CRM · head to head
Apptivo vs Insightly
Apptivo
CRM
A bundle of around fifty business apps sold on one per-user subscription
- From
- On request
- Rated
- -
The short version
- Only Insightly has a free tier, so it costs nothing to try first.
- Each has a real cost: Apptivo the tiers gate the number of apps rather than only the depth, so a business that buys Lite at 15 US dollars because of the CRM and later needs an app in the 46-app Premium set faces a 67 per cent per-seat increase to unlock it.; Insightly record counts are capped by plan, at 100,000 on Plus and 500,000 on Enterprise, so the database size decides the tier
- They diverge on capability: Apptivo covers CRM core, Insightly covers Contact management.
- Prices and features above were last checked on 31 August 2026.
Where they differ
Only the attributes on which Apptivo and Insightly actually diverge.
Identical on both: platforms (Web, iOS, Android), user rating (Not yet rated), category (CRM).
What each one covers
Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.
Only in Apptivo
- CRM core
- Invoicing and estimates
- Field service
- Help desk
- Procurement and inventory
- Custom apps and fields
- Workflow automation
- Email and calendar sync
Only in Insightly
- Contact management
- Deal tracking
- Task management
- Email integration
- Reporting
- Mobile app
- Mailchimp
- Slack
Both cover
- Project management
What people use each for
The jobs each tool is most often brought in to do.
Apptivo
- A ten-person consultancy that wants CRM, project timesheets and invoicing on one subscription instead of stitching three tools togethernot Insightly
- A distributor needing quotes, purchase orders and stock levels against the same customer record without an integration projectnot Insightly
- A service business replacing a spreadsheet-driven help desk that also wants the ticket history visible on the sales contactnot Insightly
- A business already paying separately for CRM, invoicing and project tools that wants to cut vendor count and consolidate billingnot Insightly
Insightly
- CRM with project delivery tracking after the salenot Apptivo
- Managing leads, opportunities and customer projects in one record setnot Apptivo
Where each one falls short
Documented limitations, not opinions. Every one is a constraint you would hit in normal use.
Apptivo
- The tiers gate the number of apps rather than only the depth, so a business that buys Lite at 15 US dollars because of the CRM and later needs an app in the 46-app Premium set faces a 67 per cent per-seat increase to unlock it.
- Workflow automation is capped at 25 rules on both Lite and Premium, which is low for any business automating more than a basic sales process, and lifting it means jumping to Ultimate at 40 US dollars.
- Each app is shallower than the dedicated product it replaces, so teams that outgrow one module end up buying a specialist tool anyway and lose the single-record advantage that justified the suite.
- There is no free tier, only a 30-day trial, so evaluating the breadth properly against real data requires paying or rushing the trial window.
- The interface is dense and inconsistent between apps because they were built over many years, which lengthens onboarding and produces persistent user complaints in teams that are not technically confident.
Insightly
- Record counts are capped by plan, at 100,000 on Plus and 500,000 on Enterprise, so the database size decides the tier
- Workflow automation requires the Professional plan at $49 per user per month
- AI Copilot is metered by query, at 75 on Plus and 100 on Professional
- Mass email is capped daily, at 2,500 on Plus and 10,000 on Enterprise
- CRM, Marketing and Service are sold as three separate products, and Marketing is priced per account by prospect count starting at $99 for 2,000
- Sandboxes and audit logging are Enterprise only at $99 per user per month
Pricing, plan by plan
Apptivo
On request- Lite$15/month
- 18 apps
- 100 custom fields per app
- 25 workflows
- Premium$25/month
- 46 apps
- 250 custom fields per app
- 25 workflows
- Ultimate$40/month
- All apps
- 350 custom fields per app
- 150 workflows
- Enterprise$undefined/month
- 500 custom fields per app
- 300 workflows
- 100 custom dashboards
Insightly
Free- CRM Plus$29/user/month
- lead and contact management
- project management
- advanced reports
- CRM Professional$49/user/month
- all Plus features
- lead assignment/routing
- workflow automation
- CRM Enterprise$99/user/month
- all Professional features
- sandboxes
- products/pricebooks/quotes
Which should you pick?
Choose Apptivo if
- You need crm core.
- You work on Web, iOS, Android.
- You also want invoicing and estimates.
Choose Insightly if
- You need contact management.
- You want to start without paying.
- You work on Web, Ios, Android.
- You also want deal tracking.
Questions people ask
- Is Apptivo or Insightly better?
- Neither clearly leads. Apptivo starts at On request and Insightly at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
- Which is cheaper, Apptivo or Insightly?
- Insightly has a free tier; the other does not. Paid plans start at On request for Apptivo and Free for Insightly.
- Does Apptivo or Insightly run on more platforms?
- Apptivo runs on Web, iOS, Android. Insightly runs on Web, Ios, Android.
- Can I use Insightly for free?
- Yes. Insightly has a free tier, so you can try it without paying. Apptivo starts at On request.
- What is Apptivo best used for?
- Apptivo is most often used for a ten-person consultancy that wants crm, project timesheets and invoicing on one subscription instead of stitching three tools together, a distributor needing quotes, purchase orders and stock levels against the same customer record without an integration project, a service business replacing a spreadsheet-driven help desk that also wants the ticket history visible on the sales contact, a business already paying separately for crm, invoicing and project tools that wants to cut vendor count and consolidate billing. Of those, a ten-person consultancy that wants crm, project timesheets and invoicing on one subscription instead of stitching three tools together and a distributor needing quotes, purchase orders and stock levels against the same customer record without an integration project are not what Insightly is typically brought in for.
- What can Apptivo do that Insightly cannot?
- Apptivo covers CRM core, Invoicing and estimates, Field service, Help desk. Insightly covers Contact management, Deal tracking, Task management, Email integration. Both handle Project management.
Answered from the vendors’ own pages
Apptivo: Does Apptivo have a free plan?
No. There is a 30-day free trial; the cheapest ongoing plan is Lite at 15 US dollars per user per month billed annually.
Insightly: How much does Insightly CRM cost?
Insightly CRM plans are priced per user per month when billed annually: Plus at $29, Professional at $49 (the most popular option), and Enterprise at $99. All plans include a 14-day free trial that requires no credit card.
SourceApptivo: What is the real difference between Lite and Premium?
Mostly app count and dashboards: Lite opens 18 apps, Premium opens 46 with custom dashboards. Check which specific app you need before choosing on price.
Insightly: Is there a free trial for Insightly?
Yes, Insightly offers a 14-day free trial across most products with no credit card required, allowing you to test CRM, Marketing Automation, Support & Ticketing, and AppConnect features.
SourceApptivo: Is monthly billing more expensive?
Yes, by roughly a third. Lite is 15 annually versus 20 monthly, Premium 25 versus 30, Ultimate 40 versus 50.
Insightly: What record storage limits apply to Insightly CRM plans?
Insightly CRM Plus includes 100,000 records, Professional includes 250,000 records, and Enterprise includes 500,000 records. File storage increases from 10 GB on Plus to 100 GB on Professional and 250 GB on Enterprise.
SourceApptivo: Are all fifty apps really included?
Only on the top tiers. The lower tiers include a subset, and the app list per tier is the thing to verify before buying.
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