feature of Bitrix24 is its built-in telephony system. You can make and receive calls directly from the CRM, and it automatically logs call history. This level of integration is rare in free CRM software.
Visit Bitrix24: Bitrix24 Free CRM
4. Freshsales (by Freshworks) – Free Forever Plan
Freshsales offers a true “forever free” plan for up to 10 users. It’s designed with sales teams in mind, featuring AI-driven insights, phone and email integration, and a smart contact timeline that automatically logs interactions.
- Unlimited contacts, accounts, and leads
- Visual deal pipeline with drag-and-drop controls
- AI-based lead scoring to prioritize hot prospects
- VoIP calling and click-to-call functionality
- Email tracking and templates
Freshsales also includes a built-in phone system with local and toll-free numbers in select countries. This means you can call leads directly from the CRM, and all conversations are recorded and linked to the contact profile.
Check out Freshsales: Freshsales Free Plan
5. Agile CRM
Agile CRM combines CRM, marketing automation, and helpdesk features in one platform. Its free plan supports up to 10 users and includes a robust set of tools for small businesses that want to do more with less.
- Up to 1,000 contacts
- Full sales pipeline and deal management
- Email campaigns and web tracking
- Appointment scheduling and task automation
- Mobile app with offline access
One standout feature is its website visitor tracking, which shows you which companies are visiting your site—even if they don’t fill out a form. This can be a game-changer for B2B businesses trying to identify warm leads.
Agile CRM also offers a Chrome extension that lets you add contacts directly from LinkedIn, saving hours of manual data entry.
Learn more: Agile CRM Free Version
6. Capsule CRM
Capsule CRM is a simple yet powerful CRM designed for small businesses that value ease of use. Its free plan supports up to two users and offers core CRM features without overwhelming complexity.
- Unlimited contacts and organizations
- Simple sales pipeline with customizable stages
- Task and calendar integration with Google and Outlook
- Email integration to log conversations
- Basic reporting and insights
What sets Capsule apart is its clean design and focus on usability. It integrates seamlessly with popular tools like Mailchimp, Xero, and Slack. While it lacks some advanced automation features, it’s perfect for solopreneurs or small teams who want a no-fuss CRM.
Visit Capsule CRM: Capsule CRM Free Plan
7. Insightly
Insightly offers a free plan for up to two users and emphasizes relationship linking—allowing you to connect contacts, projects, and opportunities in one view. This is especially useful for service-based businesses or consultants.
- Unlimited contacts and organizations
- Customizable sales pipeline
- Project management integration
- Email and calendar sync
- Mobile apps for iOS and Android
Insightly’s strength lies in its ability to map customer relationships and track project progress alongside sales deals. This holistic view helps businesses understand not just who their customers are, but how they’re engaged across multiple touchpoints.
Explore Insightly: Insightly Free CRM
How to Choose the Best Free CRM Software for Small Business with Sales Tracking
With so many options available, selecting the right CRM can feel overwhelming. Here’s a step-by-step guide to help you make the best decision for your business.
Assess Your Business Needs
Start by identifying your core requirements. Ask yourself:
- How many team members need access?
- Do you need automation or just basic tracking?
- Are you focused on B2B or B2C sales?
- Do you need mobile access or offline functionality?
For example, if you’re a solopreneur, Capsule or HubSpot might be ideal. If you’re a small team needing automation, Zoho or Freshsales could be better.
Test for User Experience and Onboarding
A CRM is only as good as its adoption rate. If your team finds it confusing or time-consuming, it won’t be used consistently. Look for platforms with:
- Intuitive dashboards
- Quick setup processes
- Onboarding tutorials or walkthroughs
- Responsive customer support (even on free plans)
HubSpot and Freshsales excel here, offering guided onboarding and in-app tips that help users get started quickly.
Evaluate Integration Capabilities
Your CRM should work seamlessly with the tools you already use. Common integrations include:
- Email clients (Gmail, Outlook)
- Calendar apps (Google Calendar, Outlook Calendar)
- Marketing tools (Mailchimp, ActiveCampaign)
- Accounting software (QuickBooks, Xero)
- Website builders (WordPress, Wix)
Most top CRMs offer native integrations or connect via platforms like Zapier. For example, HubSpot integrates with over 500 apps, while Zoho connects deeply with its own ecosystem (Zoho Mail, Zoho Books, etc.).
Key Sales Tracking Features in the Best Free CRM Software for Small Business with Sales Tracking
Sales tracking is the backbone of any effective CRM. Without it, you’re flying blind when it comes to forecasting and performance. Let’s dive into the essential sales tracking features you should expect from the best free CRM software for small business with sales tracking.
Visual Sales Pipeline
A visual pipeline allows you to see where each deal stands in the sales process. Most CRMs use a Kanban-style board with columns like:
- Lead
- Contacted
- Qualified
- Proposal Sent
- Negotiation
- Closed Won / Closed Lost
You can drag and drop deals between stages, making it easy to update progress. HubSpot and Freshsales offer particularly smooth pipeline experiences.
Deal Value and Forecasting
Tracking the monetary value of each deal helps you forecast revenue and set realistic goals. The best free CRM software for small business with sales tracking allows you to:
- Assign a dollar amount to each opportunity
- Set expected close dates
- Calculate win probability
- Generate revenue forecasts based on pipeline data
For instance, Zoho CRM provides a forecast view that aggregates all active deals and predicts monthly or quarterly revenue based on stage probability.
Activity Logging and Automation
Manual data entry kills productivity. The best platforms automatically log activities such as:
- Email opens and clicks
- Website visits
- Phone calls (via VoIP or mobile app)
- Meeting confirmations
Automation rules can trigger follow-up tasks, send reminder emails, or assign leads to team members based on behavior. Freshsales’ AI-powered automation is a standout in this area.
Hidden Costs and Limitations of Free CRM Software
While free CRM tools are incredibly valuable, they often come with limitations. Being aware of these can help you avoid surprises down the road.
User Limits
Many free plans restrict the number of users. For example:
- Agile CRM: Up to 10 users
- Zoho CRM: Up to 3 users
- Capsule CRM: Up to 2 users
- Insightly: Up to 2 users
If your team grows beyond these limits, you’ll need to upgrade to a paid plan. HubSpot and Bitrix24 are exceptions, offering unlimited users on their free tiers.
Storage and Record Caps
Some CRMs limit how much data you can store. Zoho allows 10,000 records, while Agile CRM caps at 1,000 contacts. If you have a large customer base, this could be a bottleneck.
HubSpot and Freshsales, on the other hand, offer unlimited contacts and deals—even on free plans—making them more scalable for growing businesses.
Advanced Features Behind Paywalls
Free versions often exclude advanced features like:
- Custom reporting
- Advanced automation
- Multi-channel support (phone, chat, email)
- API access for custom integrations
- Role-based permissions
While the free tier gives you a taste, you’ll likely need to upgrade as your business evolves. However, starting free allows you to validate the tool before investing.
Real-World Use Cases: How Small Businesses Use Free CRM Software
The best free CRM software for small business with sales tracking isn’t just theoretical—it’s being used by real companies to drive growth. Let’s look at a few examples.
Case Study: Local Marketing Agency Uses HubSpot CRM
A boutique digital marketing agency with five employees switched from spreadsheets to HubSpot CRM. Within three months, they saw a 40% increase in lead conversion. By using email tracking and automated follow-ups, they reduced response time and improved client engagement.
“HubSpot helped us stop losing leads in our inbox. Now, every prospect is logged, tracked, and followed up systematically.” — Marketing Manager, GrowthLab
Case Study: E-commerce Startup Leverages Zoho CRM
An e-commerce brand selling eco-friendly products used Zoho CRM to manage B2B wholesale inquiries. With lead scoring and workflow automation, they prioritized high-intent buyers and reduced manual follow-ups by 60%. The visual pipeline helped them forecast monthly revenue more accurately.
Case Study: Freelance Consultant Uses Capsule CRM
A freelance business consultant adopted Capsule CRM to manage client projects and sales conversations. By linking contacts to tasks and calendar events, she stayed organized without needing complex tools. The integration with Google Calendar ensured she never missed a meeting.
Future Trends in Free CRM Software for Small Business
The CRM landscape is evolving rapidly. As AI, automation, and mobile-first design become standard, even free tools are getting smarter. Here’s what to expect in the coming years.
AI-Powered Sales Assistants
AI is no longer a luxury for enterprise CRMs. Free platforms are beginning to integrate AI features like:
- Predictive lead scoring
- Automated email drafting
- Next-best-action recommendations
- Voice-to-text call logging
Freshsales and Zoho are already leading this trend, offering AI insights in their free versions.
Deeper Integrations with Productivity Tools
CRMs are becoming central hubs that connect with Slack, Notion, Google Workspace, and Microsoft 365. Expect tighter integration so you can manage deals without switching apps.
Enhanced Mobile Experiences
With more sales happening on the go, mobile CRM apps will become more powerful. Features like offline access, voice notes, and mobile deal updates will be standard—even in free plans.
Final Tips for Maximizing Your Free CRM
Getting a free CRM is just the first step. To truly benefit, you need to use it effectively. Here are some pro tips:
Keep Data Clean and Updated
Garbage in, garbage out. Regularly audit your contact database, remove duplicates, and update outdated information. Most CRMs offer deduplication tools—use them.
Train Your Team Consistently
Even the best free CRM software for small business with sales tracking is useless if your team doesn’t use it. Schedule regular training sessions and create simple playbooks for logging deals and following up.
Leverage Automation to Save Time
Set up rules to automate repetitive tasks—like assigning leads, sending follow-up emails, or creating tasks after calls. This frees up time for actual selling.
Review Reports Weekly
Check your pipeline health, conversion rates, and activity levels every week. Use insights to adjust your strategy and coach your team.
What is the best free CRM for small business with sales tracking?
The best free CRM for small business with sales tracking is HubSpot CRM. It offers unlimited contacts, deals, and users, along with powerful sales pipeline tools, email tracking, and seamless integrations. Its user-friendly interface and scalability make it ideal for growing businesses.
Can I track sales performance with a free CRM?
Yes, most top free CRMs like HubSpot, Zoho, and Freshsales allow you to track deal stages, assign values, set close dates, and forecast revenue. You can also monitor team activity and conversion rates through built-in reports.
Are there any truly free CRM tools with no hidden costs?
Yes, several CRMs offer genuinely free plans with no time limits. HubSpot CRM, Freshsales Free Forever, and Bitrix24 Free are examples of tools that remain free indefinitely, though they may limit features or users.
How do I migrate from spreadsheets to a free CRM?
Most CRMs offer CSV import tools to upload your existing contact lists. Start by cleaning your spreadsheet, then map columns (e.g., name, email, phone) to CRM fields. Use guided setup wizards to complete the migration.
Do free CRMs integrate with Gmail and Outlook?
Yes, nearly all top free CRMs integrate with Gmail and Outlook. HubSpot, Zoho, and Freshsales offer browser extensions that sync emails, log conversations, and schedule meetings directly from your inbox.
Choosing the best free CRM software for small business with sales tracking doesn’t have to be complicated. With options like HubSpot, Zoho, and Freshsales, you can get enterprise-grade features without spending a dime. Focus on ease of use, scalability, and core sales tracking capabilities. Start with one tool, train your team, and build a system that grows with your business. The right CRM isn’t just a tool—it’s the foundation of sustainable sales success.
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