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In my Insightly in-depth review, I’m sharing the results of my analysis and evaluation from hands-on testing and experimentation. Before we dive in, if you’re just starting your search for the best CRM tools, you should first check out my picks for the best CRM software. Insightly is one of the top-rated CRM tools out there, but to figure out if it's a good match for you, it's important to understand the software’s benefits and drawbacks. 

My in-depth Insightly review will take you through everything you need to know to make a more informed decision—pros and cons, features and functionality, pricing, and more—to help you to better understand its capabilities and suitability for your needs.

Insightly Software Home Dashboard View
I like how Insightly's advanced reporting tools allows users to gain valuable insight into the most important aspects of their business: sales, productivity, regions, and relationships.

Insightly Software Product Overview

Insightly offers a cloud-based CRM solution focused on sales and project management, enabling small businesses to optimize their lead management and customer data through custom fields and mass emailing features. It caters to sales teams looking for the best CRM system that offers real-time opportunity management and email templates for efficient follow-up, with added benefits for team members like business card scanning and Kanban view for project tracking.

Insightly CRM features alleviate the pain points of managing complex customer interactions and marketing automation, making Insightly Marketing a valuable asset, especially when paired with robust app integrations. Key strengths include drag-and-drop functionality, segmentation for targeted communication, and a free version for basic use, scaling up to an enterprise plan with comprehensive support options including phone support.


  • User Interface: Intuitive design—Insightly offers a user-friendly interface that simplifies navigation and user engagement.
  • Customization: Tailor-made experiences—The platform allows extensive customization to fit the specific needs of each business.
  • Integration: Seamless connections—Insightly integrates well with a variety of apps and services, enhancing its utility and data synchronization capabilities.


  • Scalability: Limited growth—Some users find Insightly less scalable when their business outgrows the initial setup.
  • Complexity: Feature-rich yet complex—New users may face a steep learning curve due to its wide array of features and options.
  • Support: Varied assistance—The quality and speed of customer support can be inconsistent, which might be a setback for some users.

Expert Opinion

Drawing from my extensive experience in media tech and having examined a spectrum of CRM tools, I find that Insightly stands up as a competent solution, especially for small to mid-sized businesses. While its pricing structure is competitive, it's the functionality and customization that often clinch the decision for many of my clients. Insightly's support system and interface are generally user-friendly, though some users may require a bit of time to become proficient with the more advanced features.

Its integrations with other software are robust, ensuring that onboarding is typically a smooth process. Where Insightly shines is in managing customer relationships and project workflows; however, it may fall short for rapidly growing companies needing more scalability. It is best suited for firms that prioritize customer management and have a stable growth rate.

Insightly: The Bottom Line

What sets Insightly apart from similar software is its commitment to providing a comprehensive view of the customer journey, which facilitates more personalized interactions and successful project management. Its unique selling point is arguably the platform's ability to tailor its operations to the specific workflows and processes of a business, a feature not always present in comparable CRM tools. The robust reporting and dashboard capabilities are particularly impressive, turning raw data into actionable insights.

Noteworthy too is its knack for integrating with a vast array of other apps, allowing for a centralized hub of operations that many users find indispensable.

Insightly Deep Dive

Here's a deep dive into Insightly features, best use cases, pricing, customer support, and other purchase factors.

Product Specifications

  1. Contact Management - Yes
  2. Lead Tracking - Yes
  3. Email Marketing - Yes
  4. Document Management - Yes
  5. Project Management - Yes
  6. Workflow Automation - Yes
  7. Performance Reporting - Yes
  8. Mobile Access - Yes
  9. Integration Capabilities - Yes
  10. Customizable Dashboard - Yes
  11. Sales Pipeline Monitoring - Yes
  12. Task Management - Yes
  13. Opportunity Tracking - Yes
  14. Quote/Proposal Management - No
  15. Order Management - No
  16. Inventory Management - No
  17. Customer Support Ticketing - No
  18. Social Media Integration - Yes
  19. Website Visitor Tracking - No
  20. Email Synchronization - Yes
  21. File Sharing - Yes
  22. Calendar Management - Yes
  23. Reporting and Analytics - Yes
  24. Role-based Permissions - Yes
  25. API Access - Yes

Insightly Feature Overview

  • Contact Management: Central to Insightly's offer, this feature keeps all customer and lead information in one place, presenting a complete view of customer interactions.
  • Lead Tracking: Crucial for sales, Insightly's lead tracking keeps tabs on potential customers, which is essential for optimizing the sales process.
  • Email Marketing: Integrated within the CRM, this tool allows for targeted communication and helps track customer engagement seamlessly.
  • Document Management: Essential for collaboration, this feature allows users to store and retrieve documents within the context of their CRM data.
  • Project Management: Offers users the ability to track project progress, with detailed timelines and task assignments, enhancing team coordination.
  • Workflow Automation: This feature automates routine tasks, cutting down on time and effort while also reducing human error.
  • Performance Reporting: Insightly's reporting tools are comprehensive and provide actionable insights that aid in strategic planning.
  • Mobile Access: A must-have feature, mobile access to Insightly allows users to remain connected to their CRM data from anywhere.
  • Integration Capabilities: Insightly's ability to integrate with other apps makes it a versatile tool that fits into diverse business ecosystems.
  • Customizable Dashboard: Users can configure their dashboard to display the most pertinent information, making for a more efficient work experience.

Standout Functionality

  • Integration Capabilities: Insightly’s deep integration with Gmail and Office 365 distinguishes it from other media software, allowing for an embedded experience within these productivity tools.
  • Workflow Automation: Insightly stands out with its trigger-based workflow automation, which goes beyond simple task automation to streamline complex business processes.
  • Performance Reporting: The reporting feature of Insightly is designed to be particularly accessible, with a focus on visual data presentation that simplifies complex analysis.


  • Insightly’s native integrations include key applications like Gmail, Office 365, MailChimp, Dropbox, and others.
  • An open API is available for custom integration development, ensuring that Insightly can be tailored to unique business needs.
  • The Insightly Marketplace extends the platform’s functionality with a range of add-ons for enhanced project management and sector-specific applications.

Insightly Pricing

  1. Plus Plan: $29/user/month (billed annually). This tier offers the basics you need, including 50 custom fields and 2 configurable profiles.
  2. Professional Plan: $49/user/month (billed annually). Building on the Plus plan, this tier adds several features, including integration tools like Webhooks and Appconnect low-code, no-code integration.
  3. Enterprise Plan: $99/user/month (billed annually). This tier is designed for large teams that require additional compliance and customization features, such as custom apps and validation rules.

Ease of Use

In my evaluation, Insightly presents a clean and straightforward user interface that eases the onboarding process. Navigation is logically organized, which allows users to find the tools and information they need without much hassle. However, like many feature-rich CRMs, some complexities can arise when users delve into the more advanced functionalities, which may require a learning period.

Customer Support

Assessing the quality of Insightly’s customer support, it's evident that they offer a variety of channels, including documentation, webinars, and live chat. However, there are instances where response times can be slow, and some users have expressed frustration with getting complex issues resolved quickly. The depth and accessibility of their online resources are commendable, yet there is room for improvement in terms of direct support consistency.

Insightly Use Case

Who Would Be A Good Fit For Insightly?

From my experience, Insightly serves small to mid-sized businesses particularly well. I notice that companies in fields like marketing, consulting, and services gravitate towards Insightly because it aligns with the dynamics of client-based operations. It’s project management and CRM capabilities fit snugly with teams of around 10-50 members who need a system that can track intricate client details and project timelines.

Firms that value integration with Google Workspace or Microsoft Office find Insightly a strong match, as do businesses looking for robust reporting features without investing in a separate analytics tool.

Who Would Be A Bad Fit For Insightly?

Larger corporations or those in need of highly specialized CRM systems might find Insightly lacking. I've seen enterprise clients with complex, custom sales processes or those requiring advanced data security measures feel constrained by Insightly's feature set. Industries that handle massive amounts of data, like large-scale e-commerce, may find the system too basic.

Teams that rely heavily on other non-integrated systems or require a more industry-specific solution also may not find Insightly to be the best fit.

Insightly FAQs

What is Insightly mainly used for?

Insightly is used for CRM, project management, and email marketing, aimed at streamlining business operations and improving customer relationships.

Can Insightly integrate with my current software stack?

Yes, Insightly offers integrations with popular software such as Gmail, Office 365, MailChimp, and Dropbox.

Is Insightly mobile-friendly?

Yes, Insightly provides a mobile app for iOS and Android, allowing for CRM management on the go.

Does Insightly support project management?

Insightly includes project management features, enabling teams to track progress, assign tasks, and manage deadlines.

What kind of support does Insightly offer?

Insightly offers support through documentation, email, and online chat, with additional resources like webinars and tutorials.

Can Insightly automate my work processes?

Yes, Insightly can automate routine tasks and processes with its workflow automation features.

Is Insightly suitable for large enterprises?

Insightly is generally best suited for small to mid-sized businesses rather than large enterprises.

Does Insightly provide analytics and reporting?

Yes, Insightly offers performance reporting tools for data analysis and decision-making.

Alternatives to Insightly

  • Salesforce: Considered when extensive customization and scalability for a CRM are a top priority.
  • HubSpot CRM: Often compared for its robust free plan and intuitive user interface that caters well to startups.
  • Zoho CRM: Selected over Insightly when a balance of affordability and a comprehensive suite of tools is needed.

Insightly Company Overview & History

Insightly is a SaaS company that provides a CRM and project management platform designed to help businesses of all sizes manage customer interactions and project delivery. It's widely adopted by companies in the professional services, manufacturing, and technology sectors. As a private entity, Insightly maintains a level of independence in its operations.

The company's headquarters sit in San Francisco, California. Though the list of notable personnel may shift, the organization benefits from a range of experts in the SaaS and CRM field. Insightly's mission is to help businesses build lasting customer relationships. Since its founding, it's been noted for its user-friendly interface and has consistently evolved its platform with features like advanced reporting and custom dashboards.


After a thorough evaluation, Insightly emerges as a competent CRM and project management tool that suits small to mid-sized businesses aiming for growth and better customer engagement. Its strength lies in its ease of use and the seamless integration with widely-used email platforms. While it may not cater to the complex needs of larger enterprises, for many, it strikes the right balance between functionality and cost.

I invite readers to share their own experiences with Insightly or pose further questions that might help others in their selection process. Your insights enrich the conversation and aid in better decision-making for all.

By Phil Gray

Philip Gray is the COO of Black and White Zebra and Founding Editor of The RevOps Team. A business renaissance man with his hands in many departmental pies, he is an advocate of centralized data management, holistic planning, and process automation. It's this love for data and all things revenue operations landed him the role as resident big brain for The RevOps Team.

With 10+ years of experience in leadership and operations in industries that include biotechnology, healthcare, logistics, and SaaS, he applies a considerable broad scope of experience in business that lets him see the big picture. An unapologetic buzzword apologist, you can often find him double clicking, drilling down, and unpacking all the things.