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Software · head to head

Capsule vs Xero

Capsule logo

Capsule

Software

Visual CRM for small teams

From
$19/month
Rated
-
Full reviewWebsite
Xero logo

Xero

Software

Beautiful accounting software

From
$13/month
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: Capsule the free plan is capped at 2 users, 250 contacts, 5 custom fields and a single pipeline; Xero the Early plan caps you at 20 invoices and 5 bills per month, and the invoice limit counts both approving and sending
  • They diverge on capability: Capsule covers Contact management, Xero covers Bank reconciliation.

Where they differ

Only the attributes on which Capsule and Xero actually diverge.

Attributes where Capsule and Xero differ
AttributeCapsuleXero
Starting price$19/month$13/month
PlatformsWeb, Ios, AndroidWeb, Ios, Android, Api
Founded20082006

Identical on both: pricing model (subscription), free tier (No), user rating (Not yet rated), category (Unknown).

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
  • Zapier
  • Google Apps

Only in Xero

  • Bank reconciliation
  • Invoicing
  • Bill payment
  • Expense claims
  • Financial reporting
  • Inventory tracking
  • Project tracking
  • Mobile apps

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 Xero
  • Tracking deals and follow-up tasksnot Xero
  • Linking emails and notes to contact recordsnot Xero
  • Multiple sales pipelines on the paid tiersnot Xero

Xero

  • Small business bookkeeping, invoicing and bank reconciliationnot Capsule
  • Bill payment and purchase order managementnot Capsule
  • Sharing books with an accountant or bookkeepernot 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

Xero

  • The Early plan caps you at 20 invoices and 5 bills per month, and the invoice limit counts both approving and sending
  • Invoices created by connected app partners count against the Early plan invoice limit
  • Multiple currencies, project time and cost tracking, employee expense and mileage claims and industry benchmarking are restricted to the top Established plan at $90 per month
  • Cash flow forecasting is capped at 30 days on Early and 60 days on Growing, with 180 days only on Established
  • Payroll is not included in any plan and costs an extra $36 a month plus $6 per employee or contractor through Gusto
  • Inventory Plus is a paid optional add-on rather than part of any plan
  • The advertised 90% off applies only to the first 6 months, after which the regular $25, $55 or $90 monthly price auto-renews
  • The introductory discount excludes add-ons, usage charges and payment fees
  • Payment fees apply to online invoice payments and to bill payments other than standard domestic ACH, and are billed on top of the subscription
  • Subscriptions are billed monthly with no annual payment option, and after upgrading you must wait one month before downgrading to a cheaper plan
  • Xero states subscription prices are increasing from October 1, 2026

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

Xero

$13/month
  • Early$13/month
    • Send 20 invoices
    • Enter 5 bills
    • Reconcile bank transactions
  • Growing$37/month
    • Unlimited invoices & bills
    • Bulk reconcile transactions
    • Short-term cash flow
  • Established$70/month
    • Everything in Growing
    • Use multiple currencies
    • Track projects

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 Xero if

  • You need bank reconciliation.
  • You work on Web, Ios, Android, Api.
  • You also want invoicing.
Xero review

Questions people ask

Is Capsule or Xero better?
Neither clearly leads. Capsule starts at $19/month and Xero at $13/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Capsule or Xero?
Capsule starts at $19/month and Xero at $13/month.
Does Capsule or Xero run on more platforms?
Capsule runs on Web, Ios, Android. Xero runs on Web, Ios, Android, Api.
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 Xero is typically brought in for.
What can Capsule do that Xero cannot?
Capsule covers Contact management, Deal tracking, Task management, Email sync. Xero covers Bank reconciliation, Invoicing, Bill payment, Expense claims.
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