What CRMs are free? A complete guide for small business founders in 2025

When you're searching for "free CRM software," you're seeing two very different things: truly free-forever plans and limited-time trials that expire in 14-30 days.

A free trial gives you full access to a premium CRM—advanced automation, unlimited users, enterprise features—but only temporarily. After two weeks, you're either opening your wallet or losing core features. A free-forever plan offers indefinite access to core CRM features with certain limitations around users, usage, contacts, or functionality.

This guide focuses on the real thing: CRMs you can actually use for free, indefinitely. Free plans cover the essentials like contact management, simple pipelines, and maybe a few automations, giving small teams enough functionality to stay organized and grow.

What makes a CRM "truly free"?

Not all free CRMs are created equal. For this guide, we're evaluating platforms against four criteria:

No credit card required. Sign up and start using core features immediately, without payment information.

Free forever, not just a trial. These aren't limited-time trials or watered-down demos—they're free versions of actual products, designed to be used indefinitely with no strings attached.

Real functionality. The free plan must include enough features to actually manage customer relationships—not just a contact list with a "CRM" label.

Usable limits. Whether it's 3 users or 15, 250 contacts or unlimited, the constraints should work for real small businesses.

The reality is that most free CRM plans are the free tier of a platform that also has paid plans. That's not a bad thing—it means you're getting a taste of a mature product with a clear upgrade path.

How we scored the best free CRMs

We built a weighted scoring system based on what actually matters to founders:

• Free plan generosity (30%): Users, contacts, features, and storage without paying
• Core CRM features (25%): Pipeline management, contact management, deal tracking, activity logging
• Ease of use (20%): Setup time, interface intuitiveness, training requirements
• Upgrade path (15%): Paid tier pricing and scalability
• Integration ecosystem (10%): Available integrations on free plans

The top 5 free CRMs for small business founders

#1 Clarify: AI-native CRM with unlimited seats

Clarify ranks first as an autonomous CRM built specifically for founders who want to spend less time on administrative work and more time connecting with customers. Unlike traditional CRMs with AI features bolted on, Clarify is AI-native from the ground up.

What you get on the free plan:

• 2,500 credits per month to power AI-driven tasks
• Unlimited seats—add your entire team without paying per user
• Core CRM features: contact management, deal tracking, pipeline management
• Standard data enrichment, deal intelligence, and meeting intelligence
• Built-in integrations and email support

Clarify's strengths: The credit-based pricing model means you pay for AI-powered value, not seats. Activities like automatic call capture, contact enrichment, and AI-driven task assignment consume credits—but you never pay for unused seats. The interface is refreshingly modern, with deep Zapier integration capabilities.

Where you'll hit limits: You're capped at 2,500 credits per month and standard enrichment only. For most small teams, this is plenty, but heavy usage (dozens of calls weekly, hundreds of enrichments) depletes credits quickly.

Best for: Fast-growing startups wanting AI automation from day one without seat-based pricing traps.

Try Clarify's free plan →

#2 HubSpot CRM: The most generous free plan

HubSpot CRM is one of the most widely used CRM systems, owning a significant portion of the marketing automation industry market share. The free plan is absurdly generous.

What you get:

• Unlimited contacts (up to 1 million) and unlimited users
• Contact and deal management with email tracking
• Email marketing with up to 2,000 email sends per calendar month
• Live chat widget, meeting scheduler, and mobile app

Strengths: What distinguishes HubSpot from other free CRMs is that it includes email marketing features in its free plan, with emails created and customized through an easy drag-and-drop editor. You're essentially getting a complete marketing and sales platform for free.

Limits: The free version will have your emails branded with the HubSpot logo. Advanced automation, custom reporting, and AI tools require paid plans.

Best for: Teams needing all-in-one free CRM with marketing capabilities built in.

#3 Freshsales: Unlimited users with built-in calling

Freshsales packs a competitive feature set in its free plan, with highlights being in-built calls, unlimited users, and a generous support package.

What you get:

• Unlimited users—rare among free CRMs
• Built-in phone system for calling directly from the CRM
• Contact management, deal pipeline, email and call logging
• Customer-facing chat functionality

Strengths: The ability to add unlimited users is a rare feature. The built-in phone system eliminates the need for separate dialers. Managing contacts and deals is intuitive, as the software prompts you to import new data and update deals.

Limits: With no workflow automation, a growing team would perform increasing manual work—you can set tasks and reminders linked to a deal, but can't trigger them to happen when the deal status changes.

Best for: Small sales teams (5-15 people) prioritizing unlimited users and built-in calling over advanced automation.

#4 Zoho CRM: AI features on a budget

Zoho CRM offers a free tier that includes AI capabilities usually reserved for paid plans.

What you get:

• Up to 3 users and 5,000 records per module
• Lead, contact, and deal management
• Zia AI assistant for predictions and recommendations
• Basic workflows and mobile app access

Strengths: Zoho's Zia AI provides predictive lead scoring and intelligent recommendations. Affordable paid plans start at just $14 per user per month, making scaling budget-friendly.

Limits: The 3-user maximum is restrictive. Teams with 4+ people must upgrade immediately.

Best for: Very small teams (3 or fewer) wanting AI features without paying.

#5 EngageBay: All-in-one free platform

EngageBay users often highlight the Live Chat software, which you can use to communicate instantly with clients or leads—many other CRMs charge extra fees for this feature, but EngageBay offers it for free.

What you get:

• Up to 15 users and 250 contacts
• CRM + Marketing + Service Desk (all three modules)
• Landing page builder and email marketing (1,000 sends/month)
• Live chat widget and basic automation

Strengths: Three products in one: CRM, marketing automation, and customer service. The drag-and-drop landing page builder eliminates the need for separate landing page software.

Limits: The 250-contact limit is the main constraint. Active lead capture hits this ceiling within months.

Best for: Bootstrapped startups needing CRM, marketing automation, and customer support in a single free tool.

Understanding the limitations of free CRMs

Free CRM plans give you a taste of the platform while encouraging upgrades as you grow. Here's what to expect:

Common limitations

User limits. Most free CRMs cap users at 1-15 people. Clarify and HubSpot are exceptions with unlimited users, while Zoho restricts you to just 3.

Contact restrictions. Contact limits range dramatically—EngageBay allows just 250 contacts, while HubSpot offers up to 1 million.

Feature restrictions. Critical features like workflow automation, custom fields, and advanced reporting are often unavailable on free plans.

Integration limits. Free plans typically restrict third-party app connections or limit API access. You might get basic email and calendar sync but nothing more.

Support constraints. Email-only support with slow response times is standard. Phone support requires paid plans.

When free plans work well

Independent workers looking to better manage leads and clients, home businesses or startups looking for a basic platform, and businesses with a very limited budget that need a simple CRM platform are ideal candidates. Free CRMs work well for:

• Startups validating product-market fit (under 10 people)
• Solo founders and freelancers managing modest client bases
• Teams with straightforward sales processes (2-4 pipeline stages)
• Companies testing CRM software before allocating budget

When to upgrade

You'll know it's time for a paid plan when:

• Your team outgrows the user limit
• Workflow automation would save significant weekly time
• You need custom reporting for performance tracking
• Platform branding on customer communications becomes problematic
• You hit contact or storage limits that block growth

How to choose the right free CRM

Step 1: Define your must-haves

• How many users need access now and in 12 months?
• How many contacts will you manage? Current and projected?
• Do you need marketing features built in?
• Is AI automation important from day one?
• Do you need built-in calling?

Step 2: Test 2-3 finalists

• Sign up for free plans (no credit cards required)
• Import 10-20 real contacts
• Set up a basic pipeline matching your sales process
• Test daily integrations (Gmail, calendar, Slack)
• Use each CRM for 1-2 weeks before deciding

Step 3: Project costs for growth

• What does the platform cost at 10 users? 25 users?
• Which features unlock at each pricing tier?
• Can you easily export your data if you switch?

Quick comparison: Free plan limits

Frequently asked questions

Are there truly 100% free CRMs or just free trials?

Yes, truly free CRMs exist. They're typically free tiers of platforms that also offer paid plans—you get indefinite access to core features with certain limitations. Platforms like HubSpot, Clarify, Zoho, Freshsales, and EngageBay offer genuinely free plans you can use forever, unlike 14-30 day trials that require payment.

What's the catch with free CRM plans?

Free plans have limitations designed to encourage upgrades: user caps (1-15), contact limits (250 to unlimited), reduced features (no advanced automation), basic support, and sometimes platform branding. These limitations are stated upfront, and free tiers provide real value for small teams.

Can I actually run my business on a free CRM long-term?

Yes, if you're a small team (under 5-10 people) with a straightforward sales process. Many businesses use free CRMs for 1-3 years before upgrading. HubSpot's free plan supports unlimited users and contacts, making it viable even longer.

Do free CRMs include AI features?

Some do, with limitations. Clarify includes AI-powered automation in its free plan through monthly credits. Zoho CRM's Zia AI provides predictive analytics and intelligent recommendations on the free tier. HubSpot and Freshsales reserve most AI for paid plans.

How many contacts can I have on free CRM plans?

Contact limits vary dramatically—EngageBay allows just 250 contacts, Zoho offers 5,000, while HubSpot provides up to 1 million. Clarify and Freshsales offer unlimited contacts (though Clarify's usage is governed by monthly credits).

Can I migrate away from a free CRM later?

Yes, most platforms allow CSV exports. Before committing, verify: (1) You can export contacts, deals, and activity history, (2) Export doesn't require upgrading, (3) Data format is standardized (CSV) not proprietary.

Should I use a spreadsheet or a free CRM?

Use a free CRM. Even basic free plans offer massive advantages: automatic activity tracking, visual deal pipelines, email integration, mobile access, relationship mapping, and basic automation. Spreadsheets require constant manual updates and don't scale beyond 1-2 users.

Start with the right free CRM today

When choosing the best free CRM software, consider your specific needs—there's no universal "best" option, only the best fit for your team size, workflow, and growth plans.

If you want AI-native automation from day one with unlimited seats, start with Clarify's free plan. If you need the most generous free tier with marketing features, HubSpot is your choice. For unlimited users with built-in calling, Freshsales delivers. And for bootstrapped teams needing all-in-one capabilities, EngageBay provides remarkable breadth.

CRM software has become much more dynamic, with colorful drag-and-drop pipelines and notifications—the days of boring gray databases are buried in the past. Pick 2-3 platforms that match your criteria, test them for a week each, and commit to the one that feels right.

Your customers deserve better than scattered spreadsheets and forgotten follow-ups. These free CRMs give you the tools to build real relationships at scale—without spending a dollar.

Try Clarify free →