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From Leads to Loyal Fans: Best CRMs for Small Businesses

Natalia Misiukiewicz

18 min read

Mar 3, 2025

Running a small business is tough, but the right customer relationship management (CRM) can make it easier. Just ask Shanterria Earley, founder of Travel Divas. What started as a side hustle booking travel for NFL fans turned into a $17 million business — thanks to CRM automation.

Shanterria automates bookings, payments, and customer engagement with Keap, a CRM automation software. Now her business runs smoothly while she focuses on growth. Now, her business runs smoothly while she focuses on growth.

The point is that CRM software isn't just for giant corporations with deep pockets and complex sales teams. Small businesses can (and should) use CRM to track customer interactions, manage sales processes, and automate everyday tasks. And yes, this includes plenty of free CRM software options if you’re on a tight budget.

So, if you are looking for the best CRM software for your small business, I have you covered with top recommendations, key features, and expert insights.

Benefits of CRM software for small businesses

Think of a CRM platform as your business’s memory bank. No more digging through emails to find out what was last discussed with a client or scrambling to recall which leads need follow-ups. With everything organized in one place, you’ll save time and make smarter business decisions.

CRMs also help automate tasks, track performance and sales progress, and even improve team collaboration. And you don’t need to be a tech genius to use one.

Business-process features

CRM software is more than just a repository of information. It makes everyday tasks more efficient. These platforms handle all the repetitive chores, from sending reminder emails to scheduling your next meeting. You’ll spend less time micromanaging and more time on bigger priorities. Imagine setting up an automated “thank you” note to send right after a customer makes a purchase — no more manual copying and pasting, plus your customers feel instantly valued.

Team collaboration

When you have multiple people working with clients, such as sales reps, marketers, customer support agents, it’s easy for wires to get crossed. Everyone sees the same real-time data with CRM. If your marketing team runs a special promo and collects new leads, your sales folks can follow up without skipping a beat. And if your customer support team logs a user complaint, your sales team knows to tread lightly on upsells. It’s teamwork made simple.

Data integration & customer relationships

The best CRMs play nice with other apps in your toolbox — accounting software like QuickBooks, email platforms like Mailchimp, you name it. Avoid the dreaded copy-paste routine and keep your data updated automatically by bringing all these tools under one roof. This not only cuts down on admin work but also reveals hidden connections (like which marketing emails lead to the most sales).

Advanced analytics & customer interactions

Ever wondered which of your marketing campaigns is driving the most revenue, or how close you are to hitting next quarter’s sales goal? Modern CRMs serve up live dashboards and reports on your pipeline, giving you crystal-clear insights into where your business stands. You can spot trends, like a dip in conversions mid-month or an uptick in social media leads, and react before it’s too late.

Digital marketing hooks

Having your CRM connected to email marketing or social media tools means running targeted campaigns is a breeze. For instance, you can trigger an email sequence when a lead clicks a specific link or set up a social media retargeting ad for people interested in a certain product. This level of marketing automation and personalization helps you nurture leads and guides them naturally toward a sale process.

User scalability

Today, you might be a two-person operation. Tomorrow, you might have a dozen employees or even more. Thankfully, most CRMs let you add users or upgrade plans as you grow, ensuring the system never holds you back. Plus, new team members can easily get up to speed because all customer interactions are tracked in one place.

CRM software features for small businesses

If you peeked into the world of CRMs, you probably saw all sorts of jargon — AI, VoIP, pipelining — oh my! While it might sound intimidating, it really boils down to a few must-have features that can make a huge difference for small businesses.

Think of your CRM system as a magnet pulling in every interaction you have with your customers — emails, calls, social media messages, even live chats. The best systems consolidate all these touchpoints so you have a 360-degree view of each lead or customer. No more opening five tabs to figure out who said what, where, and when. Everything’s stored in one tidy spot, making it simpler to nurture customer relationships and close deals.

A solid small business CRM solution will let you visualize exactly where each prospect stands in your sales process. From that first “Hey, I’m interested” email to the final contract signing, you can see the entire customer journey in a neat pipeline. This bird’s-eye view helps you spot bottlenecks, prioritize the hottest leads, and predict your next sales win.

Another key feature is AI. Artificial intelligence may sound futuristic, but it can be your secret weapon for working smarter — right now. Some CRMs automatically score leads based on demographics and past behavior, so your sales reps focus on the most promising contacts first. Others handle the nitty-gritty of commission management, calculating payouts so you don’t have to fiddle with spreadsheets.

Ever wish you could just click a phone number in your CRM platform and start a call? With built-in Voice over Internet Protocol (VoIP), you can do exactly that. Some CRMs even record and log these calls for you, so if a prospect calls a week later with a question, you can pull up the entire conversation history in seconds.

Running a small business is partly about staying on top of a million small tasks — booking client meetings, following up with leads, or sending out proposals. A good CRM system includes a scheduling calendar and task manager, making it easy to assign tasks to teammates, set reminders, and keep projects on track. You can even sync it with your favorite calendar tool so you won’t miss that meeting on Monday morning.

Start small, scale up

If all these features sound overwhelming, don’t sweat it. You can always begin with the basics:

• Store customer data in one place.
• Track your sales pipeline so you know who is at which stage.

Once you’re comfortable, grow into the advanced bells and whistles — like AI-driven lead scoring or VoIP calling. That way, you won’t be drowning in features you don’t need (yet!), and you’ll set yourself up for success when your business is ready to take the next leap.

Cost of customer relationship management software

When it comes to a small business CRM solution, your budget will determine your choice.

But the good news? There’s something for every price range.

Here’s a closer look:

Entry-level CRM plans

They generally start around $7–$10 per user per month. These are perfect for budget-conscious folks or solopreneurs who need basic contact and account management and a straightforward sales pipeline. You’ll typically get features like simple lead tracking and limited dashboards — enough to organize your day-to-day tasks without overwhelming complexity. If you just want to store leads and keep track of follow-ups, and you’re not quite ready for advanced automation, this tier is your best bet.

Mid-range options

Those usually hover in the $15–$50 per user per month range. They offer more advanced analytics, stronger integration with other tools (like email marketing or ecommerce platforms), and a higher level of customization. Customer service teams that are scaling up find this level appealing because it provides extra automation — think lead scoring or targeted email sequences — while remaining reasonably priced. If you’re handling an expanding customer base and want to streamline tasks, this tier strikes the right balance between added capabilities and cost.

High-end (or enterprise) plans

They climb above $50 per user per month and can sometimes go into the hundreds. These are designed for larger companies or those with highly complex workflows. You’ll see features like personalized onboarding, deep customization of data models, and dedicated support. This tier is ideal if you deal with high-volume leads, multiple sales teams, or niche workflows that demand top-level flexibility and assistance.

Finding the sweet spot often involves pinpointing which plan balances the most value with your specific needs. Platforms like Zoho CRM and Salesforce Starter offer entry-level options that can scale as you grow, saving you the hassle of switching providers later.

Before you jump to a higher tier, it’s worth investigating third-party add-ons or partner integrations like LiveChat. These can deliver new functionality, such as real-time customer interaction, without forcing you into a more expensive plan.

Best CRM for different needs

Here’s a quick comparison table to help you match your business needs with the right CRM solution.

Instead of combing through dozens of tools, start by asking what you need right now — be it tighter budget control, supercharged pipeline management, or a help-desk powerhouse.

Then check out the CRM category that lines up with your main goal.

Bottom line: Figure out your top priorities, like managing your sales pipeline, handling support tickets, or even taking advantage of free CRM software, and pick a CRM that really shines in that area. You can always start small and add advanced features later as your business grows.

Top CRM software options

Now that you have the big-picture overview from the comparison table, let’s zoom in on a few standout tools that small businesses often gravitate toward.

Each CRM system offers a unique mix of features, pricing, and ease of use — and there’s a good chance one of them will line up perfectly with your must-haves.

Bigin by Zoho CRM

If you’re taking your first steps into the CRM world, Bigin by Zoho CRM is a fantastic entry-level pick. Despite its simplicity, it packs in flexible dashboards and convenient email marketing integrations. The interface is intuitive so you won’t be buried under complex settings or endless menus. Want to send a quick campaign to your new leads? Bigin’s has you covered without the hefty price tag. For start-ups or small businesses on a budget, it strikes that sweet spot between affordability and practicality.

Salesforce Starter Plan

Salesforce is often viewed as the gold standard in the CRM space. Its Starter plan makes it accessible to smaller operations. You get the power of Salesforce’s massive third-party app ecosystem — meaning you can plug in everything from email marketing tools to ecommerce platforms — plus excellent scalability if you plan to grow. The learning curve might be a bit steeper, but their world-class support can help you get up and running. If you’re looking for an all-encompassing CRM system that can handle just about anything, 

Less Annoying CRM

Just like the name suggests, Less Annoying CRM keeps things refreshingly straightforward. It’s designed to offer the fundamentals such as contact management, pipeline tracking, basic reporting, but without overwhelming you with bells and whistles you might never use. That also means it’s budget-friendly. You won’t find a bunch of separate tiers that leave you wondering what you’re paying for. It’s perfect for small teams or solo entrepreneurs who want an uncomplicated way to keep track of leads without breaking the bank (or their brains).

Freshsales

If you love the idea of visually mapping your pipeline but also want some muscle under the hood, Freshsales deserves a spot on your radar. It has built-in phone support, AI-driven lead scoring (so you can easily identify your hottest prospects), and a clean, intuitive interface. Whether you’re a one-person show or a growing SMB, Freshsales blends user-friendliness with enough advanced CRM features — like workflow automation and detailed analytics — to help you stay on top of your sales game.

Mobile CRM applications

You probably don’t spend all day glued to your office chair — so why should your CRM system? Whether you’re out meeting potential clients, running pop-up events, or juggling deliveries at your storefront, having a mobile-friendly CRM can be a real lifesaver.

Let’s break down the essential mobile features that can keep you organized, even on the go:

Dedicated mobile app

A strong mobile experience starts with a full-fledged app that mirrors the desktop version’s key functionality. You should be able to quickly pull up contact info, view your sales pipeline, or log new lead details right from your phone. It’s especially useful if your work takes you out of the office. No more waiting to get back to your desk to input notes or send follow-up emails.

Data gathering automation

Gone are the days of scribbling notes on sticky pads after every phone call. A CRM solution with mobile data automation lets you sync calls, emails, and even chat messages (like those in Slack) directly into the system. That way, you’ll have a complete history of your interactions, accessible in a single tap — even if you’re catching a cab or grabbing a quick coffee between meetings.

Device compatibility

Not everyone is on the same platform. If half your team uses Android and the other half swears by iPhones, check that your CRM supports both. It’s also worth ensuring that there’s a lightweight browser version if someone wants to log in from a tablet or laptop. Having that cross-device flexibility ensures nobody gets stuck in a tech dead zone.

On-the-go support

When you’re juggling multiple appointments or hitting the road for a trade show, you still need to follow up with leads in real time. A robust mobile CRM lets you log calls, schedule tasks, or even fire off proposals the moment you step out of a client meeting. Some apps even support push notifications, so you’ll know the second a lead responds or a team member updates a deal status.

Third-party integrations

When it comes to customer relationship management, having a great CRM tool is only half the battle. How well it integrates with the other platforms in your tech stack can make or break your workflow. That’s where third-party integrations turn out to be very useful.

For example, integrating your accounting software (like QuickBooks) ensures that every customer’s payment status is automatically updated in your CRM, helping your sales team track outstanding invoices without digging through spreadsheets. 

At the same time, connecting an email marketing service (such as Mailchimp or ActiveCampaign) allows your team to send targeted, personalized email campaigns based on real-time CRM data, such as a follow-up sequence after a lead downloads a resource from your website.

On the other hand, ecommerce integration (with Shopify or WooCommerce) means your sales team can see exactly what each customer has bought — no guessing needed. This makes it way easier to suggest relevant add-ons, upsells, or follow-up services without sounding pushy. Plus, it saves time since they don’t have to dig through separate systems to find order details.

Last but not least, customer support integrations, like LiveChat, make it easy to pull support ticket histories into the CRM, so sales reps have full visibility into any issues a customer has faced before making a sales call.

As you can see, a standalone CRM system might keep track of contact info just fine, but every separate app you’re using will add layers of manual data entry and siloed information.

Let's sum up what integration gives you:

• You eliminate double data entry — no more copying addresses from one system to another.
• You keep your customer info updated in real time — when a client makes a purchase or books a call, your CRM knows immediately.
• You reduce errors that happen when data has to be manually transferred.

Integrations make your CRM the ultimate command center for your business. From there, you can see sales leads, track marketing campaigns, and even manage customer support tickets at a glance.

Make it all work together: LiveChat as a powerful integration

Up to this point, we’ve discussed how third-party integrations — whether they’re for accounting, ecommerce, or customer support — can transform a good CRM into a central command center for your business. Synchronizing these tools eliminates tedious data entry, keeps customer information current in real time, and reduces the risk of errors or oversights.

But if there’s one integration that truly supercharges how you handle customer interactions, it’s LiveChat.

Think about it: real-time conversations with potential buyers can be funneled directly into your customer relationship management, giving your team a complete record of each customer journey, from that first “Hey, I’m interested” chat to the final sale.

Here’s how it all fits together:

LiveChat as a key CRM integration

One of the most impactful add-ons you can introduce is LiveChat, a tool that transforms website visitors into engaged prospects right before your eyes. Instead of juggling chat transcripts in one app and your leads in another, LiveChat integrations feed conversation data straight into your CRM.

• Sync with popular CRM platforms:
  LiveChat integrates seamlessly with HubSpot, Salesforce, among others. This means your sales team can see chat histories directly in the CRM, while support staff can pull up relevant account info without leaving LiveChat.
• Automate customer support:
  Use AI-powered chatbots to tackle FAQs, pre-qualify leads, or direct users to the right department. Your human team members can step in only when needed, making the support process more efficient.
• Easy setup via the LiveChat Marketplace:
  If your CRM doesn’t have a native LiveChat integration, you can often connect them through Zapier or Make (formerly Integromat). A few clicks and your chat widget is seamlessly feeding new leads to your CRM.

By tying your CRM solution and LiveChat together, you’re creating a unified system that captures leads, insights, and customer history in real time. It’s the kind of efficiency boost that can help small businesses scale faster and provide personalized support without hiring an army of additional staff.

How to add LiveChat to Your CRM

Step 1: Head to the LiveChat Marketplace

1. Go to the LiveChat Marketplace and type your CRM of choice in the search bar.
2. Look for the official integration or plugin that matches your CRM — this ensures easy syncing.

Step 2: Install the integration

Once you find your CRM, click the Install or Connect button. It’s usually just a couple of clicks before your LiveChat account is linked. No messy coding or complicated steps, just straightforward prompts that show you exactly what permissions are needed.

Step 3: Configure your settings

Right after installation, you can map specific data fields from LiveChat to your CRM. For instance, do you want to capture the visitor’s name, email, phone number, or chat transcript each time they start a conversation? Check the boxes and set your triggers:

• Automatically create a new lead in your CRM if a first-time visitor starts chatting.
• Send follow-up emails via your marketing platform once the chat ends.

Step 4: Manage CRM while chatting

Once connected, you’ll see a side panel in your LiveChat dashboard (or a pop-up within your customer relationship management, depending on the integration). This panel displays the visitor’s CRM record, including any past interactions or notes. With that data at your fingertips:

• Update leads with new info on the fly.
• Attach chat transcripts to help your sales team follow up accurately.
• Set reminders for follow-up calls; no more switching between windows to schedule tasks.

Step 5: Make your life easier

The end result is that all relevant customer info effortlessly stays in sync. You won’t have to jump between multiple tabs to figure out who said what, when. Conversations automatically fuel your CRM pipeline, letting you focus on closing deals instead of copying data.

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Maximize customer data and optimize your sales team

When it comes down to it, a small business CRM isn’t just another piece of software but the central nervous system of your entire operation. It keeps leads, customer data, and day-to-day tasks running smoothly, all while freeing you to focus on what you do best.

And with options at every price point, plus easy-to-integrate features like LiveChat, there’s no need to break the bank or wrestle with a complicated setup.

Ready to take the leap? Pick a CRM that fits your top priorities, start with the basics (like contact management and pipeline tracking), and scale up to fancy features as you grow.

In no time, you’ll be juggling more leads and building stronger business relationships — all thanks to a well-chosen CRM strategy. Happy selling!