Apptivo, a cloud-based CRM platform that offers a modular approach to business tools, is a popular CRM option for many small and medium-sized businesses. And one reason for that is that Apptivo CRM lets you customize your experience based on your company’s needs, rather than paying for features you'll never use.
But the landscape is broad, and you might still wonder if this is the right choice for your business. In this Apptivo review, we'll break down its features, pricing, and how it compares to competitors. And we'll also introduce Zeeg, a scheduling solution that integrates seamlessly with CRM systems to enhance your booking capabilities.
What is Apptivo and how does it work?
Apptivo is a cloud-based CRM platform that combines several business applications into one comprehensive system. Founded in 2009, it's designed as a modular suite of business tools that covers everything from contact management to invoicing and project tracking.
What sets Apptivo CRM apart is its structure - instead of offering one massive system with fixed features, Apptivo provides access to over 65 integrated apps across sales, marketing, service, and operations. This modular approach allows businesses to create a customized system that addresses their specific needs without paying for unnecessary functions.
The platform works through a unified dashboard that lets users manage contacts, track deals, assign leads to sales team members automatically, monitor tasks, and automate workflows. With Apptivo software, teams can operate more efficiently, freeing up time to focus on building customer relationships and driving sales.
Each module (or "app" as Apptivo calls them) connects seamlessly with the others, ensuring data flows naturally throughout your business processes. For example, when a lead becomes a customer, their information automatically transfers to your customer database, and you can immediately begin tracking their purchases, support requests, and more.
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Apptivo reviews & ratings
As of May 19th 2025, Apptivo has an average rating of 4.5 stars rating when we consider different review websites:
Apptivo CRM key features review
Contact management
Apptivo keeps all your business contacts in one easy-to-use system. You can capture new leads from your website and emails without extra work. The system shares these leads fairly among your team members, so no one gets overloaded with work.
Your team can send emails and text messages right from the contact records. These messages can go out automatically based on schedules or when customers take certain actions. The system connects with Gmail and Outlook too. While Apptivo's design looks a bit old-fashioned, you can customize it to track exactly what matters to you - from social media profiles to personal notes about your contacts.
Sales pipeline management
You can see all your sales deals clearly in Apptivo's pipeline view. Sales reps simply drag deals from one stage to the next as they progress. Unlike other systems, you can set up your own sales stages that match how your company actually sells.
The system automatically sends new leads to the right team members based on their expertise or workload. Every phone call, email, and meeting gets recorded, so you always know what's happened with each customer. Managers can see future sales numbers for planning. This setup helps your team stay focused on the most promising deals while making sure no opportunity gets forgotten.
Project management
After you win a sale, Apptivo helps you deliver what you promised. You can create and assign tasks to team members with just a few clicks. Timeline charts show everyone when things are due, keeping projects on schedule.
Teams can track the time they spend on projects, which flows directly into invoices for billing. Starting new projects is fast thanks to templates that you can reuse. The system makes it clear who's responsible for each part of the project. Reports show how projects are progressing and if they're profitable, giving managers the information they need to keep things running smoothly.
Financial management
Apptivo handles money matters better than most CRMs. You can create different types of estimates based on your business needs - fixed price quotes, hourly service rates, or product sales. When work is finished, you can turn these estimates into invoices with one click.
The system tracks all your expenses and connects with payment processors so customers can pay you directly through invoices. For businesses with repeat customers, Apptivo can bill them automatically on a regular schedule. It also keeps track of your inventory and helps with tax calculations. This complete approach to finances means you don't need separate accounting software for most tasks.
Marketing capabilities
Apptivo includes basic marketing tools to help you reach customers. You can create email campaigns using templates that look professional without design skills. The system can send these emails automatically based on triggers you set up.
You can see who opens your emails and clicks your links, helping you understand what's working. The system tracks where your leads come from, so you know which marketing efforts bring the best results. While not as powerful as dedicated marketing platforms, Apptivo's tools work well for simple campaigns and connect smoothly with the sales process.
Workflow automation
Apptivo lets you set up automatic tasks that happen when certain conditions are met. This saves time on repetitive work. The number of automations you can create depends on your plan - from 25 in the Lite plan to 300 in Enterprise.
Businesses use these workflows to send follow-up emails, update records, create tasks, or notify team members about important changes. For example, you could set up a workflow that automatically assigns a task to your support team when a customer submits a complaint. The more advanced plans allow for more complex chains of actions, helping larger teams coordinate their work without constant manual oversight.
Mobile access
Apptivo offers mobile apps for both iPhone and Android devices. These apps let you manage your contacts, finances, tasks, and projects while away from your desk. The mobile interface is simpler than the desktop version but includes the most important features.
The apps automatically sync your data in real-time, so you always have the latest information. You can view work orders, create estimates, track time spent on projects, and manage expense reports from your phone. This mobile access is especially helpful for sales teams who need customer information during meetings or service businesses whose employees work in the field.
Pros and cons of Apptivo
Apptivo delivers excellent value through its extensive customization capabilities and strong financial tools, making it particularly well-suited for service businesses with complex workflows. The 24/7 support exceeds expectations even at lower price tiers, with many users praising the responsiveness and knowledge of the support team.
However, these strengths are balanced against a somewhat outdated interface that lacks the polished feel of newer CRM platforms. For teams accustomed to sleek, modern software, this learning curve might present an initial hurdle. Additionally, businesses heavily focused on marketing automation may find Apptivo's tools in this area less sophisticated than those of marketing-specific platforms.
Despite these limitations, Apptivo's comprehensive functionality and reasonable pricing make it a compelling choice for small to medium businesses seeking an all-in-one business management solution without enterprise-level costs.
Apptivo pricing
Apptivo's pricing structure is quite easy to understand, but there's a ton of features there to look at before you pick your favorite. All plans can be billed monthly or annually, with annual billing providing significant savings.
Lite plan
The Lite plan ($15/user/month billed annually) targets small sales teams with basic CRM needs. It includes:
- 18 core apps focusing on essential CRM functionality
- 100 custom fields per app
- 25 workflow automations
- 8 custom dashboards
- 1GB storage per user
- 24/7 email support
This entry-level option is ideal for teams of 1-5 users who need fundamental contact management, task tracking, and deal pipeline features without advanced marketing or integration capabilities.
Premium plan
The Premium plan ($25/user/month billed annually) expands significantly with:
- 46 apps covering broader business needs
- 250 custom fields per app
- 75 workflow automations
- 25 custom dashboards
- 3GB storage per user
- Basic marketing automation
- E-commerce capabilities
- 1,000 marketing emails per user/month
This tier represents a substantial upgrade from Lite, making it suitable for growing businesses with 5-20 users who need more comprehensive tools across departments.
Ultimate plan
The Ultimate plan ($40/user/month billed annually) adds sophisticated features like:
- 57 apps providing advanced functionality
- 350 custom fields per app
- 150 workflow automations
- 50 custom dashboards
- 10GB storage per user
- Email sequencing capabilities
- SMS marketing
- Territory management
- 3,000 marketing emails per user/month
This tier is designed for established businesses with 20-100 users that require complex automation and cross-departmental coordination.
Enterprise plan
The Enterprise plan (custom pricing) offers the complete Apptivo experience with:
- All 65 apps
- 500 custom fields per app
- 300 workflow automations
- 100 custom dashboards
- 15GB storage per user
- Dedicated account manager
- White labeling options
- Custom development support
- Advanced security features
Aimed at larger organizations with 100+ users, this tier provides the highest level of customization and support.
How Apptivo compares to competitors
Apptivo vs. Zoho CRM
When comparing Apptivo with Zoho CRM, several key differences emerge:
- User experience: Zoho offers a more modern, intuitive interface with a gentler learning curve, while Apptivo has a more dated look but provides deeper customization options.
- Feature focus: Apptivo excels in service business functionality with robust estimating and invoicing tools, whereas Zoho offers stronger general CRM capabilities and marketing automation.
- Pricing: Both start at similar price points, but Zoho offers a free plan for up to three users that Apptivo doesn't match.
- Integrations: Zoho provides a more extensive ecosystem of its own apps (Zoho One), while Apptivo focuses on flexibility and third-party connections.
For businesses seeking a user-friendly system with strong marketing capabilities, Zoho may be preferable. However, service businesses needing specialized financial tools will likely find Apptivo more valuable.
Apptivo vs. HubSpot
Comparing Apptivo with HubSpot reveals different strengths:
- Marketing capabilities: HubSpot offers significantly more advanced marketing automation and lead generation tools than Apptivo, with better content management and SEO features.
- Pricing structure: Apptivo provides more predictable, user-based pricing, while HubSpot's costs can increase dramatically as contact volumes grow or additional hubs are added.
- Ease of use: HubSpot features a more intuitive, modern interface but with less customization flexibility than Apptivo.
- Service focus: Apptivo offers more specialized service business tools like estimates and invoicing, while HubSpot provides a more comprehensive inbound marketing platform.
HubSpot remains the stronger choice for marketing-focused organizations with larger budgets, while Apptivo offers better value for service businesses seeking comprehensive CRM capabilities without the premium price tag.
Apptivo vs. Salesforce
When measuring Apptivo against industry giant Salesforce:
- Scalability: Salesforce provides unmatched enterprise scalability and customization potential but at a significantly higher price point.
- Complexity: Apptivo offers a more approachable system for small to medium businesses without requiring dedicated Salesforce administrators.
- Ecosystem: Salesforce boasts the largest app marketplace with thousands of integrations, while Apptivo focuses on core functionality with fewer but well-implemented connections.
- Implementation: Apptivo can be implemented much more quickly and affordably than Salesforce, which often requires consulting services for setup.
Apptivo represents a more cost-effective, manageable solution for SMBs, while Salesforce remains the standard for enterprise-level organizations with complex requirements and dedicated resources.
Enhance your business scheduling with Zeeg
While exploring CRM options like Apptivo, many businesses discover they need specialized scheduling capabilities to optimize their customer interactions. This is where Zeeg comes in – a purpose-built scheduling platform that eliminates the back-and-forth emails when arranging meetings.
Zeeg offers powerful features that complement any CRM:
- Smart routing with lead qualification forms that direct prospects to the right team members
- Round-robin distribution ensuring fair workload balance among your team
- Customizable booking pages that match your brand identity
- Automated reminders and follow-ups to reduce no-shows
- Seamless calendar integration with Google Calendar, Outlook, and Apple Calendar
- Full GDPR compliance with European data hosting for maximum security
With Zeeg's Professional plan at just $10/month, you get a cost-effective way to enhance your scheduling capabilities without paying for expensive CRM upgrades. The free Starter plan includes unlimited 1:1 meetings, while the Business plan ($16/month) adds team features ideal for collaborative environments.
By combining Apptivo's comprehensive CRM capabilities with Zeeg's specialized scheduling platform, businesses can create a powerful technology stack that enhances customer interactions while keeping costs manageable.
Is Apptivo worth it? Final verdict
After thoroughly reviewing Apptivo CRM, it's clear this platform offers substantial value for small to medium-sized businesses, particularly those in service industries. The combination of comprehensive functionality, reasonable pricing, and extensive customization options makes it a compelling choice for organizations seeking an all-in-one business management solution.
Apptivo's greatest strengths lie in its modular approach that allows businesses to pay only for needed functionality, its robust financial tools for estimates and invoicing, and its excellent customer support available 24/7. The platform successfully bridges the gap between basic CRM systems and expensive enterprise solutions.
However, potential users should be aware of the somewhat dated interface and steeper learning curve compared to some competitors. Organizations heavily focused on marketing automation might find Apptivo's tools in this area less sophisticated than dedicated marketing platforms.
Overall, Apptivo represents excellent value for businesses looking for a flexible, comprehensive CRM solution without enterprise-level pricing. By carefully evaluating which features your organization truly needs, you can select an Apptivo plan that delivers maximum value while avoiding unnecessary expenses.
For businesses seeking to enhance their scheduling capabilities beyond what Apptivo offers, consider adding Zeeg's specialized scheduling platform to create a more robust solution while keeping costs manageable compared to higher-tier CRM plans.
Sources: Prices were last checked on May 19, 2025 on Apptivo pricing page.
