Perfect for business, that have need to manage complex relationships
Updated July 16, 2022

Perfect for business, that have need to manage complex relationships

Nick Dorogavtsev | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User

Software Version


Modules Used

  • Insightly iOS / Android Mobile App

Overall Satisfaction with Insightly

  • Insightly is being used by the whole organisation
  • Leads arrive from the website or entered by the person responsible for first contact (phone, online chat). Online Chat automaticly creates new contact via integration
  • Contact is created from the lead and tags are used to segment the database. Zappier adds new contacts to ActiveCampaign. I know that now Insightly can do it all, but in order to upgrade we will need to upgrade all users and we have way to many CRM users.
  • The sales process is tracked by using Opportunities and Opportunity is created and linked to the contact
  • All Xero proposals are attached in Insightly, all pricing calculations saved as notes.
  • When a contract is signed all interactions with the customer are tracked via Insightly, including critical information. All contacts and org info is available to the whole team and contacts synced to their phones. It makes all communications very personal and very recognizable. Clients love it when you call them by their name when they call the second time. Due to poor integration with PABX formats, we have to manage phone numbers ourselves.
  • I wish it could just generate Yealink phonebook automaticly based on hashtags (we had to programm it ourselves). For mobile phones we use Gmail integration.
  • New clint Organisation custom fields are used to create new client folders and subfolders in Google Drive and Google Docs processing documents (inserting in the document all the info for the custom fields) via Zapier
  • We manage complex relationships within Insightly: who is a client of whom: professional relationships, personal and etc. So for our client, we can see: who is their accountant, lawyer, business mentor, relatives, spouse; their key suppliers, sometimes their key clients; insurance brokers.
  • Complex relationships. Majority of CRMs out there can do only one company per person.
  • All contacts in the phones, very quick and reliable synchronisation via GMail. That syncs to all our Mobile phone devices and some Android Based VOIP desktop phones.
  • Reports are good, however, we would love a PDF to be sent to us in an email with the reports, at the moment we have to log in to download a CSV every time, which is annoying and unnecessary.
  • Xero Integration is good. But do not expect too much.
  • Zapier allows us to do a lot of process automations.
  • Login is a pain in the left ear: we have to do 4-7 clicks to log in and enter domain name every time. Why when we click on the open app via G Suite it does not just open and log you in (like hundreds of other apps do)? This has not been fixed for over 5 years now.
  • Marketing module is way too expensive for a small business like ours. 599 USD per month. I don't know what kind of business can consider it reasonable. We use ActivaCampaign instead.
  • Task management: takes a lot of time to enter a task, it needs to be quicker with some default fields prefield. I had to use Gravity Forms integration to make Task creation easy, otherwise task creations in Insightly is a bureaucracy nightmare with all the fields that you have to fill over and over and over and over.
  • Ability to attach an image to a task in an easy way. Not just upload it as a comment only. Just copy paste into description from the buffer should work, that would make our work so much more efficient. We used other apps that can do it, it really takes a lot of time from our day to attach images.
  • Your subscription price is constantly going up for functionality that you are not using or not even provided. And when you ask them: "what extra functionality am I paying for, I cannot see any" they just ignore you.
Deffinetly not the easiest CRM to use. It is OK with all the automations, but in general employees do not like it.
As soon as someone within a department had a chat (LiveChat) or a client filled out a form. All contact details are propagated across all systems (including phone system - PABX, Mobile phones, emails and accounting system) saving up a lot of time on manual data entry.

No lead is lost, we have multiple integrated marketing channels to keep in touch. Increasing value of the business, by growing our data base.
  • Capsule - Insightly is a far more superior product, Capsule is just a glorified phone book (at least at the time when we had a look)
  • Wrike - Much better and easy to use project management, has Gantt charts, easy to create tasks on the fly, easy to add images and files to tasks. However, Wrike is not a good CRM.
  • WorkflowMax - WFM pretends to be a CRM, but endless shit as CRM. However, it does have time management and time tracking.
  • SalesForce is an overpriced Insightly.
  • ActiveCampaign - fantastic mail marketing tool but horrible CRM, so we use it together with Insightly.

Do you think Insightly delivers good value for the price?


Are you happy with Insightly's feature set?


Did Insightly live up to sales and marketing promises?


Did implementation of Insightly go as expected?


Would you buy Insightly again?


Ability to manage complex relationships Good integration of Contacts with GMail.

Insightly Feature Ratings

Customer data management / contact management
Workflow management
Territory management
Opportunity management
Integration with email client (e.g., Outlook or Gmail)
Quote & order management
Not Rated
Interaction tracking
Lead management
Email marketing
Task management
Pipeline visualization
Customizable reports
Custom fields
Custom objects
Not Rated
API for custom integration
Role-based user permissions
Single sign-on capability
Marketing automation
Mobile access

Using Insightly

7 - 
  • Onboarding a new employee with Insightly is a pain, so I usually train one person to manage it.
  • Other employees only use contacts and Organisations.
  • Had to program my integration to create tasks, as the task creation interface is a nightmare (other employees only use it to close tasks and comment on progress)
1 - I have to do it myself. Small business and all.
Writing manuals for people works well, as Insightly rearly changes interfaces through years.
  • Sharing contacts
  • Lead management
  • Task Management