Software · head to head
Insightly vs Apollo.io
The short version
- Each has a real cost: Insightly record counts are capped by plan, at 100,000 on Plus and 500,000 on Enterprise, so the database size decides the tier; Apollo.io everything is metered in credits, and the free Starter plan runs on them too, so prospecting volume is capped rather than the feature set
- They diverge on capability: Insightly covers Contact management, Apollo.io covers Contact database.
Where they differ
Only the attributes on which Insightly and Apollo.io actually diverge.
Identical on both: starting price (Free), pricing model (subscription), free tier (Yes), 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 Insightly
- Contact management
- Deal tracking
- Project management
- Task management
- Email integration
- Mobile app
- Mailchimp
- Zapier
Only in Apollo.io
- Contact database
- Email finder
- Lead search
- Automation
- Engagement tracking
- Salesforce
- HubSpot
- Outlook
Both cover
- Reporting
- Slack
- SOC2
- GDPR
- Cloud deployment
- Web support
What people use each for
The jobs each tool is most often brought in to do.
Insightly
- CRM with project delivery tracking after the salenot Apollo.io
- Managing leads, opportunities and customer projects in one record setnot Apollo.io
Apollo.io
- Lead generationnot Insightly
- Prospect researchnot Insightly
- Sales automationnot Insightly
Where each one falls short
Documented limitations, not opinions. Every one is a constraint you would hit in normal use.
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
Apollo.io
- Everything is metered in credits, and the free Starter plan runs on them too, so prospecting volume is capped rather than the feature set
- Plans described as unlimited are capped in the fair use policy at 10,000 credits a month for non-paying accounts
- Connecting a mailbox that is not Gmail or Microsoft requires a paid plan
- How many records can be selected at once varies by tier
- Running out of credits means buying more rather than waiting for a reset
Pricing, plan by plan
Insightly
Free- FreeFree
- Up to 2 users
- Contact management
- Plus$29/month
- Everything in Free
- CRM features
- Project management
- Professional$59/month
- Everything in Plus
- Advanced reporting
- Custom fields
Apollo.io
Free- FreeFree
- Basic contact search
- Limited searches
- Starter$49/month
- Everything in Free
- Advanced search
- Email finder
- Professional$149/month
- Everything in Starter
- Automation
- Advanced analytics
Which should you pick?
Choose Insightly if
- You need contact management.
- You want to start without paying.
- You work on Web, Ios, Android.
- You also want deal tracking.
Choose Apollo.io if
- You need contact database.
- You want to start without paying.
- You also want email finder.
Questions people ask
- Is Insightly or Apollo.io better?
- Neither clearly leads. Insightly starts at Free and Apollo.io at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
- Which is cheaper, Insightly or Apollo.io?
- Insightly starts at Free and Apollo.io at Free.
- Does Insightly or Apollo.io run on more platforms?
- Insightly runs on Web, Ios, Android. Apollo.io runs on Web.
- Can I use Insightly for free?
- Both have a free tier, so you can try either at no cost before committing.
- What is Insightly best used for?
- Insightly is most often used for crm with project delivery tracking after the sale, managing leads, opportunities and customer projects in one record set. Of those, crm with project delivery tracking after the sale and managing leads, opportunities and customer projects in one record set are not what Apollo.io is typically brought in for.
- What can Insightly do that Apollo.io cannot?
- Insightly covers Contact management, Deal tracking, Project management, Task management. Apollo.io covers Contact database, Email finder, Lead search, Automation. Both handle Reporting, Slack, SOC2, GDPR.