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CRM & Sales · head to head

Capsule vs Tana

Capsule logo

Capsule

CRM & Sales

Visual CRM for small teams

From
$19/month
Rated
-
Full reviewWebsite
Tana logo

Tana

Productivity

The everything app for your personal workspace

From
Free
Rated
-
Full reviewWebsite

The short version

  • Only Tana has a free tier, so it costs nothing to try first.
  • Each has a real cost: Capsule the free plan is capped at 2 users, 250 contacts, 5 custom fields and a single pipeline; Tana the free plan hosts only 5 meetings a month with AI transcripts and summaries
  • They diverge on capability: Capsule covers Contact management, Tana covers Outliner interface.

Where they differ

Only the attributes on which Capsule and Tana actually diverge.

Attributes where Capsule and Tana differ
AttributeCapsuleTana
Starting price$19/monthFree
Pricing modelsubscriptionfreemium
Free tierNoYes
PlatformsWeb, Ios, AndroidWeb, Desktop
CategoryCRM & SalesProductivity
Founded20082020

Identical on both: user rating (Not yet rated).

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 Capsule

  • Contact management
  • Deal tracking
  • Task management
  • Email sync
  • Activity timeline
  • Slack
  • Google Apps
  • GDPR

Only in Tana

  • Outliner interface
  • Supertags
  • Live queries
  • AI integration
  • Graph views
  • Email capture
  • API
  • SSO

Both cover

  • Zapier
  • Cloud deployment
  • Web support
  • English language support

What people use each for

The jobs each tool is most often brought in to do.

Capsule

  • Simple contact and pipeline CRM for a small teamnot Tana
  • Tracking deals and follow-up tasksnot Tana
  • Linking emails and notes to contact recordsnot Tana
  • Multiple sales pipelines on the paid tiersnot Tana

Tana

  • Structured note taking with a graph based supertag data modelnot Capsule
  • Automatic meeting capture with AI transcripts and summariesnot Capsule
  • Turning notes into queryable structured databasesnot Capsule

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Capsule

  • The free plan is capped at 2 users, 250 contacts, 5 custom fields and a single pipeline
  • Contact ceilings gate every tier, from 30,000 on Starter to 120,000 on Advanced
  • Per-user prices are not shown as figures on the pricing page, only as tier names
  • Ultimate is quote-only

Tana

  • The free plan hosts only 5 meetings a month with AI transcripts and summaries
  • The free plan connects only 1 calendar and allows 50 AI queries
  • Pro is $30 per user per month at standard price, with $20 shown as an early bird rate
  • Max is $120 per user per month at standard price, with $80 shown as an early bird rate
  • Integrations and full MCP require the Pro plan
  • Dedicated support and onboarding, and unlimited agents, skills and types, require the Max plan
  • The Business plan is custom priced, billed yearly and has no published rate
  • The free trial runs 30 days

Pricing, plan by plan

Capsule

$19/month
  • Starter$19/month
    • Contact management
    • Task tracking
  • Professional$39/month
    • Everything in Starter
    • Pipeline management
    • Reporting
  • Enterprise$99/month
    • Everything in Professional
    • Custom fields
    • API access

Tana

Free
  • FreeFree
    • Core features
    • Supertags
    • Searches
  • Pro$10/month
    • Advanced AI
    • Priority support
    • Extended history

Which should you pick?

Choose Capsule if

  • You need contact management.
  • You work on Web, Ios, Android.
  • You also want deal tracking.
Capsule review

Choose Tana if

  • You need outliner interface.
  • You want to start without paying.
  • You work on Web, Desktop.
  • You also want supertags.
Tana review

Questions people ask

Is Capsule or Tana better?
Neither clearly leads. Capsule starts at $19/month and Tana at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Capsule or Tana?
Tana has a free tier; the other does not. Paid plans start at $19/month for Capsule and Free for Tana.
Does Capsule or Tana run on more platforms?
Capsule runs on Web, Ios, Android. Tana runs on Web, Desktop.
Can I use Tana for free?
Yes. Tana has a free tier, so you can try it without paying. Capsule starts at $19/month.
What is Capsule best used for?
Capsule is most often used for simple contact and pipeline crm for a small team, tracking deals and follow-up tasks, linking emails and notes to contact records, multiple sales pipelines on the paid tiers. Of those, simple contact and pipeline crm for a small team and tracking deals and follow-up tasks are not what Tana is typically brought in for.
What can Capsule do that Tana cannot?
Capsule covers Contact management, Deal tracking, Task management, Email sync. Tana covers Outliner interface, Supertags, Live queries, AI integration. Both handle Zapier, Cloud deployment, Web support, English language support.
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