Insightly Review: "Nice CRM app to track leads, tasks, and projects; also works great as a GTD app"
Updated March 18, 2015

Insightly Review: "Nice CRM app to track leads, tasks, and projects; also works great as a GTD app"

Wendy Neal, CSP | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User

Software Version


Modules Used

  • Tasks
  • Contacts
  • Organizations
  • Opportunities
  • Projects
  • Emails

Overall Satisfaction with Insightly

I started to use Insightly to manage all the tasks, contacts, projects and opportunities that I have in various aspects of my life. I use it to track all my opportunities and projects at work, as well as to track personal projects and tasks. In addition to my full-time job, I also run a technology blog and am a freelance writer for several publications. Insightly helps me to keep all that information in one place, with ways to segregate the different "areas" of my life so I can easily put my focus where it's needed at the moment.
  • Insightly lets me assign categories to all my tasks, projects, and opportunities so that I can easily filter out the noise and focus on the area of my life that I'm concerned with at the moment, while also letting you have a "big picture" view of everything on your plate.
  • I love how you can forward an email directly to Insightly, and it saves the email and any attachments to your Emails folder. From here, you can link the email to projects, contacts, organizations, or opportunities, or create a task that links back to the email. It also automatically adds any email recipients as contacts in your Contacts list in Insightly.
  • I really love the color coding and filtering that you can do with the categories. The categories functionality within the Tasks section allows me to use Insightly as a getting things done (GTD) app, with views of what is due today, what's due tomorrow, and all other upcoming tasks, as well as overdue tasks. You can further filter by category to only concentrate on certain "contexts" or areas that you want to focus on.
  • I mentioned before that I use Insightly as a GTD app. In order to make it a totally killer GTD app, it needs a couple things: The iPhone and Android apps need to be updated so that the Tasks view emulates the task view in the browser. The phone apps don't break out tasks by Today or Tomorrow. Instead they lump everything together in a group called This Week. It's really hard to visualize what is due today versus 3 days from now.
  • Another thing I'd like to see that would make this a better GTD-type app would be to add some kind of indicator to the emails on the Emails page to let you know that a task has been created from the email. Currently you have to click through the item to see that a task has been created. I'd like to use the Emails screen as a CollectBox or Inbox (GTD concepts) to process newly added stuff that hasn't been converted to a task yet. If I could see from this screen which ones had not been converted yet, it would be much easier.
  • The Repeating functionality in tasks is very limited. You can currently set tasks up to recur daily, every weekday, every week, every 2 weeks, every month, every 2 months, every 3 months, every 6 months, and every year. I have some tasks that are due every 3 weeks, and there is no way to set that to recur. Or I have tasks that I want to repeat on the first Wednesday of every month. No way to do that. I could chose every month, but it would be the same calendar day every month, and would not always fall on Wednesday.
  • IQTell,2Day,Trello,ToodleDo,GetItDone,Priority Matrix
I can track more than just tasks with Insightly, I can also track projects and opportunities more easily. The only one that even came close to Insightly's functionality was IQTell, the problem I had with that was the sheer amount of things it could do was almost overwhelming and the email synchronization was extremely slow which caused some frustration.
If you are juggling multiple projects, opportunities, or tasks in different areas of your life, then Insightly can really help. Believe me, I've tried just about every productivity app out there, and this one I've been able to stick with for a long time because it is so easy to use and configure. The user-friendliness and visual style is very conducive to being able to easily see what you should focus your time on while blocking out the extra noise.

Insightly Feature Ratings

Customer data management / contact management
Workflow management
Territory management
Not Rated
Opportunity management
Integration with email client (e.g., Outlook or Gmail)
Channel / partner relationship management
Task management
Pipeline visualization
Customizable reports
Custom fields
API for custom integration
Not Rated
Single sign-on capability
Social data
Social engagement
Marketing automation
Not Rated
Compensation management
Not Rated
Mobile access

Using Insightly

1 - Project tracking, opportunities, tasks, contacts

Insightly Implementation

  • Increased productivity
  • Never losing track of to-do items means happier clients
  • Increased efficiency

Using Insightly

Very easy to use without really have to think about what I'm doing. I didn't have to watch any training in order to figure out how to use it.
Like to use
Relatively simple
Easy to use
Technical support not required
Well integrated
Quick to learn
Feel confident using
  • Working with tasks
  • Creating opportunities
  • Creating projects
  • Improvements could be made for the workflow of converting emails to tasks
Yes - It works but is limited in functionality. I would like to see the Tasks screen on the mobile apps match the Tasks screen on the web interface, as far as how the tasks are grouped. On the web UI, the tasks are grouped by what's due Today, Tomorrow, This Week. Next Week, etc. On the mobile app, all the current tasks are lumped into a bucket called This Week. Makes it hard to visualize what's due today vs. what's due 3 days from now.