Capsule

Best 6 CRM tools for a small consulting business

Software Stack Editor · June 10, 2025 ·

Our view at Stack - Capsule CRM simplifies customer relationship management, streamlines sales processes, and saves time. Features include contact management, customisable sales pipelines, email integration, analytics, and workflow automation. It doesn't provide full email marketing functionality but it does allow you to connect to other tools.

Consulting pulls you in every direction. Winning new work, retaining the current one, delivering for clients, and even chasing overdue follow-ups can leave even the best consultants feeling buried. If your “CRM” is a tangle of sticky notes or another spreadsheet gone rogue, you’re overdue for something better.

If you’re shopping for your first CRM or looking for a way to streamline your current processes, we’ll show you the tools that consultants are actually using in 2025. Each one is built to keep your pipeline clear and your client work on track.

What should consulting CRMs do?

Meet Simon.

He runs a small consulting business and, like most consultants, wears every hat – from business development to project delivery. Simon is great with clients, but managing the chaos behind the scenes? Not so much.

Simon’s challenges, solved with the right CRM:

Keeping up with every client

Simon works with multiple companies, often with several contacts on each side. He needs a CRM that puts every call, note, and stakeholder in one view. No more guessing who’s waiting for a proposal or which client’s legal team still needs answers.

Tracking opportunities and deals

Simon’s work starts with a chat and (hopefully) ends with a signed contract. A CRM that maps each deal from first conversation to closed project keeps his pipeline clear, so he knows which deals are heating up and which need a nudge.

Custom pipelines, not cookie-cutter stages

Consulting isn’t linear. Simon’s sales stages shift: sometimes there’s a “Discovery Workshop,” sometimes a “Proposal Review,” then a back-and-forth with legal. He needs a CRM that lets him build a pipeline matching his real sales process.

Finding important details fast

When a client calls out of the blue, Simon can’t scramble through old emails for context. Activity history – calls, emails, and notes all in one place – means he picks up right where he left off, impressing clients with his memory (even if it’s actually the CRM that is doing the heavy lifting).

Never missing a follow-up

It’s easy to forget who to chase for a signature, especially when every day is busy. Simon relies on task reminders and scheduled follow-ups in his CRM, so proposals never go stale.

Keeping projects on track

Simon doesn’t stop at the signed contract. He’s also delivering work. His CRM needs to track deliverables and milestones for each client project, so he can update clients on progress and spot any roadblocks as early as possible.

Storing docs and agreements

During negotiations, Simon needs the latest proposal at his fingertips. Document storage and linking in his CRM mean he’s always ready, never shuffling through files or risking sending the wrong version.

Collaborating with his team

When Simon brings in a colleague or freelancer, he does not want to repeat himself. Team collaboration tools in his CRM make sure everyone sees the same notes, history, and next steps.

Working on the move

Simon is rarely at his desk. He checks in on clients from airport lounges, cafes, and client offices. Mobile CRM access means he’s never out of the loop, even on the go.

Seeing what’s working (and what isn’t)

Simon wants quick reports showing which clients refer more work, which proposals got stuck, and where his time pays off. CRM dashboards make it easy to spot trends and decide where to focus next.

If you’re like Simon, the right CRM is the engine that keeps your consulting business running, no matter how busy things get. When a new client call comes in or an old project reopens out of the blue, Simon knows he’s ready – because every detail, every document, and every follow-up is already at his fingertips.

Best CRM for small consulting business: top choices in 2025

If Simon’s challenges felt familiar – or you found yourself nodding along to those real-world scenarios – it’s probably time to level up your consulting toolkit. To save you hours of comparison, we’ve put in the research. Here’s a clear look at the best CRM software for consultants in 2025:

Capsule CRM

Capsule CRM is purpose-built for consultants who want a clean, organized way to manage clients and projects. Over 850 consultancies and 40,000+ users trust Capsule for a reason: it keeps every detail at your fingertips and every follow-up on track.

What stands out for consultants

Capsule acts as your all-in-one hub for client data, projects, and every interaction. Everything’s in one place, always accessible, always up to date.
Create and assign tasks, set reminders for client meetings, and stay on top of project milestones. Capsule helps consultants stay accountable and deliver on promises.
Move straight from the signed contract to delivery. Capsule’s Projects board and automation features make onboarding and project handoff seamless, even if you’re running multiple engagements at once.
Track sales, analyze deal progress, and spot opportunities for upselling or new projects – Capsule’s reporting tools give you real insights, not just data sheets.
Capsule integrates nicely with QuickBooks, Gmail, JustCall, Clockify, Xero, Google Workspace, and over 2,000 apps via Zapier. This means your tech stack works together, at all times!
Whether you’re at a client site or between meetings, Capsule’s mobile app lets you update notes, track calls, and keep projects moving from anywhere.
Capsule is known for being easy to set up and adopt, even for consultants who aren’t tech-savvy. Get started in minutes and scale up as your firm grows.

Pricing:

A free plan is available for up to 250 contacts. Paid plans start at $18 per user per month.

What do real consultants say about Capsule?

“Great and simplified multipurpose CRM”: One firm uses Capsule for both CRM and talent tracking, loving the “simplicity” – as opposed to big, mainstream CRMs that are “overly complex and often times overwhelming and confusing.”

“No gimmicks—just what you need”:

“Great for teams or individuals”: Capsule delivers “prompts in following up leads and projects, keeping key contacts’ details and giving me an overview on whether I need to engage more with my potential market and pour a little more into the sales funnel.”

Capsule is rated 4.7 on G2 and continues to earn the trust of consultants worldwide since 2009. If you’re looking for a CRM that works as hard as you do (and won’t get in your way), Capsule is the partner you need to grow your consulting business with confidence.

Keap

Keap is a CRM and automation platform with a focus on email marketing and follow-up workflows, making it a fit for consultants who want to organize their client pipeline and automate routine touchpoints. It’s often chosen by firms that want to build predictable, repeatable sales and onboarding processes.

What stands out for consultants

Keap lets you build out follow-up journeys for leads and clients, from initial inquiry to onboarding, with room to create custom templates for different services or client types.
Calendar management and appointment reminders are part of the package, removing the need for separate scheduling tools.
Consultants can handle billing and payments without leaving the platform—useful for keeping admin in one place.

Pricing

Plans begin at $249 per month for a single user. This includes all CRM, automation, appointment, and payment features.

Considerations:

The price is extremely high compared to many other CRMs, which may be out of reach for independent consultants.
Keap’s automation tools come with a learning curve, especially if you haven’t set up marketing automations before.
While complex, the platform may feel overwhelming for those who want a simple CRM and don’t need the extra marketing features.

Keap is best suited for consultants who have grown beyond spreadsheets and want to automate sales and marketing tasks, but the investment in time and budget is something to weigh up before jumping in.

Pipedrive

Pipedrive is built with sales in mind, so it naturally appeals to consultants who want a clear, visual way to track leads and deals from first call to closed project. The interface is easy to grasp and helps you stay organized without much fuss.

What stands out for consultants

Deal-specific fields for storing notes, proposals, and important documents all in one place.
Automated reminders keep follow-ups help maintain steady momentum with prospects.
Tools for enriching client data and prioritizing leads based on engagement or fit.

Pricing

Pipedrive plans start at $14 per user per month. Every plan covers the basics, including mobile access and core pipeline features.

Considerations:

Project delivery and task management aren’t included, so if you need to manage ongoing projects after the sale, you’ll want to connect another tool.
More advanced automation or customization requires moving to higher-priced plans.
Suited to consultants who want simplicity and focus on sales, not an all-in-one business suite.

Accelo

Accelo is designed for consulting teams that want a full business operations platform, covering sales, delivery, and ongoing support. It centralizes most workflows, but comes with more complexity than lightweight CRM options.

What stands out for consultants

Captures all emails and client communications, keeping history accessible and organized.
Task assignment and scheduling tools support team-based projects and recurring client work.
Retainer and ticket tracking features help manage long-term relationships and ongoing client needs.

Pricing

CRM and sales plans start at $20 per user per month, but to get project and billing features, expect to pay $90 per user per month for the full suite.

Considerations

Accelo takes time to implement and get comfortable with, especially for smaller firms or solo consultants.
It may be more complex than needed for very small practices or consultants with simple workflows.
Best for consulting firms with several team members who want to consolidate everything into one platform.

Salesflare

If you’re the type of consultant who’d rather spend time with clients than updating spreadsheets, Salesflare could catch your eye. It’s built for those who want to automate the busywork and make sure no lead goes cold, especially if your work leans B2B and you’re tired of chasing scattered contact details.

What stands out for consultants

Lets you track every opportunity visually, set reminders, and see all activity in one simple pipeline.
Shared team inbox makes it easy to coordinate with colleagues if you’re not working alone.
Real-time alerts let you know when a client opens your email or visits your site, so you can follow up at the right moment.

Pricing

Starts at $29 per user per month. Includes automation, integrations, and mobile access on every plan.

Considerations

Salesflare is focused on sales and lead management – if you need project delivery or deeper client reporting, it’s not as flexible as some other CRMs.
Heavy automation means you give up some hands-on control, which isn’t for everyone.
Best for consultants who want to automate the busywork and keep their pipeline moving, but may not fit those with complex service delivery needs.

Zoho CRM

For consultants who want to shape their own systems – or see growth and service lines on the horizon – Zoho CRM puts flexibility front and center. You can tweak it to match your sales process, automate repetitive tasks, and tie in everything from client calls to billing, all under the Zoho umbrella.

What stands out for consultants

Manage companies and contacts with as many stakeholders as your project needs.
Use workflow automation and AI (Zia) to score leads and cut manual work.
Add Zoho Projects or Zoho Books if you want to extend into project delivery or invoicing, all within the same ecosystem.

Pricing

Free for up to 3 users. Paid Zoho plans start at $14 per user per month.

Considerations

The interface gets the job done but can feel clunky compared to sleeker, more modern CRMs.
Initial setup takes some thought: expect a learning curve, especially if you plan to use Zoho’s full suite of tools.
Zoho works best for firms who want the flexibility to build their own workflows and are willing to invest a bit more time up front.

Conclusion

The average consulting business sees a 25% boost in marketing ROI after implementing a CRM, simply by tightening up follow-ups, tracking every deal, and never missing a client touchpoint. If you want to win more work and deliver a professional client experience every time, it pays to centralize your relationships and projects in one place.

Capsule makes this both simple and affordable. Try it free today and see how much more control, clarity, and growth you can unlock for your consulting business.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

How to open a small business (& what to expect along the way)

Software Stack Editor · June 10, 2025 ·

Starting a business usually begins with one big idea… and a hundred small questions.

What comes first? How do I register a name? What if I miss something important?

Most small business owners start without a clear roadmap, and that’s completely normal. But a few practical steps can go a long way in replacing second-guessing with progress.

This guide walks you through every step. From refining your idea to making your first sale. If you’re feeling stuck or unsure where to begin, you’re in the right place.

Step 1: Refine and validate your business idea

A strong idea solves a real problem, and you don’t need a business degree to test if yours does.

Start by getting outside your own head. The best way to refine your idea is to see how real people respond to it.

Here’s how to validate your idea without overthinking it:

🔎 Talk to potential customers

Ask people who might actually use (or pay for) what you’re planning:

What’s your biggest frustration when it comes to [insert problem]?
Have you tried anything else to fix it?
Would you consider paying for [your proposed solution]?

Even three to five honest conversations can shape the direction of your business.

🧪 Run a basic smoke test

Put up a landing page describing your business. Include a form where people can sign up for updates or pre-orders. Share it in a local group or community forum.

If people click or sign up, you’re on the right track.
If they bounce, revisit your message or offer.

🔍 Check demand with simple tools

Before investing time or money, see if people are already looking for what you want to offer. Tools like Google Trends can show what’s rising in popularity — and where.

Let’s say you’re thinking about starting a baby product business.

You might discover rising interest in things like:

‘best pacifier for breastfed baby’
‘when to give baby pacifier’
‘when should a baby stop using a pacifier’

That tells you there’s active demand and specific pain points you could build around. Look for keywords, trends, and questions that signal what people care about, and then shape your offer to match.

Sometimes your best research comes from listening. In the pacifiers’ case, parents talk candidly in Reddit threads, Facebook groups, and parenting forums about what they actually use – and what they worry about.

source

In just one Reddit thread, parents shared that:

They prefer pacifiers over thumb-sucking because it’s easier to wean later.
Dentists sometimes encourage pacifier use to prevent SIDS.
Soothing to sleep is a top use case, but losing the pacifier overnight is a common issue.

This kind of input helps you spot recurring pain points and beliefs. You might discover there’s room for a pacifier that solves a specific problem, like staying in during sleep, or easing weaning at a certain age.

🧠 Pro tip: Pay attention to the exact words people use. If one parent says ‘I was worried about my baby getting hooked on it,’ you’ve just found language that could shape your product messaging or website copy.

Step 2: Write a business plan

A business plan isn’t about impressing anyone. It’s a tool to help you make decisions, spot gaps, and stay focused.

You don’t need a long document. But you do need clear thinking in a few key areas:

What to include in your plan

Overview: What are you building? Who is it for? Write 2–3 lines that describe your business in plain language.
Customer + Market: Who’s your customer, and what are they struggling with right now? What other businesses serve them? Where will you stand out?
Your offer: What exactly are you selling? How does it solve a specific need? Why will people choose it?
How you’ll reach them: How will your customers hear about you (social, SEO, referrals, in-person, something else)? Be specific.
Startup costs + pricing: What will it cost to open your doors? How will you price your product or service, and what’s your break-even point?
Next 90 days: What does success look like in your first 3 months? Try one or two measurable goals: ‘Launch landing page by June,’ ‘Get 20 email signups,’ ‘Sell first 10 units.’

💡Planning matters. Research shows that small business owners with a solid plan are far more likely to succeed. If you’re not sure where to start, try this small business action plan template. It helps you lay out the essentials on a single page, without getting stuck in planning mode.

Step 3: Calculate costs and plan your funding

Every business is different, but here are rough estimates to help you plan.

Must-haves for most businesses

Business licenses and permits: These usually range from $50 to $400, depending on your location and industry.
Basic insurance: Expect to pay between $300 and $1,200 per year for general liability coverage.
Website and domain: You can get started for around $100 to $500 using a template builder like Squarespace or Shopify.
Essential tools or equipment: Budget at least $500–$3,000, depending on what you need to operate.
Initial inventory or materials: For product-based businesses, set aside $500–$2,000 to stock up.
Marketing basics: Around $100–$500 can cover early ads, flyers, or a launch promo.
Payment systems: Tools like Square or Stripe are often free to start (yet you have to pay transaction fees), with optional add-ons around $300.

Nice-to-haves (that can usually wait)

Custom branding or design work: A professional logo or website design can run from $500 to $1,500 or more.
Premium tools or software: Consider starting with free or low-cost versions and upgrading later.
Professional photography, influencer marketing, or custom packaging: These can help your brand, but aren’t essential from day one.

Add a 10–15% buffer to your estimate for unexpected fees or last-minute purchases. It’s surprisingly easy to overlook things like business cards or small equipment.

Step 4: Choose a structure and register your business

This is the part where things get official. It might feel like paperwork, but registering your business gives you a foundation and protects you from headaches later.

For most small business owners, this step means two things: choosing a structure that fits your setup, and getting your legal basics in place.

Choosing your business structure

You don’t need to overthink this. For most new businesses, one of these two is a solid start:

Sole proprietorship: the simplest option if you’re working solo and starting small. It’s fast to set up, but your personal and business finances stay linked.
LLC (Limited Liability Company): a bit more setup, but gives you personal liability protection and keeps your finances separate. It’s a popular pick for service providers, shop owners, and consultants.

Other options like partnerships and corporations are out there too, but unless you have co-founders or investors lined up, most new business owners don’t need them.

If you’re not sure, search ‘LLC vs sole proprietorship [your region]’ or ask a small business advisor in your area.

Registering your business step-by-step

Once you’ve picked a structure, here’s what to do next:

Choose and register your business name. Make sure your name is available in your state. You’ll usually register it through your Secretary of State or local government website.
Get your EIN (Employer Identification Number). This is your federal tax ID — like a Social Security Number, but for your business. You’ll need it to open a bank account, file taxes, or hire staff. Apply free online at irs.gov.
Check license and permit requirements. These vary depending on what you’re doing and where. For example, selling food, offering childcare, or handling products may need extra approvals. Your city’s business office or the SBA license tool is a good place to start.

Step 5: Protect your business with the right insurance (if needed)

This is one of those steps that’s easy to push down the list, until something goes wrong. Getting insured early helps protect your work, your reputation, and your bank account.

Depending on what you do, you may need a specific type of coverage before you can launch:

General liability insurance – Covers customer injuries or accidental damage (like if you spill coffee on someone’s laptop during a meeting).
Professional liability insurance – Also called errors & omissions (E&O). Useful if a client claims your advice or deliverables caused them a loss.
Commercial property insurance – Covers your gear, tools, or stock, even if you work from home.

What you might need, based on your business:

A coach might want professional liability coverage in case a client disputes the results.
A tradesperson often needs general liability to work in client spaces.
A product-based business might insure inventory or expensive equipment.
A pop-up or market vendor may need coverage to rent event space.

Insurance is more than just red tape. It shows clients you’re serious, helps you stay legally compliant, and protects you if things go sideways.

Step 6: Set up the systems you’ll use every day

As your business gets going, it’s easy to lose track of what’s been done and what’s still outstanding. Without a system in place, payments can slip, customer conversations go quiet, and important work gets delayed.

To stay organised from the start, focus on three areas that keep your business moving:

how you handle money,
how you track customer activity,
and how you manage your workload.

Money

Open a business bank account before you take your first payment. It keeps your records clean and gives your business credibility when working with suppliers or applying for funding.

Pick a simple way to track income and expenses. Many small business owners begin with a spreadsheet or a free invoicing tool. You can upgrade later when things get more complex.

Action:

Open a business bank account
Choose a basic invoicing or expense tracking tool
Create a ready-to-send invoice template

Customers

Once people start enquiring or buying, you’ll want a way to track your customer relationships. A CRM helps you keep a record of who you’ve spoken to, what they’re interested in, and what the next step should be.

Capsule helps you organise contacts and set reminders so no conversation goes cold.

Action:

Set up your Capsule account
Add a few early contacts or leads
Create a simple pipeline to match your sales process
Add a follow-up task for at least one customer

Tasks

Every business needs a reliable way to stay on top of daily work. Use a calendar, a digital task list, or even Capsule’s task feature to plan what needs to happen and when.

Action:

Pick one tool to manage your tasks
Write down your top three to-dos for the week
Set a recurring check-in each Monday to review and update your list

Step 7: Build a brand that feels real, before you spend a penny

You don’t need a polished brand identity to get started. But you do need to look like a real business: with a name people remember, a message they understand, and a presence that feels consistent.

Trust is the most important factor in building a brand: 95% of customers are likely or very likely to remain with a brand they trust, according to the Institute of Customer Service.

Here are a few free ways to build early brand trust, without hiring a designer or writing a brand manifesto:

Choose a clear, available name

Your name doesn’t need to be clever — it needs to be clear. People should understand what you do, or at least remember you after hearing it once.

Before you commit:

Check domain availability on sites like GoDaddy or Namecheap
Search Instagram, LinkedIn, and Google to see if it’s already in use

If your ideal name is taken, try adding your service, niche, or location to make it more specific.

Better name choices:

Instead of Best Digital Brigade, go with Digital Bloom Leeds — clear, local, and brandable
Instead of Bright, try Bright Accounting Co — more searchable and service-specific
Instead of Crafted, try Crafted Interiors Manchester — relevant and easy to recall

Write a one-liner you can use everywhere

Describe what you do and who you help in a single sentence. This becomes your Instagram bio, your website intro, your pitch. It helps people ‘get’ your business in five seconds.

Create a basic, repeatable look

You don’t need to hire a designer or create a full brand guide. Most small businesses start with whatever they can pull together, and that’s completely fine! What matters is consistency.

Pick one clean, readable font. Use it everywhere — on your website, social posts, invoices, and any marketing materials. Google Fonts is free and has great options like Inter, Lato, or Raleway.

Choose one main colour that becomes your accent colour for buttons, links, headers, and backgrounds. Canva’s colour palette tool or Coolors.co can help if you want to test combinations.

Choose one version of the logo so your brand feels consistent wherever people find you. Canva comes with many free logo templates you can customize to your brand.

Add your font, colour, and logo to your website, social headers, Google Business Profile, email signature, and proposal templates. The repetition is what makes it feel professional.

Keep your tone consistent

Whether you’re replying to a DM or sending an invoice, the way you write is part of your brand. Decide if you’re casual, warm, direct, or friendly, and stick to it across channels.

None of this needs to be perfect. But when people see the same name, message, and style across channels trust starts to build, and that’s the purpose of branding.

You need to announce that you’re open, and create systems that won’t let you down once they show up. At this stage, it’s all about visibility and readiness.

Start by building quiet visibility

You don’t need a big announcement or a complex posting schedule. Even low-effort steps can create awareness and early traction.

Update your personal email signature with your business name and a short one-liner. You likely email suppliers, friends, or local contacts — it’s a passive but steady way to signal that you’re up and running. It only takes a minute to set up. You can use this free email signature generator to create one in seconds.
Create a ‘coming soon’ highlight on Instagram. Use it to collect your early posts and FAQs in one place, so new visitors can quickly understand what you do, even if you’re not posting daily.

Pitch your business to a local newsletter or community group. It could be a neighbourhood bulletin, a coworking space roundup, or even a Slack group. These spaces are often looking for small business stories to share.
Ask five people you trust to share your business with someone who might benefit from it. Friends, past clients, old coworkers — personal recommendations go further than ads at this stage.

Test your launch setup like a customer

Before you post the big ‘we’re live’ update, run through a few key checks to make sure things work as expected.

Pretend you’re a new visitor. Is it clear what you offer and how to buy or book?
Test your payment system. Check that credit cards and email receipts are all functioning.
Make sure your contact form or email address is active — and that someone (even if it’s you) is checking it.
If you’re using delivery or pickup, double-check that the process is clear from the customer’s side.

Consider setting up an auto-reply for your inbox or chat — something friendly and simple like ‘Thanks for reaching out! We’re in launch week, so replies might take a little longer, but we’ll get back to you within 24 hours.’ It buys you breathing room if you’re managing it all solo.

Don’t forget yourself

The early rush of launch can feel like everything is urgent. One way to stay calm: build a simple checklist just for yourself.

Include basics like:

Charge the card reader
Prep opening-day stock
Schedule your first launch post
Set a reminder to check DMs, comments, or support emails

Step 10: Learn what’s working — and what needs fixing

You’ve launched — now it’s time to listen and adjust.

Your business will teach you a lot in the first few weeks. Customers will ask unexpected questions. Some things will take off faster than you planned. Others won’t land at all.

The best thing you can do now is pay attention to what’s happening and respond quickly when something’s off.

Here are a few early signals to watch:

You’re getting website traffic, but no one’s buying

Check if your pricing is clear, if your product descriptions match what people expect, or if your payment process works correctly. Ask a friend to try ordering — and watch where they hesitate.

People buy once, but don’t come back

You might need a better post-purchase experience. That could mean clearer delivery updates or a reminder to reorder. It could also mean what you’re offering isn’t yet sticky enough to create repeat behaviour.

Leads are going quiet after showing interest

Look at your follow-up process. Are you replying fast enough? Are you reminding them of next steps?

You’re getting good traffic and solid leads, but sales are slow

This is where tracking your pipeline helps. With Capsule, you can see which deals keep stalling and which ones move forward. That insight helps you adjust how and when you follow up, or whether your offer is landing the right way.

You’re closer than you think

Starting a business comes with a lot of moving parts — and it rarely feels tidy. But if you’ve made it through the steps above, you’re already ahead of most people who stay stuck at the idea stage.

Maybe you’ve sketched out your offer, talked to a potential customer, or picked a name that finally feels right.

Those steps matter. Each one gets you closer to opening your doors and serving real customers. You don’t have to map everything out at once: focus on what’s in front of you, and keep things manageable as you go.

Curious how Capsule could help you manage? Try for free now!

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Best CRM for nonprofits: top 7 tools in 2025

Software Stack Editor · June 10, 2025 ·

For nonprofits, the challenge isn’t just raising funds – it’s building relationships that last. Over 85% of nonprofits say that keeping donors engaged and encouraging recurring giving are their biggest hurdles. That’s why managing your donor data with sticky notes or a spreadsheet just isn’t enough anymore.

In this guide, we’ll show how the right CRM can turn donor management from a chore into your nonprofit’s biggest advantage. We’ll cover the must-have features and our picks for the best nonprofit CRM software in 2025.

Why a CRM is a way to serve your mission better

Imagine what your team could do if you didn’t have to chase spreadsheets?

What if the time spent on paperwork each week could instead go back into your programs and community impact?

That’s exactly what the right CRM delivers for nonprofits:

A CRM gives your team hours back every week, freeing you from manual tasks like sending thank-you emails or reminding supporters about events.
Fundraising becomes more personal and effective, not just a numbers game. You’ll know each donor’s history and interests, so you can send appeals that actually resonate. Many nonprofits using CRMs have raised over 20% more, simply by reaching the right people with the right message.
Volunteer engagement gets easier to manage. With everything in one place, you can track schedules and recognize volunteers for their contributions. This, alone, can lift volunteer engagement by as much as 20%. Your helpers stay in the loop, and keep coming back.
You build more trust with your board, supporters, and the public. Accurate records and simple reporting make transparency part of your everyday work. Donor trust increase, with a 17% improvement in financial disclosure.

7 best CRM for nonprofits in 2025

Looking for a CRM that actually fits the way your nonprofit works? Here are seven top picks – ranging from simple and affordable to feature-packed and nonprofit-specific.

Capsule CRM

Capsule CRM is made for nonprofits that want to build real relationships, but without the tech stress. It’s trusted by hundreds of nonprofits and charities for one reason: you get a powerful, intuitive system that helps you with donor management.

Top features for nonprofits

Capsule is easy to set up and quick for your whole team (even volunteers) to adopt. Onboarding is self-serve and supported by accessible training, so you’re never left figuring things out alone.
Nonprofits receive a 30% discount, and if your team has particular specifications, Capsule will work with you directly to better suit your needs.
Store up to 200,000 donors, volunteers, and stakeholders in one central place. Every donation, conversation, and event is tracked and visible.
See the progress of every campaign and the direct results of each contribution, with user-friendly pages that keep everyone in the loop.
Capsule works with QuickBooks, Xero, Mailchimp, Transpond, and over a thousand other apps via Zapier, so your existing workflow just gets easier.
Capsule’s support team responds fast (with just one-day SLA), so if you’re stuck, you’re never left waiting.

Capsule gives you the foundation to do more good, faster.

Pricing

Starts at $18 per user per month, with a 30% nonprofit discount.

Salesforce Nonprofit Cloud (NPSP)

Salesforce may not be the first name that comes to mind for nonprofit CRMs, but its Nonprofit Cloud does offer a serious toolkit, especially for larger organizations with complex needs. The platform is highly customizable, supporting everything from donor management to grant tracking and analytics. For some nonprofits, the free licenses available through the Power of Us program are a strong incentive to consider it.

Top features for nonprofits

Donor history, campaign, and grant management
Program and volunteer tracking for centralized work
Advanced analytics tools for custom dashboards and in-depth reporting

Pricing

Eligible nonprofits can get up to 10 free licenses. Any extra users or add-on features will require additional costs, which can climb quickly as your needs grow.

Considerations

Salesforce is a strong fit if you need deep functionality and have the time or expertise to tailor it to your organization. For smaller nonprofits or teams looking for simplicity, it can feel like overkill, both in terms of features and cost.
Expect a steeper learning curve and a higher price tag if you plan to use Salesforce to its full potential.
If you’re after something purpose-built for nonprofits and ready to use out of the box, there are simpler options on this list worth a look.

Bloomerang

If you take donor retention seriously – and you should – Bloomerang gives you a CRM designed with that in mind. Instead of piling on features you’ll never use, Bloomerang focuses on helping you truly understand your supporters and keep them engaged year after year.

Top features for nonprofits

Pricing:

Pricing varies depending on donor records, with entry-level plans starting at around $119 per month.

Considerations

Reporting options are basic, so you may find it limiting if you need deeper analytics or custom dashboards for your board.
Not the best fit for managing large-scale grants or complicated, multi-step campaigns, since Bloomerang is geared toward steady, everyday donor management.
As your fundraising and outreach efforts grow more complex, you might eventually need a more flexible or feature-rich CRM.

NeonCRM

Instead of piecing together spreadsheets or bouncing between different platforms, you get a single dashboard to track and engage your entire community. Neon’s suite covers the basics and goes a bit further, with peer-to-peer fundraising tools and customizable donation pages for a more modern approach to giving.

Top features for nonprofits

Customizable donation pages
Event registration and ticketing
Membership and volunteer management
Peer-to-peer fundraising tools

Pricing

Neon CRM pricing starts at around $99 per month and scales with your contacts and chosen features.

Considerations

The starting price is on the higher side, which may be a hurdle for smaller nonprofits or those new to CRM systems.
Expect to spend time with support or digging through documentation to get the most out of the platform.
The interface packs in a lot, so it can feel overwhelming if you prefer a more straightforward experience.

DonorPerfect

The name says it all – DonorPerfect is built for nonprofits that want to put donor management front and center. It’s a longtime favorite among nonprofits running multiple campaigns or switching between board and grant requirements.

Top features for nonprofits

Donation and pledge tracking
Donor management and communication history
Flexible reporting and data analytics tools
Online donation integrations

Pricing

Pricing is tiered based on records and features, starting around $99 per month.

Considerations

Advanced features often come as paid add-ons. This means that your total cost may rise as your needs grow.
The interface isn’t as sleek as some newer tools, so don’t expect a cutting-edge user experience.

HubSpot CRM for nonprofits

HubSpot CRM gives nonprofits a familiar, no-cost starting point for organizing donors and volunteers, especially if your team has already used HubSpot in another job. For small organizations looking to centralize communications and boost their supporter base, HubSpot’s free plan is an easy way to get started without a budget hit.

Top features for nonprofits

Email marketing and automation
Meeting scheduler and forms for easy donor management
Customizable contact properties

Pricing

Pricing is free for core features, with a 40% nonprofit discount on paid plans if you need more advanced tools.

Considerations

Lacks built-in donation tracking and donor history, which limits its use for fundraising or stewardship.
Customization options are basic, so you may find it hard to tailor HubSpot to typical nonprofit workflows.
Most advanced automation, reporting, and outreach features are locked behind paid plans, and costs can climb quickly.
While the core is free, HubSpot can get very expensive. You’ll need to carefully review which features you actually need to avoid surprise expenses as your needs grow.

Zoho CRM

Nonprofit teams looking for both flexibility and affordability often end up considering Zoho CRM. The platform lets you connect with Zoho’s other tools, which help track donors, volunteers, and campaigns be always up-to-date.

Top features for non profits

Customizable pipelines and modules
Workflow automation for tasks and emails
Mobile access and multichannel communication

Zoho CRM pricing

You can get started for free with up to three users, and paid plans are budget-friendly, with nonprofit discounts to keep costs in check.

Considerations

Customizing Zoho for nonprofit workflows can take time and patience, especially if your team is new to CRM software.
Some advanced reporting and donor management features are only available with paid add-ons or higher-tier plans.
Getting everyone up to speed may require extra training and internal support.

Conclusion

Nonprofits grow stronger when they track every supporter interaction, from the first gift to ongoing advocacy or major donations. A good CRM helps your team stay organized, show real impact, and keep every donor or volunteer engaged for the long haul. When every note, call, or thank-you is easy to find, you build trust and make people feel like true partners in your mission.

Lasting relationships don’t happen by accident—they need ongoing attention and the right tools behind the scenes. Spreadsheets and scattered notes just can’t keep up with all the details and connections that matter.

Capsule CRM gives your nonprofit a simple way to nurture supporters and keep your mission moving forward.

Start free today and see how simple and powerful it can be.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

CRM vs CDP – Which customer data solution do you need?

Software Stack Editor · June 10, 2025 ·

Most small businesses start with a CRM, and for good reason. It helps you stay on top of leads and client history. As you grow, though, you’ll likely add more tools: email platforms, analytics, ads, maybe even a mobile app? That’s when customer data starts to scatter.

While a CRM helps you manage relationships, a CDP pulls behavioral data from all your digital channels into one place. It’s powerful, but often more than small teams need.

This guide will help you understand the difference, see where each tool fits, and help you decide if you’re fine with one or ready for both.

CRM: Track conversations and deals

A CRM is your command center for managing customer interactions. It keeps your team aligned on who said what, when, and what’s next – across sales, service, and support.

Most small businesses start here. Why? Because a CRM:

Stores contact details, notes, and communication history
Helps teams follow up without relying on memory
Keeps deals moving with clear timelines and tasks

If someone fills out your form, schedules a call, and buys a week later, a CRM connects those dots. You’re never starting from scratch.

Best for: Sales reps, account managers, support teams

Main value: Keeps customer-facing work consistent, personal, and organized

Typical setup: Manual or semi-automated data entry (calls, emails, forms, etc.)

CDP: Centralize behavioral data across channels

A CDP collects and connects customer behavior from every digital touchpoint — your website, email campaigns, mobile app, online store, and ads — and builds a unified profile of each person.

It uses identity resolution to match anonymous activity with known users. So, if someone clicks an ad on mobile, signs up by email, and buys in-store, the CDP knows it’s the same person.

That kind of insight is gold for:

Segmenting customers by behavior
Powering personalized marketing
Analyzing cross-channel engagement

Best for: Marketing teams, data analysts, digital strategists

Main value: Deeper visibility into how customers move, click, and convert

Typical setup: Automated data collection from platforms like Shopify, Mailchimp, and Meta Ads

CDPs are powerful, but they come with more complexity. Unless you’re maanging multiple channels and want to act on behavioral trends at scale, a CDP might be overkill.

CRM vs CDP: What to choose?

If you’re comparing CRM and CDP, it’s easy to assume the latter is more advanced — and therefore better. But that’s not always the case.

These tools serve different needs. And in many cases, starting smaller gets you further.

A CRM helps you organize relationships and sales activity — fast. A CDP pulls together customer behavior across your digital tools — powerful, but heavier to implement.

So which one makes sense for where you are now? Let’s start with the one most small businesses benefit from first: the CRM.

Start with CRM: What it solves & who it’s for

If you’re tracking leads in spreadsheets, toggling between inboxes, and relying on memory to follow up, you’re not alone. That’s exactly where most small businesses begin. And it’s exactly why CRM is often the first tool they reach for.

Common triggers that say ‘It’s time for a CRM’:

You forgot to follow up with a warm lead (and lost the deal)
Two people on your team emailed the same client differently
You can’t remember where a customer is in the sales process
You’re onboarding new team members, and knowledge is scattered

In other words, you’ve outgrown your inbox and need to rely on more than just your memory.

Why small teams start here

CRM systems are designed to support real, human interactions — the conversations and next steps that build relationships and close deals. They’re quick to set up, easy to maintain, and they return value almost immediately. Research also shows an average CRM ROI of 211%, which can potentially surge to over 600% when software utilization and user adoption are high.

That’s why CRMs (like Capsule) are often one of the first software investments small businesses make: they can help you stop losing time and deals.

When a CDP becomes the right move

At some point, your CRM starts feeling like it’s only showing part of the picture.

You’re running email campaigns, placing ads, maybe even working across a website, app, and newsletter — but your data’s split between tools, and you can’t see how it all connects. That’s when a Customer Data Platform (CDP) can help.

CDP connects the dots your CRM can’t

A CDP pulls customer behavior from across your digital channels — clicks, opens, visits, purchases — and builds unified profiles based on identity resolution. So the person who clicks your ad, signs up via email, and buys in-store? You’ll know it’s the same person.

This unlocks things like:

Smarter audience segments (e.g. people who browsed twice but haven’t purchased)
More personalized campaigns
Better insight into how users move from interest to action

CDPs work best when:

You rely on multiple digital tools that don’t talk to each other
You want to segment based on behavior, not just contact fields
You’re investing in personalization or scaling your marketing

That said, CDPs aren’t for every team – or, at least, not right away. They’re more complex to set up and need thoughtful data flows. If you’re still building your core sales and marketing systems, jumping into CDP territory too early can slow you down.

But if you’re already managing campaigns across channels and feel blind to what’s actually working, a CDP can bring the clarity you’re missing.

💡 Most small teams don’t need a CDP — a well-used CRM goes a long way.

CRM or CDP? Quick fit checklist

Not sure which system fits your current needs? Use this checklist to help you decide where you are — and what will actually help.

✅ A CRM is the right fit if:

You manage customer relationships through calls, emails, or meetings
Your leads and sales notes live in spreadsheets or inboxes
You need better visibility into your sales pipeline and follow-ups
Your marketing is straightforward and doesn’t rely on complex targeting
You want to improve customer experience without a big tech lift
Your tools are mostly offline or lightly digital (like forms, email platforms)

✅ A CDP might make sense if:

You’re running marketing campaigns across 3+ digital channels (email, ads, web, app)
Your customer data lives in multiple platforms that don’t sync
You want to build segments based on behavior (not just job title or industry)
You’re investing in personalization and want a full view of each customer’s journey
You need to connect anonymous activity (like browsing) with known users
You’ve hit limits in what your CRM and email tools can show you

Using both: how CRM and CDP can work together

CRM and CDP aren’t rivals — they’re built for different jobs. And as your business grows, there’s a good chance you’ll end up using both.

CRM handles the who

Names, deals, conversations, follow-ups – the CRM is your relationship tracker. It’s where your team sees what’s been said, what’s next, and who’s responsible.

CDP tracks the how

Clicks, visits, app usage, email activity — the CDP builds the behavioral picture. It shows how someone engages across channels, long before (and after) they talk to sales.

Together, these tools give you both sides of the story:

CDP segments your audience by what they do
CRM helps your team follow up with the right message at the right time
CDP surfaces trends — CRM acts on them
CDP sees the journey — CRM personalizes the touchpoints

If you’re using both, keep it simple:

1. Make sure your tools can talk to each other

Look for built-in integrations, or use tools like Zapier to sync them up.

source

2. Standardize your customer data

Use consistent fields (especially email addresses) across systems. Clean up duplicates before importing anything new.

3. Align your teams

Encourage marketing and sales to share insights. If your CDP shows what pages people visit before converting, your CRM team can tailor their outreach.

4. Start with one connection

You don’t need to wire up everything at once. Start by linking your CRM to your email platform, or your CDP to your website traffic, and build from there.

How Family Wise moved from notes to a scalable CRM

Family Wise started as a solo venture and quickly grew into a 40-person team. But their way of tracking client activity didn’t grow with them. Spreadsheets and inboxes made it hard to stay organized, and easy to miss follow-ups.

Switching to Capsule gave them a structured way to manage client relationships across the business.

Today, the team uses Capsule to:

Keep project and client info consistent across departments
Schedule follow-ups automatically
Respond faster with integrated call records and notes
Train new team members without relying on tribal knowledge

They didn’t need to invest in a CDP. Capsule’s CRM gave them everything they needed to stay organized, responsive, and ready to grow.

It can do the same for you — start your free trial today.

Get more from your customer data — without overcomplicating it

For the majority of small businesses, a CRM is not just a starting point — it’s all you need. It helps you keep up with customers and run day-to-day operations.

CDPs have their place, especially for teams working across lots of platforms. But most growing businesses won’t need one for a long time, if ever.

Try Capsule free and see how much simpler your workflow can be.

Frequently Asked Questions

What’s the difference between a CDP and a CRM?

Do I need both?

Can a CRM do what a CDP does?

Is a CDP only for large companies?

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

CRM ROI calculator: Do you REALLY need CRM?

Software Stack Editor · June 8, 2025 ·

You’ve built your business with tools that got the job done — spreadsheets, inboxes, maybe a few plugins stitched together.

But as things grow, those systems start to strain. With more leads coming in and sales activity ramping up, it gets harder to stay on top of it all. Either way, your current tools are showing their limits.

Maybe a CRM is the next step — or maybe it’s more than you need.

Our quick calculator gives you a simple way to check the numbers and see whether a CRM could pay off for your business.

What is CRM ROI?

CRM ROI shows how much return your business can get from using a CRM, compared to what you need to spend on it.

That return could come from more sales, faster deal cycles, better customer retention, or less admin work. When your team uses the CRM well, those gains add up, and the system pays for itself.

Average CRM ROI is reported at around 445%, and some businesses achieve payback within 12 to 18 months, depending on implementation and usage effectiveness.

How to calculate CRM ROI?

CRM ROI compares what you’ve gained from your CRM to what you’ve spent.

The formula looks like this:

CRM ROI = (Total Profit ÷ Total Investment) × 100

Let’s say your CRM helped you close £30,000 in new deals over the last year, and you spent £10,000 on software, setup, and training.

Your ROI would be: (30,000 ÷ 10,000) × 100 = 300%.

That means you’ve tripled your investment.

Or maybe you saved 100 hours in admin time, and your team’s hourly rate is $50. That’s $5,000 saved. If your CRM costs $2,500, that’s a 200% return.

Want to see what those numbers look like for your business? Try our ROI calculator — it’s quick, easy and shows your potential return in real terms.

CRM ROI calculator

Try out the CRM ROI calculator. It’s intuitive and beginner-friendly.

How to use the CRM ROI calculator?

Our calculator helps you estimate the potential return on investment from implementing a CRM system like Capsule. Here’s how to use it and what each field means:

Team Size → Enter the number of people in your team who will be using the CRM.
Average Deal Value → The typical monetary value of a single sale or deal.
Monthly Deals → How many deals your team typically closes each month.
Monthly CRM Cost/User → The monthly subscription cost per user
Team Member Hourly Rate → The average hourly cost of your team members’ time (used to calculate implementation costs).
Closing Rate Increase (%) → The percentage improvement in deal closure rate you expect from using a CRM (industry average is 10-15%).

Click “Show advanced settings” to access these additional options:

Setup Cost → Any one-time setup or integration costs, if applicable.
Implementation Hours/User → The time each team member will spend setting up and learning the CRM.
Deal Volume Increase (%) → The percentage increase in the number of deals you expect to handle after implementing a CRM (industry average is 15-20%).

Understanding the results

Annual ROI → The percentage return on your CRM investment over one year.
Payback Period → How many months will it take to recover your CRM investment?
Annual Revenue (Before) → Your estimated annual revenue without a CRM.
Annual Revenue (After) → Your projected annual revenue after implementing a CRM.
Revenue Increase → The additional revenue generated from using a CRM.
Annual CRM Cost → The total annual cost of running your CRM, including subscriptions, setup, and implementation time.
Net Annual Benefit → The bottom-line annual profit from your CRM investment (Revenue Increase minus Annual CRM Cost).

What impacts your CRM ROI?

You’ve got your results — now what?

A high ROI means your CRM is pulling its weight. That could come from closing more deals or moving faster through the pipeline.

If the numbers seem lower than expected, it doesn’t always mean the CRM isn’t working. It could point to slow adoption, poor setup, or even tools that don’t fit how your team works.

Let’s look at what affects ROI the most and how to keep your CRM investment on track.

Make your CRM ROI easier to reach

Strong ROI doesn’t just depend on what your CRM can do — it depends on how easily your team can put it to work. With Capsule, the process is simple.

Capsule is built to deliver value quickly, without the friction that holds many CRMs back.

Quick setup – Import contacts, build your pipeline, and bring your team on board in just a few hours.
Minimal training – Most users get started without formal onboarding, thanks to familiar workflows and a clean interface.
Native integrations – Capsule connects with tools like Xero, QuickBooks, Google Workspace, and Mailchimp, just to name a few!
No surprise fees – Support and updates are included in every plan.

When a CRM fits your team and your tools, you see results faster — and get more return from every pound or dollar spent.

CRM cost snapshot: What you might spend (and save)

Let’s say you’re starting with a 10-person team – a common size for small businesses scaling up their sales process.

Here’s how CRM costs often play out, and how Capsule compares:

Capsule helps you skip the usual CRM startup costs without cutting essential features.

And if you’re not ready to commit to a paid plan, you don’t have to.

💡 Capsule also offers a free forever plan, perfect for solo users or early-stage teams. You can explore core features, build your pipeline, and start seeing value — all without paying a thing.

So if CRM costs have held you back, they don’t have to anymore.

Is CRM worth it for your business?

The calculator we’ve built gives you a clear, quantifiable answer, not just a gut feeling.

And if the return looks promising, the next step is to ensure your CRM is easy to adopt, simple to manage, and built for how your team already works.

Even a 10% boost in your close rate or a few hours saved each week can quickly cover the cost of a CRM. The right system doesn’t just pay for itself but rather frees your team to focus on work that moves the business forward.

Capsule is built to help you see those returns faster, without the setup headaches or surprise costs. Start with the free forever plan or try the full version free for 14 days.

Frequently Asked Questions

How do you calculate CRM ROI?

What is the average ROI for a CRM?

How much money do you earn for every $1 spent on CRM?

How is CRM ROI calculated?

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Best CRM for coaches: Top 7 choices in 2025

Software Stack Editor · June 8, 2025 ·

Coaching is booming — the number of active coach practitioners has more than doubled since 2019, with over 145,000 in 2024 and more growth ahead. But with more clients and more competition comes more to keep track of.

After a session ends, your work doesn’t. If you’re coaching regularly, you’re managing more than just sessions. Each client brings goals, timelines, feedback, and follow-up. Keeping all of that straight can pull your focus away from the work itself.

This guide covers CRM tools that fit how coaches operate day to day. They’re simple to use, built for real relationships, and flexible enough to grow with your practice.

Key CRM features for coaches

CRMs are usually built with sales pipelines in mind, not coaching sessions. They come loaded with dashboards, deal tracking, and forecasting tools that don’t map to how coaches actually work.

Coaching is relationship-driven. You need a clear view of each client, where they’re at, and what’s next. The right CRM system should help you follow through consistently and without burying you in features you’ll never use.

These are the features that make that possible:

Client progress at a glance. A CRM should show where someone is in your process, whether they’ve just signed up or haven’t booked in a while.
Notes that support the next session. After a call, you need a clear place to log the outcome and flag anything to bring up next time.
Reminders that act like memory aids. A quiet nudge can help you follow up when it matters, without building an automation flow you’ll never maintain.
Scheduling that matches your process. Whether clients book through a link or confirm over email, the CRM should make it easy for both of you.
Invoices are sent without switching tabs. Billing should feel like a small task, not another system to set up or troubleshoot.

The best coaching CRMs don’t change how you work. They make it easier to keep each client on track, without overthinking the tools.

The best CRM for coaches: Our top picks for 2025

No two coaching practices run the same way. Some focus on deep 1:1 work. Others manage group programs, recurring sessions, or a mix of both.

The tools below reflect that range. Each one brings something different to the table — from flexible client tracking to simplified scheduling or billing. Depending on how you run your practice, one of these will likely suit your day-to-day better than the rest.

CapsuleCRM

Capsule isn’t built just for coaches, but many coaching practices use it for a reason. It gives you a clear way to manage client details and stay on top of what needs to happen next, without adding more complexity to your busy coaching day.

Features that support coaching workflows

Custom fields let you track session topics, client goals, or program phases based on how you run your practice
Session notes live next to each client’s profile, so you can review progress and follow up with context
Reminders help you reconnect with clients who’ve gone quiet or send prep work before the next meeting
Pipelines show where each client stands – you can see who’s onboarding, who’s midway through a plan, and who’s ready to renew or close out.
Calendar integration keeps your availability accurate and helps prevent double bookings
Billing tools like Quickbooks or Xero connect easily, so you can send invoices without re-entering client info

Pricing

Paid plans start at $18/month per user. There’s also a free version for up to 2 users — helpful if you’re building your practice gradually or coaching part-time.

What coaches say about Capsule

“I use Capsule to keep track of my coaching clients… session notes, contact records, and reminders. It’s very intuitive to use.” — Claire S., Personal Development Coach (source)

“I originally acquired Capsule for coaching and education. I still track clients with it… a best-in-class CRM.” — Beth L., Co-Owner, Individual & Family Services (source)

“It’s incredibly easy to set up and simple to use. I mainly use it for recording coaching sessions and tracking what was last talked about.” — Dave S., Professional Trainer & Facilitator (source)

Paperbell

Paperbell is built for coaches who want one place to manage logistics. It combines scheduling, payments, contracts, and client files into a single tool, which can help reduce the need for separate systems.

Features that support coaching workflows

Self-booking allows clients to choose their own times using a link tied to your availability
Session tracking lets you manage how many appointments are left in a package or plan
Built-in contracts and forms keep onboarding and admin in one place
Client portal gives clients access to files, invoices, and upcoming sessions
Support for group programs as well as 1:1 work, with no extra add-ons required

Pricing

$57/month flat. Includes unlimited clients and packages. No free plan.

Things to keep in mind

You’ll be working inside Paperbell’s ecosystem (third-party billing or contract tools aren’t supported)
The fixed pricing may be a stretch for coaches just starting out
Customization is limited to what’s offered inside the platform

HoneyBook

Do most of your clients come in through referrals, inquiry forms, or discovery calls? HoneyBook might fit how you work. It’s often used by freelancers and service providers who need a clean way to manage new leads, send proposals, and collect payments without juggling separate tools.

Features that support coaching workflows

Lead capture and response tools help you organize inquiries as they come in, with automated responses and status updates
Proposal and contract templates allow you to send coaching agreements quickly, even if you work with different client types
Built-in payment processing supports upfront fees, split payments, and recurring invoices
Scheduling features unlock on higher plans, letting clients book sessions based on your availability

Pricing

Starts at $29/month (billed annually). Scheduling and automation are available from $49/month. Free trial included.

Things to keep in mind

HoneyBook doesn’t include session tracking, so you’ll need another method to manage progress
The entry plan doesn’t include calendar tools
It’s better suited for coaches who treat each client like a short-term project, not an ongoing program

Less Annoying CRM

If you’ve avoided CRMs because they feel overbuilt, Less Annoying might be the exception. It offers just enough structure to stay on top of client information without requiring setup time or training. The interface is intentionally minimal, which appeals to coaches who want something straightforward and reliable.

Features that support coaching workflows

Contact tracking gives you a central place for client notes, basic progress updates, and status changes
Built-in calendar and task list help you remember who needs a check-in, without relying on sticky notes or reminders elsewhere
Email logging via BCC lets you keep communication history in one thread, without connecting your full inbox

Pricing

$15/month per user. All features included. 30-day free trial.

Things to keep in mind

No scheduling, invoicing, or automation — you’ll need to connect other tools for those tasks
There are no coaching-specific templates or workflows
Best suited for coaches who want simplicity and don’t mind doing a little manual setup

Keap

Keap focuses on automation and marketing, which makes it a fit for coaches who treat their practice like a business engine. If you’re selling group programs, digital products, or running lead generation funnels, this system offers the structure to support that kind of growth.

Features that support coaching workflows

Email automation allows you to build sequences triggered by actions, such as opt-ins, purchases, or missed sessions
Visual pipelines help you organize client journeys, from initial consults to program completion
Integrated scheduling and reminders reduce manual follow-up and keep sessions on track

Pricing

Starts at $249/month for two users and 1,500 contacts. Onboarding and trial included.

Things to keep in mind

Requires time to set up, especially if automation is new to you
The cost makes more sense for coaches running group offers or high-volume funnels
Less suitable for coaches focused solely on 1:1 work or looking for a lightweight tool

Nimble

Some coaching relationships start with a discovery call. Others begin in a comment thread, a forwarded message, or a quiet LinkedIn DM. Nimble helps you keep track of those loose ends and turn casual outreach into consistent follow-up.

Features that support coaching workflows

Contact profiles update automatically using email and social data, so you don’t need to log every new detail yourself
Browser extension lets you add notes or leads directly from Gmail, LinkedIn, or a website without switching tabs
Social activity tracking shows what clients and prospects are posting, helping you stay relevant when reaching out

Pricing

Nimble pricing starts at $29.90/month, or $24.90/month with annual billing. Includes up to 25,000 contacts.

Considerations

No session tracking, invoicing, or calendar tools — this is for relationship management, not full admin
If your network isn’t active online, the social features won’t add much value
Best for coaches who want to stay visible through outreach and referrals

Hubspot CRM

HubSpot is one of the most feature-rich free CRMs available — and that’s both its biggest strength and biggest trade-off. For coaches just starting out, it offers a lot out of the box: contact management, scheduling, email tools, and lead forms.

But HubSpot was built with sales teams in mind. That means dashboards, deal stages, and tools you might never touch. The experience can feel overwhelming if you only need to track a few clients or send simple follow-ups.

Features that support coaching workflows

Email templates and tracking help you manage ongoing client conversations without starting from scratch each time
Built-in scheduler lets clients pick time slots directly from your calendar
Basic marketing tools include email sends, forms, and contact segmentation — useful if you’re building a newsletter or lead magnet

Pricing

Free for core tools. Paid HubSpot plans start at $15 per month. More advanced features, such as email automation, are available only on higher tiers.

Considerations

The dashboard and interface are built with sales teams in mind, which can feel out of step with coaching workflows
White-labeling and more flexible automation come at a cost, and not all coaches will use them
Best for those who want a CRM that can grow with them into marketing, funnels, or digital product sales

Conclusion

Coaches have actual work to do. Time goes into preparing for sessions and being fully present with each client. Admin shouldn’t be the part that drains your focus or interrupts your flow.

Capsule helps you keep things in order without turning your day into a checklist. You can track what’s been discussed, log what needs to happen next, and get reminders when it’s time to reconnect — all in one place.

Try Capsule free and see how it fits the way you coach.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Is Notion project management right for your small business?

Software Stack Editor · June 8, 2025 ·

Is Notion helping your team? Or just adding to the to-do list?

Plenty of small businesses turn to Notion, thinking it��’ll simplify project work. But once the real tasks begin, the setup often takes over. You’re building databases, customizing views, fiddling with filters — before anyone’s assigned a deadline.

That’s time most small teams can’t afford. When your workload’s already full, the last thing you need is a tool that adds decisions instead of direction.

In this guide, we’ll show where Notion works well, and where it may slow you down. We’ll also explore options that make project tracking easier from day one, including how Capsule helps you stay on top of work without extra tools or admin.

What is Notion, and how do people use it for project management?

Notion is a workspace where you can build your own project management system from scratch. It combines notes, tasks, databases, and documents in one place, so instead of switching between five tools, everything lives on flexible, editable pages.

For small businesses, that flexibility can be a huge draw. Teams often use Notion to:

Create custom task lists or dashboards
Build Kanban boards, calendars, or timelines
Start with prebuilt templates from Notion or tools like Zapier

If your process doesn’t fit traditional project management software, Notion gives you room to design your own, without getting boxed in.

For example, a template like the Project Charter helps teams track milestones, assign owners, and map constraints all in one view. You can tweak it to suit your workflow, then duplicate it across projects.

Notion lines up well with what small teams often look for in a project tool:

It’s affordable. The free plan covers a lot for individuals and small teams, which is ideal when you’re watching costs.
It’s flexible. You can shape the workspace to match your workflow, instead of forcing your process into a rigid template.
It keeps everything in one place. Tasks, notes, and project docs can live on the same page, which helps reduce tool sprawl.
It’s simple to collaborate. Real-time editing and comments make it easy to share updates and tag teammates.

These are all strong starting points.

But here’s the tradeoff: Notion starts as a blank canvas.

That’s its strength but also its challenge. Unless someone on your team builds the structure, there’s no system to follow. And as your team grows or your projects get more complex, that flexibility can start to work against you.

If you’re a small team that values control and doesn’t mind building from scratch, it’s a compelling point. But if you’re short on time or just need something that works out of the box, you might run into friction.

Let’s look at where Notion might slow you down.

Where Notion may fall short for small business project management

When you’re running a small business, time is your edge. And while Notion offers flexibility, that freedom can come at a cost.

Setup takes time you don’t have

Notion gives you a lot of options, but no structure unless you build it yourself. Want to track tasks by project, assign owners, or flag overdue work? You’ll need to create databases, link properties, and configure filters before a single task is assigned.

If no one on your team enjoys that kind of setup work, it can be overkill. What starts as a quick idea board can spiral into an unruly system no one wants to maintain.

By contrast, project tools like Capsule give you structure from day one. Tasks are tied to real events, color-coded, and filterable by type or owner:

Missing the features that growing teams expect

Notion covers the basics, but it’s light on deeper project tools:

Timelines are static, lacking dependencies or drag-and-drop scheduling
Progress tracking is manual, without a clear way to see completion rates or milestones
Reports and dashboards? You’ll need to build those yourself or connect external tools
Task management lacks key functions like recurring due dates or built-in time tracking

While that’s manageable at first, growing teams usually need more structure, not less. Capsule includes visual timelines and task views that evolve with your workload:

No built-in automation

You can’t trigger task reminders or auto-assign work based on status changes — not without third-party tools like Zapier. For busy small business teams, that means more check-ins and more manual updates.

Other platforms, including Capsule, build those automations in. You can track follow-ups and stay on top of tasks, without stitching systems together:

Integration friction adds overhead

Most small businesses use at least one integration, with many leveraging multiple (often 1–5+) to connect their core business systems.

Notion connects to other tools, but usually through workarounds. If you manage sales in one platform and projects in Notion, someone’s duplicating data or building custom workflows just to keep things in sync.

With Capsule, your projects, tasks, and contacts all live in one place — and it integrates natively with Office 365, Google Workspace, and Slack, so you’re not chasing updates across tabs:

Communication happens elsewhere

Notion is great for storing info, but less so for keeping people aligned in real time. There’s no team chat or comment threads live on specific blocks across projects.

That can leave conversations scattered across Slack, email, and Notion. Capsule keeps task discussions tied to the work, inside the same tool you use to manage your customers:

It slows down as your business speeds up

A team of five might love Notion at first. But when you scale to ten people and dozens of projects, small gaps become real blockers. Filtering tasks gets clunky, notifications get missed, and mobile access can feel limiting.

At that point, managing the system takes more effort than managing the work.

Capsule is built for that shift. It grows with your workload yet without adding overhead.

Alternatives to Notion for small business project management

If Notion’s starting to feel more like a project than a project tool, you’re not alone. Many small teams hit that wall — and luckily, there are other tools that fit better as your needs evolve.

Project-first tools

Platforms like Asana, Trello, ClickUp, or Monday are built specifically for managing tasks and timelines. You get ready-made boards and calendars to use. Most offer free plans, which makes them easy to try when your team is small and deadlines are starting to pile up.

CRM-based project tracking with Capsule

If you’re already using a CRM, it can make sense to track project work there too. Capsule’s Projects feature keeps your customer info and timelines in one place.

You can:

Link projects directly to contacts
Use milestones and timelines to bring structure
Track and assign tasks without bouncing between tools

For teams handling sales, delivery, and admin in the same week, this kind of all-in-one setup saves time.

Just need a simple way to get started? Try templates.

If your team isn’t ready to switch tools yet, spreadsheets can still go a long way. We’ve pulled together a set of free project templates you can download and use right away. They won’t scale forever, but they’re a solid stopgap if you need clarity fast.

Still like Notion? Use it where it works best!

Notion isn’t all-or-nothing. It’s great for internal docs, wikis, and team notes. You can keep using it there and lean on a more structured tool (like Capsule) to manage tasks and delivery.

Choosing what fits your team

When projects sit alongside the rest of your work – your customers, your pipeline, your team’s next steps – it’s easier to stay on top of what matters.

Capsule brings everything into view, so you’re not chasing updates or switching tabs.. If your team is handling project work alongside sales or client delivery, Capsule keeps it moving.

Try it out and see how it fits into your day.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

CRM analytics explained: See what’s working, fix what’s not

Software Stack Editor · June 7, 2025 ·

Your CRM is full — contacts, notes, deals in motion — but it’s not always clear where your time will make the biggest difference. Which leads are close to buying? Which follow-ups actually delivered? Should you try something else?

In this guide, we’ll show you how to make sense of the activity in your CRM and turn it into action. Follow our practical steps to move with more focus.

What is CRM analytics?

CRM analytics helps you make sense of the customer data already in your system. It shows who’s buying, what they return for, and when they’re likely to drop off, so you can plan your next move with more certainty.

There are a few types of analytics you might come across:

Descriptive analytics shows what’s already happened. Example: 50 people ordered during last month’s promotion.
Diagnostic analytics explains why. Maybe sales dipped after your newsletter paused.
Predictive analytics spots what might happen next, like when regulars start skipping orders.
Prescriptive analytics suggests what to do. If churn risk is high, your CRM could prompt a follow-up or discount.

You don’t need to use all four. Even simple signals, like spotting your top buyers, can shape how you sell and who you focus on. For example:

A digital marketing agency notices that clients who attend onboarding calls are more likely to renew.
A virtual bookkeeping service spots that late responses often signal churn risk within the next quarter.
An ecommerce store finds that customers who buy bundles in their first purchase are more likely to return for seasonal sales.

These patterns don’t require complex tools or a big budget to act on — just a CRM that helps you see what’s already there.

Why CRM analytics matters for small businesses

Small businesses don’t have time to guess. Every hour, every email, every campaign needs to earn its keep. That’s where CRM analytics makes a real difference – not by adding more to your plate, but by helping you focus on what’s already working.

If you’re using a CRM, you’re already collecting useful signals: contact details, notes from calls, replies to outreach, and purchase history. CRM analytics helps you spot the patterns in that activity so you can act faster and stay one step ahead.

That might mean:

Knowing which leads are most likely to convert
Timing your follow-ups when customers are most engaged
Seeing which channels actually drive revenue

For small teams juggling sales, service, and delivery, often all at once, this kind of clarity is priceless.

The 2024 State of CRM report backs it up:

60% of teams now use their CRM as the primary way to manage customer relationships
43% say forecasting and pipeline tracking are their most valuable CRM features
35% have seen better lead quality, and 31% are getting more leads overall

CRM analytics helps you decide what to do next with confidence. And for small businesses, that kind of focus is fuel.

Key insights you can gain from CRM analytics

Struggling to determine which customers are worth following up with? CRM analytics and revenue intelligence pinpoint the people, patterns, and gaps that actually drive results.

#1 Customer segmentation and behavior

Not every customer moves through your business the same way. Some show up once and disappear. Others return regularly or follow a seasonal pattern. CRM analytics helps you spot those behaviors early and adjust how you follow up.

A good example is a consulting business. These teams often serve a mix of clients: one-off strategy sessions, monthly retainers, or phased project work. Each type of engagement has a different rhythm and a different set of signals worth tracking.

Say you offer business consulting services. Your CRM shows three clear client types:

Ad hoc clients who book a single session → often tied to funding rounds or product launches.
Retainer clients who meet monthly for planning, reviews, or accountability.
Project-based clients who work with you in phases, often returning after a pause.

Each group responds to different messages, timelines, and check-ins. Capsule can help you organize that without adding more to your workflow.

💡 Pro tip: Use tags in Capsule to label clients based on service type or engagement model. Then, set up Tracks or reminders to follow up at the right time, like quarterly nudges or check-ins after a big milestone. Reuse what’s worked before; just tweak the details.

You might also notice booking patterns. For instance, early-stage founders might tend to schedule Monday morning sessions, while agency clients prefer Friday meetings to wrap up the week.

💡 Pro tip: Create custom fields and tags in Capsule to track booking days or service types. Then build filtered lists to target those groups with more relevant tips, tools, or offers.

For more irregular clients, it helps to track when they drop off — so you can step in before the gap becomes permanent.

💡 Pro tip: Use Capsule’s activity timelines to track booking frequency. Set up automated tasks to check in after a gap, or offer perks to loyal, long-term clients.

Segmentation doesn’t need to be complicated. Start by tracking:

How often clients book
What services they use
When they tend to reach out

From there, you can tailor your outreach and focus your follow-ups.

#2 Sales performance and forecasting

When your calendar’s full but the numbers don’t reflect it… something’s off. Maybe you’re spending hours chasing leads that rarely convert? Or relying on channels that look busy but don’t bring in revenue?

CRM analytics helps you see where results are coming from so you can plan with more confidence and shift your focus when something isn’t working.

Say you’re managing a local real estate team. You often work across multiple lead sources: walk-ins, listing platforms, referrals, email signups, and local partnerships. You log every inquiry in your CRM — from open house attendees to newsletter signups. After a few months, patterns emerge. Referrals are closing quickly, while leads from a listing aggregator stall out. You thought your energy should go to platform leads, but the data tells a different story.

💡 Pro tip: Use Capsule’s custom fields to tag each lead source. Once deals are logged, run a report to see which source consistently results in wins. That gives you a clearer picture of what’s worth scaling and what needs a rethink.

You might also start spotting seasonality in your deals. Maybe Q1 is all about relocations, while Q3 slows down. Knowing this ahead of time helps you shift your marketing or stack your pipeline accordingly.

💡 Pro tip: Use Capsule’s sales pipeline reports to track revenue over time. You’ll see which months drive activity — and when to prep outreach, content, or inventory around it.

These insights shape your next moves. With performance data and clean lead tracking, small teams can avoid wasting time on work that doesn’t convert.

#3 Lead generation

Getting new leads is one thing. Knowing which ones are likely to convert – and which ones are stalling — is where CRM analytics really earns its keep.

For a social media agency, leads might come in through referrals, website forms, cold outreach, or LinkedIn. But not every inquiry turns into a client. Capsule helps you track which leads are progressing and which ones have quietly gone off course.

Capsule flags stale opportunities with an orange band. This happens when a deal stays in the same stage without any new communication logged, which is a clear sign that it needs attention.

💡 Pro tip: You can also set up deal stages in Capsule like “Discovery call,” “Proposal sent,” and “In review.” When a lead hasn’t moved — and there’s been no recent contact — you can take action.

You don’t need complex tools or a data expert to start making sense of your customer insights. Capsule’s built-in dashboards are designed for small teams — clear, visual, and ready to use.

Take the example shown here: a breakdown of open opportunities by stage, value, and lead source. In one view, you can spot who’s in the pipeline, where deals are getting stuck, and which sources are driving revenue.

💡 Pro tip: Use Capsule’s filters to drill into specific lead types — like repeat buyers, stalled deals, or top accounts by region. Then act on what you see: follow up, re-engage, or refocus.

For teams who want to go deeper, Capsule data can be exported to tools like Excel or Google Sheets for basic trend analysis. If you’re using advanced platforms like Looker Studio or Tableau, you can build more custom visuals — but for most small businesses, Capsule’s reports go further than you think.

Start with what’s already in front of you.

Make CRM analytics a habit

Data only works if it fits into how you already run your business. Instead of treating analytics as a once-a-quarter review, build a light-touch rhythm that surfaces what matters, and when it matters.

Here’s how to keep it useful without turning it into homework:

Track lead quality by source each month. Pull a filtered report of closed/won opportunities and group them by lead source. Which channels are converting? Which ones just add noise?
Scan for stale deals every Friday. Capsule flags any opportunity that’s been sitting too long without follow-up. Review the list, tag the ones worth chasing, and close the ones that aren’t moving.
Use lost reason data to improve fit. At the end of each week or campaign, review why recent deals were marked as “Lost.” Look for patterns — budget mismatch, slow response, wrong service — and use that to shape your lead gen or messaging.
Set one retention task per high-value client. Each month, filter clients with the highest deal values or repeat work. Add a check-in or a personal note. Even 5 minutes here can drive repeat revenue.
Log insights, not just actions. If a referral source dried up or a new client skipped the usual decision stage, leave a note on the contact. CRM analytics gets more valuable when you document what’s not obvious.

You don’t need to track everything. Just build a few smart checkpoints into your week and let your CRM do the heavy lifting.

Start with what your CRM already knows

Your CRM holds more answers than you think! Capsule helps you find the ones worth acting on — which deals are drifting, which leads are ready, where your time is best spent.

Open a report. Review one metric. Make one decision.

That’s how progress starts — and how small teams move faster.

Try Capsule for free →

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Generative AI for small businesses: practical use cases

Software Stack Editor · June 2, 2025 ·

You’ve probably heard of ChatGPT, Gemini, or Copilot — but might not realize they all fall under the umbrella of generative AI. These tools are no longer just for tech giants. Today, small businesses are using them to save time and streamline processes.

In this guide, we’ll walk through practical ways you can apply generative AI in your day-to-day work, from content creation and marketing to admin and customer service.

What is generative AI?

Generative AI is a type of technology that creates content, like text, images, or code, based on your prompts. Tools like ChatGPT, Gemini and Perplexity respond to questions, generate drafts, summarize information, and more.

Most of these tools are easy to access.

You enter a request like: Write a friendly email to my customers about a summer sale.

And within seconds, the system returns a complete draft.

Many of these tools are free or low-cost, making them accessible even for very small teams. For example:

ChatGPT (OpenAI) – Free tier with GPT-3.5; $20/month for GPT-4 access.
Gemini (Google) – Free via your Google account; advanced features available through Google One AI Premium ($19.99/month).
Perplexity – Free basic access; Pro plan at $20/month unlocks more advanced models.
Claude (Anthropic) – Free for casual use; Pro plan with Claude 3 Opus is $20/month.
Copy.ai – Free plan includes limited credits; paid plans start at $49/month with more templates and team features.

These pricing tiers are built for experimentation. You can test the basics, then scale only if you see real value.

Generative AI use cases for small firms

If you’re running lean and doing most of the heavy lifting yourself, generative AI can step in to help. Below are practical ways small businesses can use these tools, with prompts and examples to get you started.

Use case 1: Content creation & copywriting

67% of small businesses used generative AI for content and SEO in 2024, according to Semrush. So if you’ve been thinking about trying it, you’re not alone – and you don’t need a writing background to see results.

AI tools like ChatGPT and Jasper can help you generate blog posts, client emails, landing page copy, proposals… anything that starts with a blank page and takes longer than it should.

Real-world example

You run a small financial consulting firm that works with other small businesses. You’d like to publish content that draws in potential clients, but what exactly should you write about?

You check AnswerThePublic and search for “financial consulting.”

The results surface real questions people are searching for, like:

What does a financial consultant do?
Are financial consultants worth it?
How does a financial consultant help?

These give you a clear starting point. You decide to write a blog post titled: 5 ways a financial consultant can help small businesses grow.

To draft it, you open ChatGPT and enter a prompt like:

Write a blog post for a small financial consulting firm. The topic is “5 ways a financial consultant can help small businesses grow.” Keep the tone professional and supportive. Include a short intro, then a numbered list with clear, practical examples. End with a quick summary and a soft call to action.

In seconds, you get a structured draft. The core ideas are there — now it’s just a matter of refining the language and adding your own insights to make it sound like you.

How to write a better prompt

AI tools can only work with what you give them. You’ll get better drafts if you include a few details in your prompt, like:

The type of content you’re creating (blog post, email, proposal)
Who the audience is (new client, returning customer, warm lead)
The tone you want (professional, friendly, warm, confident)
The length or format (short paragraph, numbered list, etc.)
What action do you want the reader to take (book a call, reply, sign up)

Instead of using a basic prompt like:

Write a welcome email for a new client.

Try powering it up like this:

Write a short, professional welcome email to a new client from a small consulting firm. Keep the tone warm and confident. Mention what’s next in the onboarding process and include a contact point for questions.

A few small additions go a long way. You’ll get content that feels more aligned, and you’ll spend less time editing.

Think of generative AI as your drafting assistant. It speeds up your process, but the human touch still matters. Use it to get going faster, not to do the thinking for you.

Use case 2: Personalized outreach at scale

Generic messages don’t convert. But writing tailored emails for each group in your CRM takes time — unless you combine AI with simple audience segmentation.

Let’s say you’ve tagged two groups:

Leads who downloaded a free business guide but haven’t booked a call
Clients who haven’t re-engaged in a while

Instead of writing from scratch, use an AI tool to quickly generate a first draft for each one.

How to start, step by step

Pick one audience tag (e.g. Downloaded lead magnet)
Define the goal of your message (e.g. Encourage them to book a call
Write a clear, single-purpose prompt, like:

Write a follow-up email for a lead who downloaded a business guide but hasn’t booked a call. The tone should be helpful and professional. Include a soft CTA to reconnect.

Edit the output to reflect your voice and value — AI gets you 80% there
Send it — and save it as a reusable template for similar leads

What better personalization actually sounds like

Before (generic):

Thanks for checking out our resources. Let us know if you need help.

After (AI-personalized):

Noticed you downloaded our guide last week. If any of those roadblocks sound familiar, we’d be happy to talk through a few options. Here’s a link to book a quick chat — no pressure.

More specific, more human, and much more likely to drive action.

! Keep it privacy-safe

Don’t paste customer names, emails, or specific identifiers into AI tools, especially if you’re using free or public versions. Most of these tools log inputs to train their systems, which means anything you enter might be stored or reviewed later. That’s not something your customers would expect, and it could create compliance risks under GDPR.

Stick to broad traits instead. Say:

✅ Clients who haven’t renewed in a few months

❌ Olivia Clarke from Bristol Clarke Digital, who opened our email on May 12

This helps you generate relevant, on-brand content while protecting customer trust.

If you ever want to go deeper with AI and customer insights, look into tools that support private environments or business-level data handling. But for everyday use, general audience signals are more than enough, and much safer.

Use case 3: Internal & external chatbots

If you’re running a small business, customer questions don’t come in batches. They interrupt your day — in your inbox, on Facebook, through your website, sometimes all at once.

And it’s often the same five questions:

When will my order arrive?
How do I make a return?
Are you open on weekends?

You could keep answering manually, or spend your Saturday updating your FAQ page. But there’s a quicker way.

Chatbot tools like Zapier’s Chatbots let you build a basic, on-brand assistant that responds automatically, with answers you write once, then reuse across your channels.

Set it up in under an hour

Jot down the top 5–10 questions customers ask you most. Think shipping, opening hours, pricing, or anything you’ve typed more than three times this week.
Write simple, helpful answers — in your tone. Use the same voice you would in a quick reply. Friendly and to the point.
Drop them into a chatbot builder. Tools like Zapier let you add these directly, or even pull from existing help docs. Most offer step-by-step setup.
Test it like a customer would. Ask questions in plain language. If the answer isn’t clear, tweak the wording.
Make sure handoffs work. Add a message like “Need more help? We’ll jump in” to guide complex questions back to you or your team.

It’s not just for customers!

Customer support is the obvious use case, but you can also use a chatbot internally. Need to onboard new hires? Share how-tos for common tools? Centralize business policies?

Chatbots can also help inside your business. If your team is growing, you’ve probably answered things like:

Where do I find the invoice template?
What’s our refund policy again?
Who approves social posts?

Instead of repeating the same links or explanations, you can train a simple internal chatbot to answer these for you, using the same tools.

Use case 4: data analysis

When you’re dealing with many customers, projects, and admin, digging through spreadsheets or reports rarely takes time you don’t have. But those files often hold insights you’re probably missing.

Generative AI can help. Instead of sorting data by hand or squinting at a dashboard, you can ask a plain-language question and get a summary you can act on.

Below are three small ways to start.

1. See where your time really goes

You run a service-based business and track hours in a spreadsheet. You know some projects run long, but you’re not sure where the bottlenecks are.

You upload the time log and ask:

Which project types took the most hours last quarter? Were those projects also the highest rated by clients?

In seconds, the AI highlights where your time is going and whether it’s worth it. You might find small-brand identity projects are profitable and fast, while full rebrands are time-heavy but low-margin.

That’s input you can use to adjust your offer, pricing, or team focus.

2. Find what’s driving repeat business

You’ve been logging customer feedback and invoices, but haven’t reviewed them together.

You copy a CSV file into the AI tool and ask:

Which types of customers placed multiple orders this year? What feedback did they leave compared to one-time buyers?

The tool clusters patterns you hadn’t noticed. Maybe clients who order workshops also mention speed and flexibility, while one-off buyers comment on price.

3. Spot weak points in your sales flow

Your CRM exports deal activity: stages, close dates, lost reasons, and values. You’re not sure where most deals fall apart.

You can ask:

Where do deals most commonly get stuck? Are there specific lead sources tied to longer sales cycles or lower win rates?

Within moments, you see that leads from a partner network close fast, but paid ads bring volume with low conversion. Now you know what to invest in, and what to pause.

⚠️ Keep it compliant at all times

We mentioned this earlier, but it’s worth repeating: before uploading any files to an AI tool, double-check that they don’t contain personal data like:

customer names,
email addresses,
or internal notes tied to individuals.

Stick to anonymized or aggregated information, for example, use labels like “Client A”, “Service B”, or “Repeat buyer”.

Most free AI tools don’t meet GDPR standards for handling personal data. If you’re working with live CRM exports or detailed customer histories, use platforms that offer built-in privacy controls or business-grade environments.

Your data is valuable — but so is your trust.

Use case 5: Build branded visuals faster

Design delays can stall your marketing. You need visuals for LinkedIn posts, downloadable guides, or email headers — but hiring a designer or finding the right image often takes more time (and money) than you have.

With generative AI tools like ChatGPT’s built-in image generator, you can create clean, campaign-ready visuals by describing what you need in plain language. It’s fast, flexible, and free to try.

Real-world example

You’re a business consultant preparing a LinkedIn series about helping small teams scale. You’ve got the message and structure, but no visuals — and no budget for a designer.

In ChatGPT, you prompt:

Create a clean, modern illustration showing a small business team collaborating around a table. Neutral background, soft colors, room for text overlay.

You get a few options. One fits your tone and layout. You download it and move it into Canva to add your title and brand colors — now it feels like yours:

The results give your materials a consistent, professional look, without outsourcing. What might have cost $200+ across a few assets now takes under an hour.

Keep copyright and consistency in mind

ChatGPT’s image outputs can be used commercially, but always check current terms if you’re publishing widely. And while AI can generate strong visuals quickly, it won’t give you a complete brand system. Expect to fine-tune colors, fonts, or layouts to keep things consistent. Use AI to accelerate the work, but keep creative direction in your hands.

Use case 6: Automate repetitive admin tasks

Small business owners are stretched thin. More than 70% work over 40 hours per week, and nearly one in five log over 60. That time is often lost to repetitive admin: forwarding leads, logging data, rewriting the same email.

But you don’t need to be a tech expert to lighten the load.

With tools like Make.com, you can automate everyday tasks using ready-made templates. Just connect the apps you already use — like Gmail, Google Sheets, Slack, or Calendar — and let the system take care of the busywork.

Small businesses using automation report up to 40% higher productivity and 30% lower operating costs, mostly by cutting out repetitive work and routine admin.

Here are four automations small teams can put to work right away:

Log new client emails in a spreadsheet — instantly

Leads and client requests often arrive by email. Instead of forwarding them or manually copying details into a CRM or tracker, this automation captures each email’s sender, subject, and message and adds it to your Google Sheet — no touch required.

🔗 Try it: Add new incoming emails to a Google Sheets spreadsheet

Auto-send emails when new leads come in

You add a new lead to your Google Sheet — or someone fills out a form — and this workflow sends a Gmail reply instantly. You stay responsive without having to be in your inbox all day. Whether it’s a thank-you message, meeting link, or intro to your service, it gets sent while you’re doing something else.

🔗 Try it: Send Gmail email from a new Google Sheets row

Add booked meetings to your calendar automatically

You’re tracking calls or bookings in a spreadsheet, but still adding them manually to your calendar. This automation picks up the date and time from your sheet and creates a Google Calendar event for each one.

🔗 Try it: Sync events to Google Calendar

Push Facebook leads straight into your follow-up sheet

If you’re running Facebook Lead Ads, this automation takes every new lead and adds it straight to your Google Sheet in real time, so your team can jump on them fast.

🔗 Try it: Sync Facebook Lead Ads leads with Google Sheets

You don’t have to automate your entire business, but removing just a few of these manual steps adds up to hours saved each week.

Use case 7: Build small tools for your website

Even just a year ago, building something like an interactive ROI calculator for your blog would’ve meant hiring a developer or buying a clunky plugin.

Now? Generative AI can build it for you.

You can simply describe what you need — for example, build an ROI calculator:

In seconds, the AI generates fully functional code. You copy and paste it into your site or CMS, and you’re done!

(If you want to use this calculator, you can access it here)

Want to go further? You can prompt AI to build:

Pricing tables that adjust based on user input
Feature comparison tables for your product or service plans
Interactive checklists or comparison widgets for blog posts

And more — without writing a single line of code. Just describe what you want to build, and with a few quick edits, it’s ready to use.

Generative AI for business like yours

Generative AI is already part of everyday work. More small businesses are using it to speed things up and stay on top of day-to-day tasks. You don’t need technical experience to start. Most tools are built to be simple. Good luck!

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

How to make the most of Feefo and Capsule CRM

Software Stack Editor · June 2, 2025 ·

Capsule CRM integrates with the product and service review site, Feefo, through trusted automation platform, Zapier.

Wondering how you could make use of this connection? You’ve come to the right place. Today, we’ll explore our top use cases for Feefo and Capsule CRM.

1. Centralize your product and service rating in your CRM

Your CRM unites all your customer data: from contact details and engagement history to invoicing and account management communications. So why not store their opinions on your product or service in the same easy-to-find location?

When you connect Feefo and Capsule, new reviews are recorded as Tags against contact records, so you can easily identify your customer’s score when you access their record.

Your Feefo-Capsule connection creates Tags for your contact’s star rating, logged against their record. You could use your Feefo ratings as part of a Net Promoter Score (NPS), helping you determine your customer health score.

Collecting this information in Capsule CRM enables you to filter your contacts and identify happy customers as well as those who need additional support.

3. Pinpoint areas for improvement in your product or service offering

Collecting reviews and storing them alongside your customer data makes it even easier to identify weak spots and areas for improvement among your products and services. Filter your records by tags like product type or service subscription level. Then add filter this list by Feefo reviews to easily determine general and individual attitudes towards your offering.

4. Unlock greater customer relationships

Collecting reviews and storing them against the relevant contact makes it easier to get in touch with them to discuss their experiences and offer tailored solutions.

Some issues require multiple follow-ups to resolve. Not to worry: you can log each step of this process against their contact record, keeping your engagement history organized and easily accessible to all the relevant people.

With all historical engagement at hand, you – or an assigned team member – can easily find and identify a solution for any poor experiences recorded via Feefo.

Likewise, accessing your positive reviews in Capsule helps you build rapport and maintain healthy relationships with your customers.

5. Facilitate a reward model

Whether your business model is B2C or B2B, most prospective customers use reviews to influence their purchase decisions. So if you’ve got happy customers, it’s incredibly valuable to have them share their experience.

Incentivize your customers to write reviews by offering discounts and offers in return. And by connecting Feefo and Capsule CRM, you can easily confirm and track your customers’ reviews.

Top tip: Sophistication doesn’t have to mean more work: Connect Capsule CRM to a marketing platform like Transpond to automate discount code emails when your contacts leave reviews on Feefo.

6. Improve employee feedback

As a team lead, you can easily peruse reviews that mention the performance or service delivered by your team. This can help you spot weaknesses and identify areas for skill development. Similarly, this surfaces greater recognition of individuals in your team, so you can recognize and congratulate them for their contributions.

Feefo: enhancing your feedback loops

By connecting Feefo with Capsule CRM via Zapier, you can automatically tag customer records with their review ratings, centralizing valuable feedback within your CRM. This enables powerful segmentation, easier issue tracking, targeted follow-ups, and improved customer relationships.

You can even use your reviews to create reward campaigns and team performance insights, turning customer feedback into a strategic asset across your business.

Visit our support center for a detailed guide on setting up the Feefo connection.

Get started with Capsule’s free CRM today or try any plan free for 14 days to discover easy, agile business management.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

How you can make the most of Shopify and Capsule CRM

Software Stack Editor · June 2, 2025 ·

Running an online store is fast-paced and exciting, but it can also mean juggling a hundred small tasks just to keep things ticking. Capsule’s Shopify integration gives you one less thing to think about.

Shopify helps you sell. Capsule helps you build relationships. When you connect the two, you unlock a streamlined workflow that keeps your contacts organized, your follow-ups timely, and your team focused on what matters most: growing your business.

Why Connect Shopify with Capsule?

Whether you’re packing your first 50 orders or scaling to thousands, this integration helps you automate key tasks across your sales and customer journey. Here’s what you can expect when you bring Capsule and Shopify together:

1. Instantly add new customers to Capsule CRM

When a new customer purchases something from your Shopify store, the integration automatically finds or creates a new contact record in Capsule CRM, logging important details like:

Order number
Items purchased
Item price

This way, you can find both customer data and order information in one centralized location – and without the pain of manually writing up each purchase.

2. Full order history at a glance

Help your team help your customers: with instant access to each customer’s full order history in their own contact record, your team can quickly locate order activities to pick and pack or deal with any support issues in a cinch.

3. Smarter order fulfilment

It’s not just about recording your orders: Capsule CRM offers project management. And you can tailor your automations so that as soon as a new sale comes in, a new ‘project’ is created in a bespoke order fulfilment board.

With your order fulfilment board, your team can keep track of each order’s status and what needs to happen next for better efficiency and reduced errors.

Top tip: Connect Capsule CRM and Transpond to share automated updates with customers when their order leaves your warehouse.

4. Recover abandoned carts

There are constant distractions in our everyday lives, so it’s all too easy to add items to cart, navigate away, and forget.

Help your customers complete their purchase by reminding them of their abandoned carts with this Shopify integration: your custom-built Zap kicks in when a cart is abandoned, creating or updating the user’s contact record in Capsule CRM.

From there, you can prompt other automations to send email or SMS campaigns to nudge the shopper or encourage them to check out with a unique discount code.

Or add the contact to a custom Saved List to enroll them in remarketing campaigns for longer-term nurturing.

5. Proactive follow-up and nurturing

Automatically applying Tags and Custom Fields to your Shopify customers means you can filter your records to easily segment contacts for targeted communications using tools like Transpond and MailChimp.

Whether it’s a thank-you email, product recommendations, or reminders about items left in their cart, you’ll stay connected long after the sale.

6. Automatically log order data and other notes

Each new order can trigger a note to be added to the customer’s contact record, giving your team instant context for future conversations, without any manual logging.

Setting up the integration

This integration is powered by Zapier, a tool that connects Capsule with Shopify using automated workflows called Zaps. You’ll need a Zapier plan that supports multi-step Zaps.

Top tip: Before you start, create Custom Fields in Capsule CRM to make the Zap setup much smoother. For instance, you may need a Custom Field for “Order Count” or “Order value”.

Here’s how to get started:

Create or log in to your Zapier account.
Once you’ve signed up and logged into Zapier, it’s time to start a new Zap.
For your trigger app, choose Shopify and select a relevant trigger (e.g. New Paid Order, Abandoned Cart, Order Fulfilled).
Add Capsule as your action app and choose actions like Create Contact, Update Contact, or Create Note.
Map the relevant Shopify fields to the correct fields in Capsule.
Tell Zapier where to send customer data from Shopify (e.g. name, email, order value) within your Capsule records.
Test your Zap and make sure everything is syncing as expected.
All that’s left to do is turn it on and let Zapier take care of the rest.

You can create advanced workflows, like:

Creating a Capsule task when an order is placed
Tagging contacts based on products purchased
Assigning new leads to a team member automatically

For detailed support, visit our Shopify integration guide.

Save time and sell more

Capsule CRM and Shopify are both designed to help small businesses thrive: together, they make a powerful pair. With order data and customer details flowing seamlessly between platforms, you’ll save time, reduce errors, and deliver a more personalized experience every time someone shops with you.

So if you’re ready to lighten your workload and strengthen your customer relationships, connect Capsule to Shopify today. Your future self will thank you.

Visit our support center for a detailed guide on setting up the Shopify connection.

Get started with Capsule’s free CRM today or try any plan free for 14 days to discover easy, agile business management.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Contact Sales

Software Stack Editor · May 27, 2025 ·

Get in touch with our friendly team today to learn more about how Capsule can benefit your business. We’re happy to answer your questions.

Schedule a demo with a member of our team (min. 5 users)
Discover which plan is best for your business
Explore use cases based on your industry

Alternatively, check out our on-demand platform tour or visit our support docs for product support.

Join the next Product Tour

We host regular product webinars where you can get a real-time overview of Capsule, ask questions or just listen in.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Partner Program

Software Stack Editor · May 27, 2025 ·

If you’re looking for an easy-to-use CRM and marketing solution to recommend to your clients, audience or network — while building a reliable revenue stream, the Capsule and Transpond Partner Program is the right fit for you.

We’ve designed the program to be simple to join, easy to promote and rewarding for you in the long term.

Whether you’re an affiliate marketer, a consultant, a technology vendor, or an SMB network, there’s a path that fits you — with dedicated support and resources to help you succeed.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Rated 4.7 on G2

Software Stack Editor · May 27, 2025 ·

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Uncapped – Product update May 2025

Software Stack Editor · May 26, 2025 ·

Welcome to your Summer edition of Capsule Uncapped, your quarterly roundup of everything new and exciting in Capsule. We’ve been busy behind the scenes crafting updates to help you save time, stay organized, and get even more out of your CRM. Here’s what’s new…

Set, track, and report on Goals in Capsule

We’re excited to introduce Goals: a new space in Capsule where you can create Goals for you and your team to help drive motivation and build accountability so you can smash your objectives.

Opportunities created (by value or count)
Opportunities won (by value or count)
Opportunities progressed to milestone (Available from Growth plan)

Set your targets, track your progress in real-time, and turn your ambitions into achievements.

Keep your KPIs and performance centralized in Capsule alongside your daily work. No more trawling through emails and Slack chats to find your objectives…

Learn more about Goals.

Analyze data to optimize your work with advanced dashboards

Grab your oxygen tank – we’re going for a deep dive into analytics. Yes, Capsule now offers even more reporting capabilities across your sales, success, and service-focused work.

Explore dashboards dedicated to Tasks, your Pipelines, Open Projects, Closed Projects, and Conversions.

With greater visibility into your team’s activity and its results, you can identify what’s working well and what can be improved. Make smarter decisions faster with advanced analytics.

Check out your dashboards in app or visit our support guide to learn more.

Available on Growth, Advanced, and Ultimate plans.

Top tip: Save time with ‘Save and add’

Now, when you create a contact, you’ll see a drop-down arrow next to ‘Save’. From here, you can instantly add an Opportunity or Project relating to that contact. Easy peasy.

Available on all plans.

Manage tasks in bulk

Sometimes plans change. You’re busy. It happens. So we made it easier to make changes to multiple tasks at once. Now you can move, reassign, or complete tasks in bulk, making your to-do list waaay more manageable.

You could use this new functionality to:

Update deadlines to a new deadline (phew)
Reassign work when priorities shift
Clear out completed tasks in one fell swoop.

One customer who trialed the beta even described it as “life-changing” – thanks, Michelle, we’re happy we could help!

Clean up your CRM with bulk changes today.

Available on all plans.

You know that bittersweet feeling as you leave a networking event or convention? When you have a long list of new leads (yay) you’ll need to create contacts and opportunities for in your CRM? Time for a palate cleanse.

Save time when you bulk upload Opportunities into Capsule – you no longer need to create contacts first. Capsule now auto-creates related Contacts from the Opportunities you import: no manual entry needed!

Upload new Opportunities now. Or visit our support center to learn more!

Available on all plans.

Save lists with a click

Saved lists are now more visible on all list pages, so People & Organizations, Opportunities, and Projects.

It’s easier than ever to create dynamic, actionable lists for you and others to work from. Try filtering your contacts by the time since you last contacted them to make sure no one slips through the cracks.

We also added some new default lists to the Opportunities page like:

Added this week
My stale Opportunities
Closing this week

…So you can log in and get straight down to business.

You can also create your own actionable lists using the updated Save List button, now easier to find and use. They’re dynamic too, so records will be added and removed from the lists as they match your criteria.

Pro tip: Filter by Primary Contact name to find all Opportunities linked to one client (e.g. multiple branches of Nike). It’s perfect for managing large accounts with multiple deals on the go.

Available on all plans.

Top tip: Close Opportunities in bulk

Whether you’re taking care of monthly admin or cleaning out your data, the new bulk close (Won or Lost) functionality makes it easier than ever to keep your CRM up to date.

Available on all plans.

Shopify

Connect Shopify to Capsule to automate contact updates and order tracking, streamline workflows, and enable targeted follow-ups—freeing you to focus on growing your business. Connect to Shopify.

Feefo

Integrate with Feefo to pinpoint areas for improvement, segment and nurture your contact lists accurately, and fine-tune your customer experience. Integrate with Feefo.

Import2

Use Import2 to migrate CRM data to Capsule easily and for free—customize, test, and reconfigure your transfer for a smooth, stress-free start on any paid plan. Get started in app today.

Join our webinar: Sales tips to unlock growth with Capsule

Join Capsule’s Customer Success experts for insider tips on using your CRM to optimize your sales processes. We’ll be covering things like:

Using team structures to organise your sales data
How Pipelines and Project Boards help you structure your products and services
How to create and report on your sales activities (in Capsule!)
Using automation to streamline your processes
Taking advantage of our brand new feature, Goals: tracking progress and visualizing data through built-in reports.

Bring all your biggest CRM questions and that ambitious mindset of yours. Don’t worry if you can’t make that time, just sign up here and we’ll make sure you don’t miss a thing. Register here!

That’s it on our product updates for now.

But that’s not everything. Capsule CRM users, keep your eyes peeled for our new monthly newsletter, where we share genuinely helpful information on things like business development and marketing as well as all the Capsule tools that make your job sooo much easier.

See you soon,
The Capsule Team

P.S. We make and share our newsletters with Transpond – Capsule’s marketing platform. Check it out here.

Get started with Capsule CRM completely free today. Or try any Capsule plan free for 14 days.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Introducing Goals for Capsule CRM

Software Stack Editor · May 22, 2025 ·

Your CRM platform just got even better: Capsule isn’t just for managing your sales, contacts, and projects; now you can manage and achieve your KPIs on it too.

You asked for a way to set repeating targets to help you complete tasks, understand each employee’s performance to date, and report on progress against monthly, quarterly, and annual targets.

Well, we listened. Now, you can do all the above without leaving Capsule. Introducing Goals, a new way to set and manage objectives for you and your team in the same place you get work done. Let’s dig in.

What are Goals in Capsule?

Goals are exactly what it says on the tin: a new feature enabling you to set and meet your business objectives while tracking your performance. All from the comfort of your CRM.

You’ll find your Goals in the home page summary, where you can check and review your Goals whenever you want. Or delve a little deeper by visiting the Reports area and selecting Goals along the top. Here you can instantly see the progress of all your Goals. Go granular by clicking each Goal to view performance over longer periods.

You can create different kinds of Goals. Whether you’re aiming to earn a specified value or achieve a target number of activities, the Goals tool makes it easy. You can even set the duration and frequency of the goal.

First, let’s explore what’s so good about setting and tracking your goals in Capsule.

What are the benefits of using Goals in Capsule?

The in-app tracking tool is useful for individuals and team leaders alike.

Greater visibility over team and personal performance: Goal progression is displayed front and center in Capsule, so you’ll never lose track or lose track of how you’re performing against KPIs.
Create accountability for yourself and your team: Delegate goal ownership to your team to help them develop their skills for career development. And since you can find your goals in the same place you work, it’s easy to access and measure your progress.
Boost motivation: Keeping your goals front and center in Capsule means you’ll never lose focus of what you ultimately need to achieve, and how far off that success is. With auto-updated KPIs in view,
Centralized work for a single source of truth: No more switching between spreadsheet and your CRM – centralize your professional goals in the same platform you work from.
Connects to live opportunities for hands-free updates

But that’s not all. These benefits lead to greater wins for your business in the long term.

Close more deals: Motivated by your current progress and what you need to achieve to meet your goals, your team is energized to nurture more leads and close more deals.
Make smarter business decisions: As a team leader, reviewing goal performance can help you better understand your team and their strengths and weaknesses. Use this to restructure their responsibilities and capitalize on their differing skill sets.
Set smarter goals: If your team consistently underperforms, it may be that your goals are over-ambitious, or aren’t realistic and achievable. Use Goals to review performance and to help you set SMART goals.
More realistic forecasting: Use present and historical performance data to forecast future activities and resulting new revenue more accurately.

The new Goals tool is an asset to your daily work and long-term business decisions.

What kind of goals can I set?

You can use Goals to track the progress of various aims and activities, measuring the monetary value or counting actions as you go.

Opportunities created (by value or count)
Opportunities won (by value or count)
Opportunities progressed to milestone*

*Available from Growth.

How do I set Goals in Capsule?

You can create Goals in multiple ways:

From your home page summary, find the Goals summary box in the right-hand panel and select ‘Add Goal’.
Head to Reports in the navigation bar and select Goals (next to Dashboards). In the top right is a button to ‘Add Goal’.

Following either route, you’ll now see a small pop-up box where you can configure your goal including:

Who it’s assigned to
The type of Goal (e.g. Opportunities won)
The pipeline your Goal relates to
Whether the Goal is to achieve a specified value (e.g. $5000) or a count (e.g. 10 Opportunities)
The date range
The frequency of the Goal. You can choose a one-off Goal(fixed) or a recurring Goal (Weekly, monthly, quarterly, or annually).

Reach your goals (and then some) with Capsule

Whether you’re a small business owner, department head, or team member, Goals helps you keep on top of revenue and company growth objectives, stay motivated, and create accountability. Start setting Goals in Capsule today to close more deals, get more done, and make smarter business decisions.

Sign up to Capsule today to build powerful relationships, close more deals, and deliver more projects in an easy-to-use CRM.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Small Business Week: how to get prepared

Software Stack Editor · May 16, 2025 ·

National Small Business Week 2025 runs from May 4–10, and for entrepreneurs everywhere, it’s a weeklong celebration of the people building businesses with grit, heart, and late-night Google Sheets.

Whether you’re still working from your kitchen table or already scaling your operations, this week is a rare chance to step back and say: ‘Look what I’ve built.’

And then ask: ‘How can I make it even stronger?’

That’s what this guide is about.

Instead of just observing the moment, we’ll show you how to actively prepare for it — with practical ways to participate, build awareness, reconnect with your customers, and set your business up for smoother growth going forward.

We’ll walk you through:

How to use the week to tell your story and make it resonate
Smart, low-cost ways to show appreciation to your customers
Tips for getting organized behind the scenes (including a light CRM tie-in).

Even if you’re not planning a huge campaign, there’s still a lot you can do to make this week meaningful for you, your community, and your business.

What is National Small Business Week?

National Small Business Week is a yearly celebration that shines a spotlight on the impact of small businesses across the U.S. It’s a time to recognize the people behind them — the shop owners, consultants, makers, freelancers, and family-run teams who keep communities running and bring fresh ideas to life.

Each May, the week includes events, workshops, and awards that highlight the hard work and resilience of small business owners. It’s a chance for small businesses to get noticed, connect with their audience, and take pride in what they’re building.

When is National Small Business Week 2025?

National Small Business Week is celebrated during the first week of May and takes place from May 4 to May 10, 2025.

Get ready for National Small Business Week – our tips

National Small Business Week is the perfect time to tell the story behind your business — to show what you do, but also why you started in the first place.

Use your socials, your website, or a quick email to explain how it all began.

What was the spark? What kept you going? What do you believe in?

Take inspiration from Burt’s Bees — what began as a beekeeper and an artist making candles grew into a natural skincare brand with a global following. But their story is still front and center: love for nature, handcrafted roots, and a mission that’s never changed.

They share it through product packaging, campaigns like #Helpsavethebees, and storytelling that connects:

You don’t need a big campaign — just an honest post. Try: ‘Here’s why I started [your business name] — and what still drives me today.‘ Let people see the human behind the brand.

2. Refresh your customer list and reconnect

National Small Business Week is the perfect excuse to clean up your contact list — not just for tidiness, but to unlock new opportunities. The right message, sent to the right person, can bring back a lapsed customer or spark a new referral. And it starts with getting your data in order.

Here’s how to give your contact list a refresh:

Update missing details –> Go through customer records and fill in gaps like phone numbers, websites, or updated job titles.
Re-tag people based on interest or stage –> Use tags like lead, VIP customer, local partner, or cold to make future outreach more targeted.
Spot quiet leads worth reviving –> Filter by contacts you haven’t spoken to in 3–6 months. Drop them a friendly check-in or share a useful resource.

Don’t just update — reconnect. A short message is all it takes:

Past customer –> ‘Hi [Name], it’s been a while since we last worked together — just wanted to say thanks again and check in. Anything you’re working on that I can support right now?’
Local business contact –> ‘Hey [Name], I’m putting together a list of local small businesses to spotlight during Small Business Week. Would love to include yours — are you doing anything special?’
Peer/small business owner –> ‘Hi [Name], I know it’s Small Business Week soon — figured it’s a good time to say hi and see how things are going on your side. Want to swap notes or catch up?’

You’d be surprised at how a simple subject line can spark so much interest and get those clicks coming in. GoDaddy warmly recognized the efforts of their audience, which includes other businesses, for all their hard work:

source

You never know who might be ready to buy, book, or recommend — they just need a nudge.

Capsule CRM makes this part easy. You can import contacts from spreadsheets or email tools, organize them with custom tags, and schedule reminders to follow up. No matter if you’re running solo or managing a small team of employees – having everything in one place always gives you clarity and control.

As the Small Business Administration says, small businesses create more than half of all U.S. jobs — and staying connected is key to continuing those critical contributions of America’s entrepreneurs. Why not start now?

3. Run a small thank-you campaign

National Small Business Week is a moment to celebrate the work you’ve put in — but it’s also the perfect time to thank the people who made that work possible. Your customers, clients, or supporters are the reason your business exists today.

Acknowledge that and give something back, even in a small way.

You don’t need a big budget or a major campaign to show appreciation. A thoughtful gesture can be just as powerful when it feels personal and genuine.

Ideas you can try:

Add a small gift with every purchase this week
Offer a discount or bonus to returning customers only

Share a behind-the-scenes message or voice note thanking your community
Highlight a few customer names publicly (with permission) as part of your celebration
Send an exclusive email with early access to something you’re working on

Capsule CRM can help you identify who’s been with you the longest or who regularly engages with your business. Use filters to quickly build that list and tailor your outreach.

Saying thank you is a simple way to show that you remember who’s been part of your story.

Social media gets busy during National Small Business Week — but if you prepare a few posts ahead of time, you can show up consistently without scrambling for ideas each day. Show the people behind the product, share what you’ve learned, and join a national conversation that celebrates small business ownership!

Here’s an example of a simple 5-day content plan:

Monday: Kickoff post –> ‘It’s National Small Business Week 🎉 Here’s why I started [your business name] and what keeps me going.’ (Include a photo of you or your workspace.)
Tuesday: Behind-the-scenes –> A look at how your product or service gets made. Share a quick video, timelapse, or 2-3 photos from your day.

source

Wednesday: Customer spotlight –> Shout out a loyal customer or client. Share a quote or story, and thank them for being part of your journey.
Thursday: Founder’s voice –> Share a few lessons you’ve learned so far. ‘5 things I’ve learned since starting a small business’ works great as a carousel or short caption.
Friday: Community + call-to-action –> Tag other small business owners you admire and invite followers to do the same. End with a prompt like: ‘Supporting small businesses means everything — tag one you love below.’

source

Use the hashtag #SmallBusinessWeek to join the wider conversation. Prepping now means less stress later — and better engagement when it matters.

5. Collaborate with another small business

Small businesses thrive on connection — and during National Small Business Week, collaboration is completely on-brand!

The week exists to recognize entrepreneurs and small business owners for their impact on the country’s economy, employment, and innovation. So why not use it to build something together?

When you collaborate with other business owners, you create way more than a campaign — you create momentum. Shared projects can lead to success stories, new leads, and fresh energy in your community.

Need inspiration? In Almonte, Ontario, a group of small shops — including Cheerfully Made Goods — realized they couldn’t afford traditional advertising alone. So they teamed up. Ten merchants now split a shared ad in a regional magazine, paying just $80 each per month. Beyond ads, they mention each other in newsletters, cross-promote events, and even co-host craft fairs. Their mindset is simple: when the town is busy, everyone benefits.

source

Here’s how you can collaborate:

Run a joint giveaway with a like-minded brand
Host a virtual event, workshop, or AMA (Ask Me Anything) together
Bundle your offers into one limited-time promotion
Swap social content or newsletter features
Support each other’s posts and campaigns all week

Use this week not just to celebrate your own wins, but to lift up those building alongside you. The connections you make now may become the most valuable part of your business going forward.

6. Audit your customer experience

As a small business owner, you’re often deep in the day-to-day — handling orders, replying to emails, doing the work. But during National Small Business Week, take a step back and walk through your business like a first-time customer.

What do they see?

What do they feel?

Is it clear who you are and what you offer?

Does the experience reflect your values and attention to detail?

Here’s a practical checklist to help you check in — with a bit of reflection built in:

Website

Can a new visitor understand what you do in under 5 seconds? If your homepage is vague, cluttered, or full of jargon, now’s a good time to simplify.
Is the call to action obvious and helpful? Think about what you want them to do: Book a call? Make a purchase? Sign up for updates?
Are you offering proof? Add testimonials, real photos, or stats that show you’re credible and trustworthy.

source

Email experience

Do new subscribers get a thoughtful welcome? Even a short email with a personal tone makes a difference.
Are automated emails still accurate? Double-check that your info, links, and tone still match where your business is now.
Is it easy for someone to reply and get a real answer? Customers often reply to newsletters — make sure those replies aren’t landing in a void.

Social presence

Do your bios explain what you do and who it’s for? Don’t assume people already know. Clarity wins attention.
Do your recent posts reflect your values, product, and vibe? If it’s been all promos lately, try weaving in behind-the-scenes, founder notes, or tips.
Is your contact info up to date? Check links, business hours, pinned posts, and any ‘about’ highlights.

🧠 Using Capsule to spot gaps (if you’re already on it):

If you’re managing contacts in Capsule, this is a good time to check your timelines. Are there leads you meant to follow up with but didn’t? Anyone going quiet who might just need a quick check-in?

You can use tags to group your best customers or most engaged contacts — then set gentle reminders to reach out during the week. Sometimes all it takes is a ‘Hey, how’s everything going?’ to bring someone back into the fold.

7. Set yourself up for smoother growth post-May

National Small Business Week is also a reminder: running a business is a long game.

After the spotlight fades, what really matters is how well your systems support you every single day.

Now’s the time to look ahead.

What’s slowing you down? Where are things slipping through the cracks?

Use this moment to make one upgrade that’ll make life easier after the buzz of May — even if it’s just organizing your contacts better or cleaning up how you track leads.

If you’re ready to bring a bit more order into the chaos, Capsule CRM can be your steady partner. It helps you:

Stay organized by pulling in all your contacts and deal info in one place
Track your pipeline and follow up without scrambling
Build a sales process you can repeat, scale, or hand off to others
Access everything from anywhere with the Capsule mobile app

Rated 4.7 on G2, Capsule offers flexible pricing, integrations with your favorite tools, and a setup that’s actually easy to stick with.

Celebrate Small Business Week by building something that lasts.

Learn how to make the most of the trial:

https://capsulecrm.com/blog/how-to-make-the-most-of-your-capsule-trial/

Because growth is easier when you’re not doing everything from scratch.

A week of visibility — and a launchpad for growth

National Small Business Week is your chance to lay the groundwork for what’s next.

Every action counts.

Use the week to reflect, show up with purpose, and reconnect with the people who’ve supported your journey so far. And when you’re ready to grow beyond the moment, tools like Capsule CRM can help you keep that momentum going — with fewer distractions and more clarity.

Small businesses power the economy, create jobs, and bring innovation to life.

So take the week. Make it count. Good luck!

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Time management sheet template + Tips to make it work for you

Software Stack Editor · May 16, 2025 ·

Feel like you’re always busy but never caught up?

You’re not alone. Most of us move from task to task without a clear picture of how our time gets spent. The result? Days blur together, important work doesn’t get done.

A simple timesheet could help you change that — if you use the right one.

In this guide, you’ll learn how time management sheets work, the different types you can try, and how to pick (or customize) one that fits your routine. There’s a printable weekly sheet included too, along with step-by-step tips to help you stay on track.

Let’s find a way to make your time work for you — one sheet at a time.

What is a time management sheet?

A time management sheet is a simple tool for logging how you spend your day — hour by hour or task by task. It can be a printed planner, a spreadsheet, or a scribbled list. The goal is the same: to help you see where your time goes.

Time management sheets help you with:

Catching time-wasting activities – You’ll spot sneaky habits like multitasking, context switching, or spending 45 minutes “checking one email.”
Controlling your workflow – Tracking your time creates a feedback loop. You stop guessing and start deciding what gets your energy
Building a better end to your day – With a clear plan, it’s easier to log off and actually stop working when the day’s done.

Some studies even show that people who track their time feel more in control. Makes sense. Once you know where the hours go, it’s easier to take charge of them.

Types of time management sheets

A time management “sheet” doesn’t have to be a sheet at all. It can be a list on a sticky note, a color-coded calendar, or even a scribble in your notebook during your morning coffee. What matters is that it helps you see your day clearly and make better decisions with your time.

Here are a few formats worth trying. Pick the one that fits your routine — or mix and match as your week unfolds.

1. Daily or weekly planner

This one’s for those who like to see their week before it starts. It’s structured like a calendar, with time slots for each day, so you can block out client calls, focus hours, team check-ins, or even your lunch break. It’s ideal if your brain works best with structure and your schedule changes often.

Unlike a time log or task list, this sheet helps you shape the day before it begins. It’s proactive, not reactive — perfect for avoiding last-minute chaos.

📌 Use it to: avoid double-booking yourself, protect time for deep work, and stop meetings from eating your day alive.

2. Time tracking sheet (or time log)

You sit down for the day, blink a few times, and somehow it’s 5 p.m. Sounds familiar? A time log helps you trace your steps — not in your head, but on paper. You log what you did and when you did it during the day.

It’s the most revealing type of planner because it actually shows reality and not your intentions. Perfect if you’re trying to get a handle on distractions and time sinks.

📌 Use it to: track tasks in real time, compare planned vs. actual hours, and spot invisible time drains before they become habits.

3. Task list with time estimates

Ever write a to-do list that looks feasible, and then realize you only had time for completing half of it? The task list format helps you gut-check your expectations. You jot down your tasks for the day, assign a time estimate to each one, and (optionally) track how long they really take.

It shifts your focus from just starting tasks to actually finishing them — without stacking your day like a game of calendar Tetris.

📌 Use it to: juggle multiple projects and avoid overcommitment

4. Priority matrix sheet

Staring at a long list of tasks and thinking, “Where do I even start?” That’s exactly what the priority matrix helps you fix. Also known as the Eisenhower Matrix, it’s a four-box grid that helps you sort your tasks by urgency and importance — so you spend less time reacting and more time deciding.

Here’s how it works:

Important + Urgent – Do it now
Important but Not Urgent – Schedule it
Urgent but Not Important – Delegate it
Neither – Drop it

You won’t block out time like with a planner, but this format gives you clarity before your day begins. It’s ideal when everything feels important, but your hours are limited.

📌 Use it to: make faster decisions, focus on what truly moves the needle, and stop letting urgent-but-meaningless tasks hijack your day.

How to use a time management sheet step by step

You don’t need a perfect system — just something simple you’ll actually use. With the right sheet and a few small habits, time tracking becomes less of a chore and more of a cheat code. Here’s how to make it a part of your workflow:

1. Decide how far ahead you’re planning

Some people plan each day the night before. Others map out their whole week in one go. There’s no right way — just what works for your brain and your schedule.

If you’re new to this, start small: plan your day each morning or right before logging off. Once it feels natural, you can start blocking time by the week or even month.

Practical examples:

Sunday night reset – Sketch out your Monday, add key tasks, and leave space for anything that rolls in last-minute.
Friday wrap-up – Use the last 15 minutes of your week to outline the next one — deadlines, team meetings, and anything you want off your mind for the weekend.
Midweek check-in – On Wednesday, assess what’s left, reshuffle as needed, and plug in any new tasks for Thursday and Friday — with no backlog surprises.

2. Add your tasks

Here’s where your sheet stops being a blank page and starts pulling its weight.

Block time for what actually fills your day — calls, deep work, admin, even breaks. Use a planner with hourly slots or a task list with time estimates. Either way, break big tasks into bite-sized pieces so you can see progress (and avoid overwhelm).

Practical examples:

Got “write blog post” on the list? Split it up: 9–10 a.m. for research, 10–11:30 for writing, 2–2:30 for edits
Instead of “emails,” block two 20-minute windows — one mid-morning, one late afternoon — to avoid inbox spirals
For client work, break down the workflow: e.g., 10–10:30 = prep brief, 10:30–11 = draft, 11–11:15 = send + log in CRM.

The goal: a flow that feels natural and leaves you with something to show at the end of the day.

3. Prioritize the most important work

Don’t let your day get hijacked by busywork. Before anything else, pick your top three tasks: the ones that actually move the needle. Highlight them, number them, star them… whatever makes them stand out.

You shouldn’t just do everything. You must ensure that the right things get done.

Practical examples:

Got invoices piling up? Make that task #1 — and give it a protected time slot before anything else.
Block off your best focus hour (say, 9–10 a.m.) for your highest-impact task — not Slack or email.
Use a simple system: 🔴 Must do, 🟡 Nice to do, ⚪ Can wait — and stick to it.

When everything feels urgent, this step helps you remember what’s actually important.

4. Follow the plan, but be ready to adjust

You planned to spend the afternoon writing, but then a call ran over, your laptop needed a restart, and suddenly it’s 3 p.m. That’s life — and your time sheet should flex with it.

Treat your plan like a roadmap, not a contract. Shift things around, leave buffer zones, and don’t be afraid to bump a task to tomorrow on purpose.

Practical examples:

If a tech issue eats up your 2–4 p.m. marketing slot, move the slot to tomorrow and add a note so nothing slips.
Leave 15-minute cushions between big blocks — for snack breaks, spillover, or just breathing room.
Reschedule low-priority tasks instead of cramming them in just to check a box.

5. Set up your sheet so you can actually stick with it

If it’s buried in a notebook or a closed browser tab, you won’t use it. Keep your planner where you’ll see it all day — on your desk, pinned to your wall, or open in a browser tab you never close.

Tip: If you’re printing your sheets, date them and keep a copy. It’ll make reviewing your progress easier later.

Also: build in breathing room. Back-to-back blocks might look productive, but they’ll collapse after one overrun meeting. Leave 15–30 minute buffers to reset or shift things around.

Practical examples:

Leave space between deep work and calls to avoid mental whiplash.
Print your sheet and keep it by your laptop — not in a drawer.
Block off 10-minute micro-breaks right after heavy-focus blocks.

6. Reflect, adjust, and reward the effort

No system is perfect the first time around. Review your sheet weekly to catch patterns: which tasks took longer? What always gets postponed? Adjust your plan accordingly — move tricky tasks to a better time or drop what’s not working.

And when you do follow through? Give yourself a win: a walk, a snack, or even just writing down “finished everything by 4:30.” It builds momentum.

Practical examples:

Friday recap: What worked this week? What didn’t?
Always underestimate writing time? Give it more space next week.
Keep a “small wins” section at the bottom of your sheet to remind yourself what went right.

Sample time management schedule template you can print now

Here’s a simple example of a weekly planner sheet template you can use right away. This one covers a full week, from Sunday to Saturday.

Grab the printable version here:👉 Capsule CRM | Time Management Sheet Template

Use this file if you want to:

Build a consistent daily routine
Map out class schedules or meeting blocks
Spot patterns in how you use your work hours
Set time limits to avoid going overtime
Track how your tasks fill out the day and manage time efficiently

How to use this weekly planner

This sheet is built to help you plan your week and stay focused during work hours. It runs from Sunday to Saturday, with 30-minute time blocks from 8:00 a.m. to 4:00 p.m.

1. Fill in the date range

At the top of the sheet, next to “From” and “To,” write the start and end dates for the week you’re planning.

✏️ Example: From: April 8 – To: April 14

2. Add fixed events first

Start by filling in anything that won’t move – meetings, calls, appointments, or classes. Add them under the correct day and time.

✏️ Example: Monday, 10:00–11:00 = Client call

3. Block time for deep work

Pick a few quiet hours for tasks that need focus. Add one task per time block, and try not to overload each day.

✏️ Example: Tuesday, 9:00–10:30 = Marketing report

4. Add admin tasks and recurring work

Fill in regular things like email, follow-ups, admin work, or daily reviews. These are easy to forget but eat up time.

✏️ Example: Wednesday, 1:30–2:00 = Inbox clean-up

5. Don’t forget breaks

Schedule short breaks like you would any task. A 30-minute break mid-morning or around lunch helps you reset and stay on track.

✏️ Example: Thursday, 12:30–1:00 = Lunch

6. Leave a few blank blocks

Leave some open space each day for tasks that run over or things that pop up. This buffer keeps your schedule from falling apart.

✏️ Example: Friday, 3:00–3:30 = Buffer

7. Update it as the week goes on

If things shift, that’s fine. Cross out or update time blocks as needed. You need to stay honest with how you’re using your time.

Want to make your own version? It’s easy. Open Google Sheets or Excel, create a table with time blocks on the left and days across the top. You can add space to track planned vs actual time or split it by task category.

Such a planner template can help you focus better and stop second-guessing what’s next. It also makes it easier to enjoy your free time without feeling behind.

Digital vs. paper time management sheets: what actually works better?

There’s no one-size-fits-all answer — but there is a big difference between planning your day on a screen and planning it on paper.

Digital tools are great if you:

Like drag-and-drop scheduling or recurring tasks
Need to track billable hours, deadlines, or team projects
Want notifications and integrations with marketing tools
Prefer your schedule to be searchable, syncable, and always backed up

Paper or printable planners are better if you:

Think more clearly when you write things down
Feel overwhelmed by screen time and tabs
Like physically checking things off (it’s satisfying for a reason)
Want something simple, quiet, and distraction-free

You can go as minimal as a notebook or as structured as a printed weekly template. Bonus: it never runs out of battery.

The hybrid option? Even better.

Plan your week on paper to get clear, then drop the key tasks into your digital calendar. Or log time digitally, but keep priorities visible on your desk. The format doesn’t matter as much as the habit: seeing your time clearly — and sticking to the plan.

Want a final nudge toward something new?

If you’ve tried the apps and notebooks and still feel stuck, it might not be the format — it might be the system. Capsule’s built-in project boards help you stay on top of tasks and deadlines while keeping your entire team in sync.

Over to you

A time management sheet can be a small change that transforms your entire workflow. With the right structure, your days feel less chaotic and more intentional. Capsule gives you the tools to turn plans into progress — from solo tasks to full team projects. Try it out and build a routine that sticks!

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

How to value a small business? Your guide for 2025 and beyond

Software Stack Editor · May 16, 2025 ·

For many small business owners, the idea of valuing their business feels distant – something only big corporations do. But knowing what your business is worth?

Maybe you’re thinking of selling. Maybe you’re eyeing a loan or bringing in investors. Or maybe you just want to know if all your hard work is paying off.

The great news is that you don’t need an accounting degree to figure it out.

In this guide, we’ll break down the most common valuation methods, explain the key terms, and show you simple formulas you can run yourself – with examples that make the math less intimidating.

Why should small business owners care about valuation?

Most small business owners wait too long to ask, ‘What’s my business worth?’ They only start thinking about it when they’re ready to sell, seek funding, or negotiate with investors. By then, it’s often reactive – and limits your options.

But knowing your business’s value before you need it gives you leverage. It helps you:

Negotiate from strength if someone offers to buy your company
Secure better loan terms because lenders trust businesses that know their numbers
Track your true growth, not just revenue or customer counts, but actual equity
Spot weaknesses – like being too reliant on a single customer or lacking recurring revenue – that could drag down your value.

Precise business valuation shows you where you stand, so you can make smarter decisions while you’re still in the driver’s seat.

Prepare for valuation: lay the groundwork for accurate results

Before jumping into calculations, take time to set the foundation. A good valuation depends on accurate, well-prepared data. These steps help ensure your numbers reflect reality.

1. Get familiar with key financial terms

Valuation methods rely on certain metrics. Understanding these terms helps you use the formulas correctly:

SDE (Seller’s Discretionary Earnings): Net profit plus the owner’s salary and personal expenses covered by the business. This is the standard for most small businesses
EBITDA (Earnings Before Interest, Taxes, Depreciation, and Amortization): A measure of operating profit that removes non-cash and financing costs. Larger businesses prefer this for a cleaner view of operations
Cash flow: The actual money left after expenses. It reflects how much cash the business generates
Valuation multiple: A number (e.g., 2× or 3× SDE) used to scale earnings into a business value
Discount rate: A percentage used in future-cash-flow methods to account for risk. The higher the risk, the higher the discount rate.

Choosing between SDE and EBITDA

Use SDE if you’re an owner-operator. It captures the full financial benefit you take from the business, including your salary and perks. This gives a clearer picture of what the company puts in your pocket each year
Use EBITDA if you have external management and clean financial separation. It strips out personal expenses and financing choices, showing pure operational performance. It’s more suitable when the business runs independently from the owner’s day-to-day involvement.

2. Gather your financials

Before you can value your business, you need to know what’s under the hood. These are the documents and figures that show how your company’s been performing and what it owns. Don’t worry, you don’t need an accountant’s eye – just a clear snapshot of where you stand.

Core financial statements (show profit trends)

Profit & loss statements (last two–three years) – these give a clear view of your sales, expenses, and profits over time
Balance sheets (assets, liabilities, equity) – this tells you what you own versus what you owe
Tax returns (2+ years) – confirm the accuracy of your reported earnings and back up your numbers with what’s been submitted to tax authorities.

Assets & liabilities (show what backs your business)

List of assets – things like equipment, vehicles, property, inventory. They’re what a buyer or investor might inherit, so it’s naturally important to them.
List of liabilities – loans, credit lines, leases, and unpaid bills. They reduce your business’s net worth, so knowing them upfront helps avoid surprises.

Extras that boost value

Intellectual property – patents, trademarks, proprietary tech, customer databases. These can add serious value, even if they don’t show up on your balance sheet
Recurring revenue sources – long-term contracts, subscriptions, retainers. These show stability and future earning potential, which buyers or lenders love.

Having these details in order makes the rest of the valuation process faster and more accurate. It helps you avoid undervaluing (or overhyping) your business.

Need help getting the numbers straight?Check out:

3. Clean up financials (especially if you’re selling)

If you’re valuing your business for a sale – or even just preparing to pitch to investors – your financials must tell the real story of what the business earns. That means scrubbing out anything that could confuse or mislead.

Here’s what to do:

Double-check for accuracy → Small errors in your books can throw off the entire valuation. Make sure income and expenses match your supporting documents
Add back personal expenses → This includes things like your car lease, meals, or that phone bill run through the company. These aren’t business essentials, but they affect net profit, so adding them back shows true earnings potential for a new owner
Exclude one-time costs or windfalls → If you had a big equipment purchase or an unusual contract that increased revenue, pull those out. Valuations work best on what’s repeatable.

Clean, honest financials increase your credibility and can bump up your valuation.

Buyers and investors need to trust your numbers. If they don’t, they’ll either walk away—or lowball.

Tip: If your books have been a bit unorganized, this is a good moment to work with a bookkeeper. Even one clean year of records can make a big difference in how your business is valued.

4. Consider professional help

You can run a rough valuation on your own – we’ll walk you through that. But if you’re gearing up for a major decision, like negotiating a sale, bringing on investors, or splitting equity with a partner, it pays to get a second opinion.

A professional appraiser or accountant can:

Spot blind spots in your numbers (they know where things get messy)
Help justify your asking price to buyers, investors, or lenders
Bring credibility to the table—third-party validation goes a long way in negotiations.

It’s like selling your house – you can estimate its worth, but it’s often a real estate agent that knows the market and gets you the best price.

Valuation methods for small business

#1 – Income approach: what your future earnings say about your business value

The income approach is all about what your business could earn in the future.

If someone were buying your company, they wouldn’t just care about today. They’d want to know how much profit it can bring in tomorrow. This method helps put a price on that potential.

Two ways to approach future income:

Option 1: quick earnings multiple (capitalized earnings)

For steady income, this method is a solid place to start. Take your yearly earnings and multiply them by a number (called a multiple) based on your industry.

Example:If your business earns $100,000 annually, and similar businesses typically sell for 2.5× earnings, your estimated value would be:$100,000 × 2.5 = $250,000

The multiple depends on growth potential and industry demand.

Low-growth fields (like retail)? Multiples of 2–3×.
High-growth sectors (like tech)? Multiples go higher.

Example:

Liam runs a digital agency, providing marketing services to tech startups. He calculates his SDE (Seller’s Discretionary Earnings) at $130,000 after adding back his salary and personal expenses like a leased vehicle. In his region, digital agencies typically sell for around 2.8× SDE.

$130,000 × 2.8 = $364,000

Or, if a buyer prefers to use a capitalization rate of 18% (reflecting the moderate risk level):

$130,000 ÷ 0.18 = $722,222

The choice between multiplier and cap rate depends on buyer preferences – both methods give insight into how much Liam’s agency might be worth.

Option 2: forecasting your future (discounted cash flow)

If your business is growing or you have solid future plans, discounted cash flow (DCF) digs deeper.

Here’s the simple idea:

Estimate how much cash flow you’ll generate over the next 5–10 years.
Adjust for risk and time (because $100 today is worth more than $100 next year).
This tells you what all those future profits are worth right now.

Example:

Liam expects the agency to generate $150,000 in annual cash flow for the next 5 years. Using a discount rate of 15% (reflecting market risk for small agencies), the calculation looks like this:

Year 1: $150,000 / (1.15)^1 = $130,435
Year 2: $150,000 / (1.15)^2 = $113,425
Year 3: $150,000 / (1.15)^3 = $98,635
Year 4: $150,000 / (1.15)^4 = $85,768
Year 5: $150,000 / (1.15)^5 = $74,583

If Liam projects a terminal value of $250,000 (based on a final sale or exit strategy):

Terminal Value discounted: $250,000 / (1.15)^5 = $124,222

Adding it all up:

DCF valuation = ~$627,068

Which method works for you?

Earnings multiple → Simple, quick, best for stable businesses.
DCF → More detailed, great for growing businesses or those expecting big changes.

Tip: You can use benchmarks from platforms like BizBuySell Insight Reports, which track small company sales by industry.

Market approach (comparables)

The market approach helps estimate the value of your business based on real sales of similar companies. Instead of focusing on earnings or assets, it looks at what buyers have actually paid for comparable businesses.

In 2024, small businesses typically sold for about 0.67× annual revenue or 2.57× annual profit. But those numbers are just broad averages. Digital agencies or consulting firms may have different benchmarks than, say, a retail store or manufacturer.

That’s why industry-specific research is so important.

Market approach formula:

Value = Revenue × Industry Multiple or % Benchmark

Revenue: Your total income from services or product sales over a year.
Industry multiple: The percentage or factor (like 0.5× or 60%) typically used in your sector.

Example:

Liam checks recent sales of small digital agencies in his region. He finds that similar firms typically sell for 60% of annual revenue.

Last year, his digital agency brought in $400,000 in revenue:

$400,000 × 0.60 = $240,000

That’s Liam’s market-based valuation – grounded in what similar agencies are fetching.

This method anchors your expectations in the real world. It reflects what buyers are actually paying today, not theoretical value based on future growth or assets alone.

But be cautious. The right benchmark depends on:

Location (a London agency may sell higher than a rural one).
Size and profitability (larger firms often sell at higher multiples).
Client base stability (agencies with long-term contracts tend to attract higher offers).

So, always compare apples to apples – not a boutique agency to a global consultancy.

Asset-based approach

The asset-based approach values your business by adding up what you own and subtracting what you owe. It’s straightforward – and works best if your company holds valuable assets like equipment, property, or intellectual property.

For service-based firms like Liam’s agency, where physical assets are minimal, this method often acts as a baseline valuation: useful, but not the full story.

Asset-based formula:

Value = Total Business Assets – Liabilities

Assets: Everything your company owns. This could include tangible assets (equipment, office furniture, computers) and intangible assets (brand reputation, client relationships, proprietary processes, intellectual properts like designs or code)
Liabilities: Any outstanding debts or obligations: loans, credit lines, or unpaid bills.

Example:

Liam lists what his digital agency owns and owes:

$30,000 in laptops, software licenses, and office equipment
$15,000 in intellectual property (like custom frameworks or client databases)
$10,000 in business debt

Calculation:$30,000 + $15,000 – $10,000 = $35,000 asset-based value

A few things to know:

Book value → Uses the numbers straight from your balance sheet (what your accountant reports).
Adjusted asset value → Updates those numbers to reflect current market value. For example, that laptop you bought three years ago? It’s likely worth less today.

For agencies like Liam’s, intangible assets – like long-term client relationships or proprietary workflows – carry weight, even if they don’t show up neatly on a balance sheet. Some buyers will even pay more for these intangibles if you can prove their value (think: client retention rates or proprietary tools that give you an edge).

Liquidation value

Liquidation value is what you’d get if you had to sell your business assets fast — think closing the doors and clearing out everything. It’s often lower than asset value because you’re selling under pressure, not at market rates.

For service-based businesses like Liam’s agency, this number is usually modest. Physical assets – laptops, software licenses, office furniture – don’t hold high resale value, especially in a hurry.

If Liam ever had to liquidate his digital agency, he might recover only 60–70% of the estimated asset value. So if his adjusted asset value was $35,000, his liquidation value might fall between $21,000 and $24,500.

Which valuation method should Liam use?

For Liam, there’s no single right answer. Each valuation method tells a different story about his agency’s worth:

The income approach highlights future earnings potential.
The market approach shows what similar agencies sell for.
The asset-based approach focuses on tangible assets (which might not be his agency’s biggest strength).

So, what should Liam do?

Pick two or three methods. Combining them gives Liam a rounded view of his agency’s value. For example:

Use the market approach to see what other agencies like his are selling for.
Combine it with capitalized earnings to reflect his steady income from client retainers.
Add the asset-based approach as a baseline, even if his agency doesn’t own much physical equipment.

What if Liam gets different numbers?

Let’s say one method values Brightside at $180,000 and another at $400,000.

That’s normal.

Instead of worrying, Liam should:

Average the numbers (or weigh them based on which feels more relevant).
Double-check his math. Did he overestimate future cash flow? Did he use a realistic multiplier for his industry? Are there enough comparable agency sales in his region?

This gives Liam confidence in the numbers he’ll share with investors, buyers, or lenders.

Who’s buying Liam’s agency – and why does it matter?

Liam’s next step? Think about the buyer.

If it’s a financial buyer (like an investor), they’ll care most about profit, risk, and cash flow.
If it’s a strategic buyer (like a larger agency looking to expand), they might pay more for client relationships, team expertise, or market position.

Knowing who’s across the table helps Liam lean into the right valuation story – whether that’s highlighting predictable revenue or showcasing his agency’s stellar client list.

How Liam (and you) can increase business value

Valuing his agency helps Liam show up ready in talks with lenders, investors, or anyone interested in his business. And while the formulas help, there’s one more thing he can do: raise that value over time.

Even if you’re not planning to sell right now, growing your business’s value makes it easier to:

secure funding,
attract the right investors,
or simply sleep better knowing your hard work is building something solid.

Here’s where Liam’s focusing his efforts – and where you can too:

Lock in predictable income. Liam’s shifting more clients to retainer agreements. Buyers and lenders love that kind of stability because it makes future income easier to forecast.
Cut external costs. He’s reviewing his software subscriptions and resigning from tools that don’t pull their weight. Cleaner margins mean stronger income-based valuations.
Strengthen the brand. Liam’s doubling down on thought leadership – publishing niche insights, growing his LinkedIn presence, and ensuring his agency stays recognizable in a crowded market.
Keep the books tidy. His accountant now reviews financials quarterly, not just at year-end. Up-to-date records show investors that everything’s in order.
Diversify clients. Liam noticed 60% of his revenue came from two major clients. He’s now actively pitching new sectors to spread that risk.
Document what works. Liam’s turning his best practices on onboarding new hired or managing projects into playbooks. That way, his agency can run smoothly even when he steps back.

It might feel like a lot – but start small. Even one tweak can make a noticeable dent in your business’s value.

After all, the goal isn’t to look valuable. It’s to be valuable.

Small business valuation is not so scary!

Getting to know your business value takes effort – but knowing it feels like clarity.

Running a small business means making decisions all the time. Some easy, some tough. Knowing what your business is worth makes those decisions easier.

You’ve put in the work. Now you’ve got the numbers to back it up. Good luck!

Frequently Asked Questions

What’s the typical formula to value a small business?

How can I value my small business quickly?

What’s a typical EBITDA multiple for small businesses?

Are business valuation calculators reliable?

How do I value my small business based on revenue?

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Capsule vs Less Annoying CRM: Which CRM is best for your business?

Software Stack Editor · May 14, 2025 ·

If you want to build stronger customer relationships, close more deals, and grow your business, you need the right customer relationship management (CRM) software. Capsule and Less Annoying CRM (LACRM) are two popular options for small to medium-sized businesses.

Both platforms are designed with simplicity and user-friendliness in mind, catering to businesses that want an easy way to manage their contacts and sales without the cost or complexity of enterprise-level solutions.

However, there are some differences you need to be aware of before making a decision.

In this guide, you’ll get a side-by-side comparison of Capsule and LACRM, examining their plans, features, integrations, and more. By the end, you’ll have a better idea of which CRM works best for your business.

Capsule and Less Annoying CRM plans compared

When picking a CRM, it’s not always clear what you’re getting for your money. Capsule and Less Annoying CRM (LACRM) both offer affordable options, but they have very different pricing and plan structures.

Capsule offers a range of plans designed to meet businesses at different stages of growth. Whether you’re just getting started or scaling your team, there’s a plan that fits your needs.

	Free	Starter	Growth	Advanced	Ultimate
Price per user, per month*	Free	$18	$36	$54	$72
Contacts	250	30,000	60,000	120,000	240,000
Sales pipelines	1	1	5	50	150
Custom Fields	5	50	150	300	Unlimited
Additional key features	Gmail/Outlook add-ins, AI content assist, customer filtered lists, mobile app.	Email templates, shared mailbox, basic reporting.	Workflow automations, advanced reporting, project management.	Contact enrichment	Dedicated account manager, custom training, priority support.

*Monthly cost when billed annually. Pricing in USD.

Capsule’s flexible approach let you start small with a free plan that provides access for two users, so you can try it out without committing to a paid plan. You can then upgrade to the Lite plan or one of the other paid plans, adding more features and increasing your limits with each upgrade.

Less Annoying CRM takes a different approach. Unfortunately, there’s no free plan (although it does offer a free trial). However, when it comes to paid plans, there’s only one, $15 per user per month for all the features.

These include:

Unlimited contacts and companies
Unlimited pipeline
Custom fields
Task management and event scheduling
Google Calendar and Outlook Calendar sync
Mobile access
Free email and phone support.

What features and functionality do Capsule and Less Annoying CRM offer?

Capsule and Less Annoying CRM both focus on helping small businesses organize customer information and sales activities.

Capsule is designed to give small and medium-sized teams all the CRM essentials, along with enough flexibility to adapt to your workflows as you grow. You get access to Contact Management, customizable Sales Pipelines, and Task Management tools to keep your processes organized.

Features like Tracks (task templates for repeatable processes) and Project Management Boards (for managing your post-sale engagement) help teams stay organized and on track. Capsule also offers Sales Analytics, Workflow Automation, and an AI Content Assistant, giving you the power to automate and scale your operations as you grow.

Less Annoying CRM, as its name suggests, keeps things simple. It covers the basics well: you can manage contacts,track sales pipelines, and schedule tasks and events. LACRM also integrates with Google and Outlook calendars and lets you log emails by contact.

However, it doesn’t include useful features like dedicated project management, internal automations, or AI tools.

Which CRM connects best with your existing software?

When it comes to choosing a CRM, integrations matter. A CRM that fits easily into your existing tech stack saves time, reduces errors, and helps your team work more efficiently.

Capsule is built with integrations in mind. With the App Marketplace, you can connect seamlessly with popular tools, including:

As a result, it’s easier for you to manage customer data across your email, accounting, and marketing platforms. Capsule also integrates with Zapier, unlocking connections to thousands more apps like Slack, Trello, Asana, and many others.

For businesses with specific needs, Capsule’s open API allows for even deeper custom integrations.

Less Annoying CRM offers calendar syncing with Google Calendar and Outlook Calendar, along with basic email logging. There are also a limited number of native integrations, but for most tools, you’ll need to use Zapier.

Which CRM is best for ease of use?

No matter how powerful a system is, if your team finds it confusing or time-consuming, adoption will suffer.

Capsule is designed to be simple and intuitive right from the start. Its user-friendly interface and features help teams stay organized without a steep learning curve. Most users can get up and running quickly without needing much training.

Even as you add more functionality with Capsule’s higher-tier plans, the platform stays approachable, making it easy to adapt as your business grows.

“It really is so easy to use, and is a part of my daily work and personal life.”
Harold Business Owner

Less Annoying CRM lives up to its name, offering a straightforward experience centered around contacts, pipelines, and task management. The learning curve is minimal, and the platform is easy enough to pick up, even for users who aren’t tech-savvy.

Both CRMs are excellent choices for teams that prioritize ease of use. However, Capsule strikes a balance between simplicity and scalability, giving you a system that’s not just easy to use today but powerful enough to support your business as it grows.

Less Annoying CRM delivers a simple experience, but it may start to feel limiting if your needs become more complex over time.

Which CRM offers more customization and flexibility?

Every business is a little different, and a good CRM should adapt to the way you work, not the other way around.

Capsule is built for flexibility. It lets you customize your Sales pipelines, create Custom Fields for contacts, deals, and projects, and organize information with Tags and DataTags. You can build workflows that reflect your actual business processes, from tracking customer onboarding to managing a complex sales funnel.

Less Annoying CRM offers some customization. You can create custom fields, adjust pipeline stages to fit your processes, and set up custom reports. However, beyond these basics, there’s less opportunity to tailor the platform.

If you just need to lightly tailor a CRM to your business, LACRM provides enough flexibility to get by. But if you’re looking for deeper customization and a platform that evolves with your sales and customer management needs, Capsule gives you much more room to adapt and grow.

Which CRM is best for customer support and security?

Reliable support and strong security are must-haves for any CRM, especially when you’re handling sensitive customer information.

Capsule offers responsive, friendly support across all plans. You can reach their UK-based team via email, and there’s an extensive online knowledge base to help with setup and troubleshooting. Businesses on the Ultimate plan also benefit from a dedicated account manager and custom training sessions, giving you extra support as you scale.

“Capsule is different, it allows users to have excellent visibility of tasks, great flexibility to create your own tracks and projects, and offers an efficient way to add new opportunities. ”
Matt C. Industrio Co-founder

On the security side, Capsule delivers enterprise-grade protections, including data encryption, secure hosting, regular backups, two-factor authentication, and a 99.99% uptime record. With UK and EU data storage options, all your customers’ information is handled in compliance with the highest standards for your peace of mind.

Less Annoying CRM is known for its personal support across all plans. In terms of security, LACRM uses strong encryption for data at rest and in transit, backs up data regularly, and offers two-factor authentication to help protect user accounts.

Both CRMs offer excellent customer support experiences, especially for small businesses that appreciate fast, friendly help.

Which CRM is better for my organization?

Choosing between Capsule and Less Annoying CRM really comes down to what you need now and where you see your business heading in the future.

If you want a simple, no-frills CRM to manage contacts, Less Annoying CRM is a good choice. It offers a single, affordable plan with reliable support.

Capsule, on the other hand, offers a more flexible path forward. It gives you the simplicity you need to get started, but also provides the tools to grow alongside your business, like workflow automation, project management, deep integrations, and scalable plans.

Capsule’s focus on customization, reporting, and automation means you can streamline operations today and stay ready for the opportunities ahead. For small to medium-sized businesses that want a CRM that’s easy to use now and won’t hold them back later, Capsule is the smarter, long-term choice.

Try any Capsule plan free for 14 days or sign up for our free plan to get started with a simple yet powerful CRM.

If Capsule CRM is of interest and you'd like more information, please do make contact or take a look in more detail here.

Credit: Original article published here.

Capsule

What should consulting CRMs do?

Keeping up with every client

Tracking opportunities and deals

Custom pipelines, not cookie-cutter stages

Finding important details fast

Never missing a follow-up

Keeping projects on track

Storing docs and agreements

Collaborating with his team

Working on the move

Seeing what’s working (and what isn’t)

Best CRM for small consulting business: top choices in 2025

Capsule CRM

Keap

Pipedrive

Accelo

Salesflare

Zoho CRM

Conclusion

Step 1: Refine and validate your business idea

🔎 Talk to potential customers

🧪 Run a basic smoke test

Step 2: Write a business plan

What to include in your plan

Step 3: Calculate costs and plan your funding

Must-haves for most businesses

Nice-to-haves (that can usually wait)

Step 4: Choose a structure and register your business

Choosing your business structure

Registering your business step-by-step

Step 5: Protect your business with the right insurance (if needed)

What you might need, based on your business:

Step 6: Set up the systems you’ll use every day

Money

Customers

Tasks

Step 7: Build a brand that feels real, before you spend a penny

Choose a clear, available name

Write a one-liner you can use everywhere

Create a basic, repeatable look

Keep your tone consistent

Start by building quiet visibility

Test your launch setup like a customer

Don’t forget yourself

Step 10: Learn what’s working — and what needs fixing

You’re closer than you think

Why a CRM is a way to serve your mission better

Top features that nonprofit CRM solutions should have

Donor and contact management

Donation tracking and history

Campaign and communications management

Event management and volunteer coordination

Data security and privacy

7 best CRM for nonprofits in 2025

Capsule CRM

Salesforce Nonprofit Cloud (NPSP)

Bloomerang

NeonCRM

DonorPerfect

HubSpot CRM for nonprofits

Zoho CRM

Conclusion

CRM: Track conversations and deals

CDP: Centralize behavioral data across channels

CRM vs CDP: What to choose?

Start with CRM: What it solves & who it’s for

Common triggers that say ‘It’s time for a CRM’:

Why small teams start here

When a CDP becomes the right move

CDP connects the dots your CRM can’t

CDPs work best when:

CRM or CDP? Quick fit checklist

✅ A CRM is the right fit if:

✅ A CDP might make sense if:

Using both: how CRM and CDP can work together

CRM handles the who

CDP tracks the how

If you’re using both, keep it simple:

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