Insightly vs Apptivo: The Best CRM Tool for You

Explore the differences between Insightly and Apptivo in our review, focusing on customization, integration, and ease of use for SMBs.

In today’s fast-paced business world, choosing the right Customer Relationship Management (CRM) tool can be a game-changer. With so many options available, it can be daunting to find the one that perfectly aligns with your business needs. Among the plethora of choices, Insightly and Apptivo stand out for their unique features, functionalities, and the ability to streamline operations, enhance customer relationships, and drive sales. But which one is the best fit for your business?

Insightly Apptivo
Insightly Apptivo
G2 Score -4.2 out of 5G2 Score -4.4 out of 5
TrustRadius Score -8.5 out of 10TrustRadius Score -8.2 out of 10

Ease of Use and User Experience

Insightly: Streamlining Operations with Intuitive Design

Insightly is known for its user-friendly interface and straightforward navigation, making it an attractive option for businesses of all sizes. The platform focuses on simplifying CRM processes, enabling users to easily manage contacts, sales, projects, and marketing campaigns in one centralized location. Insightly’s dashboard provides a quick overview of ongoing activities and performance metrics, offering actionable insights at a glance.

Customization plays a significant role in Insightly’s appeal, allowing users to tailor the system to their specific workflow needs. From custom fields and filters to personalized reports and dashboard configurations, Insightly gives businesses the flexibility to create a CRM environment that truly supports their operational requirements.

Apptivo: Comprehensive Customization for Diverse Business Needs

Apptivo stands out for its extensive customization options and comprehensive suite of integrated apps that cover a wide range of business functions beyond traditional CRM capabilities. This platform is designed to grow with your business, offering solutions for project management, invoicing, supply chain management, and more, alongside its CRM features. Apptivo’s user experience is geared towards providing a highly customizable system that can adapt to the complex and evolving needs of businesses across various industries.

The platform offers a high degree of configurability, from custom attributes and forms to detailed automation rules that help streamline workflows and increase efficiency. Apptivo’s approach to customization ensures that businesses can mold the CRM to fit their unique processes, although this breadth of options may present a steeper learning curve for new users.

Pricing and Scalability

Diving deeper into our comparison of Insightly and Apptivo, let’s explore an equally critical aspect: Pricing and Scalability. The cost-effectiveness of a CRM tool, alongside its ability to scale with your business, plays a pivotal role in the selection process. Both Insightly and Apptivo offer a range of pricing tiers to accommodate businesses at different stages of growth, but the details of their pricing structures and the value they deliver can significantly influence which platform offers the best fit for your needs.

Insightly: Transparent Pricing with Room for Growth

Insightly pricing

Insightly’s pricing model is designed for clarity and scalability, offering a straightforward path for businesses as they grow. The platform features several pricing tiers, starting from a basic plan suitable for smaller businesses or those new to CRM, up to more advanced plans that unlock additional features like increased customization, automation, and integrations. Insightly’s tiered pricing ensures that businesses can start with the essentials and scale their CRM capabilities as their requirements evolve.

One of Insightly’s strengths is its commitment to providing a robust set of features even at lower pricing tiers, including project management tools and detailed sales analytics, ensuring businesses of all sizes can leverage powerful CRM functionalities. Additionally, Insightly offers a free trial, allowing potential users to explore the platform’s features before making a financial commitment.

Apptivo: Comprehensive Functionality at Competitive Prices

Apptivo pricing

Apptivo stands out for its competitive pricing structure, which offers an impressive array of features even at its most basic tier. The platform is known for its extensive suite of integrated apps covering a wide range of business functions beyond traditional CRM capabilities, such as invoicing, project management, and procurement, among others. Apptivo’s pricing tiers are designed to accommodate businesses at various stages, from startups looking for an affordable CRM solution to large enterprises requiring a comprehensive suite of business management tools.

A distinctive feature of Apptivo’s pricing model is the inclusion of a free tier, which provides access to basic CRM functionalities for up to three users—making it an attractive option for very small businesses or those just starting out. For more advanced features and a greater number of users, Apptivo’s paid plans offer scalability and flexibility, with the option to add or remove apps based on specific business needs.

Integration Capabilities

Continuing our comparison between Insightly and Apptivo, we now turn our focus to Integration Capabilities. In today’s digital landscape, the ability of a CRM tool to seamlessly integrate with other software and services is crucial for streamlining business operations, enhancing productivity, and ensuring a unified data ecosystem. Let’s delve into how Insightly and Apptivo stack up in terms of integrating with other systems, an aspect that can significantly influence their utility and effectiveness for your business.

Insightly: Streamlined Integration for Efficiency

Insightly prioritizes integration with a wide range of applications, understanding the importance of seamless connectivity in today’s multifaceted business environments. It offers direct integrations with popular software like Google Workspace, Microsoft Office 365, Mailchimp for email marketing, and QuickBooks for accounting, among others. These integrations are designed to streamline workflows, enhance communication, and consolidate data management, allowing businesses to maintain efficiency across their operations.

Additionally, Insightly provides access to its API, enabling the development of custom integrations to meet specific business needs. This flexibility ensures that Insightly can adapt to various operational workflows, enhancing its value as a versatile CRM solution.

Apptivo: Comprehensive Integration for a Unified Business Solution

Apptivo stands out for its extensive integration capabilities, designed to offer a comprehensive suite of business tools that work cohesively within a single platform. Beyond standard CRM functionalities, Apptivo integrates with a vast array of applications, covering email marketing, financial management, project tracking, and more, facilitating a holistic approach to business management.

Apptivo’s integration ecosystem includes key players like Google Workspace, Office 365, Slack for team collaboration, PayPal for payment processing, and WordPress for web integration, among others. The platform also offers a robust API for businesses looking to create custom integrations, ensuring that Apptivo can seamlessly fit into and enhance existing business processes.

Analytics and Reporting

Turning our focus to Analytics and Reporting, we delve into an aspect critical for businesses aiming to leverage CRM tools for growth and strategic decision-making. The capability of a CRM to offer insightful analytics and detailed reporting can dramatically influence its overall effectiveness, providing businesses with the data needed to track performance, understand customer behaviors, and refine strategies. Let’s compare how Insightly and Apptivo perform in this vital area.

Insightly: Data-Driven Insights for Strategic Growth

Insightly emphasizes delivering actionable analytics and customizable reporting options designed to support strategic business growth. The platform offers a suite of analytics tools that enable businesses to track key performance indicators (KPIs), sales trends, and customer engagement metrics. Users can create custom reports and dashboards, tailoring the analytics view to meet their specific needs and goals, which is essential for businesses looking to dig deep into their data for insights.

A notable strength of Insightly’s analytics is its visual reporting features, which allow for the creation of interactive charts and graphs. These visual tools help in making complex data more accessible, enabling teams across the business to understand and act upon the insights provided. Insightly’s focus on actionable intelligence aims to empower businesses to make informed decisions based on comprehensive data analysis.

Apptivo: Comprehensive Reporting Across Business Functions

Apptivo takes a broad approach to analytics and reporting, providing comprehensive tools that span across its integrated suite of business applications. This holistic view is particularly beneficial for businesses looking for a CRM that does more than just sales and customer management—Apptivo’s reporting capabilities extend to financials, project management, and marketing, among others. The platform enables users to generate detailed reports that encompass various aspects of business operations, offering insights that can drive optimizations across the board.

Customization is also a key feature of Apptivo’s analytics, with extensive options to tailor reports and dashboards according to individual business requirements. Additionally, Apptivo offers advanced filtering and segmentation tools, enhancing the ability to drill down into the data for specific insights, which can be crucial for businesses operating in niche markets or with complex sales processes.

Customer Support and Training

As we move on to Customer Support and Training, we’re focusing on an aspect that greatly influences the overall satisfaction and success users have with a CRM system. The level of support provided by the CRM vendor, alongside the resources available for training and learning how to navigate the system, can significantly affect a business’s ability to effectively implement and utilize their CRM choice. Let’s delve into the support and training offerings of Insightly and Apptivo to see how they stack up.

Insightly: Empowering Users with Resources and Support

Insightly provides its users with a variety of support options designed to meet their needs. Email and live chat support are available, ensuring users can get help when they need it. The level of direct support you receive can depend on the pricing tier you choose, with higher-tier plans typically offering more comprehensive support options.

Beyond reactive support, Insightly places a strong emphasis on user empowerment through education. Insightly University is a standout feature, offering an array of training materials, from video tutorials to webinars and comprehensive guides. These resources cover everything from the basics of using Insightly to advanced features, making it easier for businesses of all sizes to get the most out of their CRM.

Apptivo: Comprehensive Support Tailored to Business Needs

Apptivo offers robust customer support, including email, live chat, and phone support, to ensure users can find help across various channels. Like Insightly, the extent of personalized support can vary based on the subscription plan, with premium customers often having access to more immediate and in-depth assistance.

Apptivo also shines in its commitment to user education and training. The platform provides a rich knowledge base, detailed documentation, and instructional videos designed to help users navigate and maximize the CRM’s capabilities. Additionally, Apptivo conducts regular webinars and training sessions, providing users with opportunities to learn best practices and more effective ways to use the platform to support their business operations.


Concluding our comprehensive comparison between Insightly and Apptivo, we’ve navigated through the essential features and functionalities that businesses consider when selecting a CRM tool. From the ease of use and user experience, pricing and scalability, to integration capabilities, analytics and reporting, and finally, customer support and training, both Insightly and Apptivo have showcased their strengths and unique offerings tailored to meet specific business needs.


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