Capsule CRM Review Australia 2026

CRM
3.8 / 5SoftwareHQ editorial score

Editorial score, not a user-review average. How we score · How we test

Editorial verdict

Best CRM for Xero Users on a Budget

Capsule is still the simple Xero CRM: Starter US$18 unlocks Xero, Growth US$36 unlocks automation. Free is only 250 contacts and two users. Pricing stays USD. Data stays on AWS in the United States — unlike Zoho's Sydney DC or Pipedrive's new APAC region. Ultimate's live card did not print a price this check.

Best for
Small teams (2–15 people) that use Xero and want a simple, affordable CRM without enterprise complexity.
Not ideal for
Businesses needing AU-hosted data, phone support, or advanced marketing automation.
Visit Capsule CRM →

Some links to Capsule CRM may be affiliate links. If you buy or sign up, SoftwareHQ may earn a commission at no extra cost to you. That does not change this editorial score. Affiliate disclosure

Pricing verified 8 Sep 2026 · Hosting verified 8 Sep 2026

By SoftwareHQ Editorial Team — Updated

Overview

Capsule CRM is simple, smart crm with best-in-class xero integration. Founded in 2009 and headquartered in Manchester, UK, it serves Australian businesses.

Feature highlights

These highlights come from vendor documentation and editorial analysis of public sources. They are not firsthand test results or a claim that every listed capability was exercised in a trial.

  • Xero from Starter

    Premium integrations (Xero, Zendesk, Import2) start on Starter, not Free. Bidirectional contacts and invoice visibility remain Capsule's AU differentiator versus Pipedrive's Cloudify app.

  • Automation on Growth

    Workflow automations (task sequences / stage changes) are Growth+. Starter has templates and Xero, not Tracks-style automation.

  • Contact caps are hard

    Free 250, Starter 30,000, Growth 60,000, Advanced 120,000. Downgrade requires deleting contacts to fit.

  • USD only

    No AUD price list. Cards print US$. GST not included on the page.

  • AWS United States only

    Support and DPA: all data with AWS in the US. No AU datacentre option.

  • No phone support

    Email and chat, UK business hours. Ultimate adds an account manager, not an AU phone desk.

AU Compliance Scores

These scores apply to Australian tax, payroll and banking capabilities where they are relevant to Capsule CRM. They are SoftwareHQ editorial judgements from public documentation, not firsthand product tests.

Not applicable means this product type is not scored on that dimension (for example BAS lodgement on a CRM). Not supported means the vendor does not offer it. Unknown means we could not verify it from public sources — that is not the same as unsupported.

BAS LodgementNot applicable

CRM — not an accounting tool. BAS stays in Xero/MYOB/Zoho Books.

STP Phase 2Not applicable

No native AU payroll.

Payday SuperNot applicable
Modern AwardsNot applicable
GST HandlingNot applicable

Not an ATO GST/BAS product. Quotes/invoices via accounting integrations.

Bank FeedsNot applicable

Not a bank-feeds product.

When this was checked

Status as of (page snapshot) against a 90-day review target. Checked dates are not updated when the site is rebuilt.

Editorial article date: . That is not proof that pricing, hosting, or compliance was re-checked.

  • PricingVerified

    Verified — checked 8 September 2026.

    capsulecrm.com/pricing

    USD annual. Free $0 (2 users, 250 contacts). Starter $18 / Growth $36 / Advanced $54 per user/month billed annually. Ultimate $72 not printed on the live card (spinner); last printed list $72. No AUD. GST not included on the page. 14-day trial.

  • HostingVerified

    Verified — checked 8 September 2026.

    capsulecrm.com/support/account-and-security

    AWS United States only. DPA sub-processors list AWS hosting location USA. No AU region.

Pricing (AUD)

All prices below are in Australian dollars and exclude GST. Verified — checked 8 September 2026. Source: capsulecrm.com/pricing.

Free
Free
AUD ex GST
US$0. Max 2 users, 250 contacts, 1 pipeline. No Xero (premium integrations start on Starter).
  • Users: 2
  • Contacts: 250
Starter
$18/user/mo
AUD ex GST
US$18/user/month billed annually. Email templates, shared mailbox, basic reporting, premium integrations (Xero, Zendesk, Import2), AI pipeline generator.
  • Contacts: 30000
  • Pipelines: 1
Most Popular
Growth
$36/user/mo
AUD ex GST
US$36/user/month billed annually. Workflow automations, multiple pipelines/project boards, advanced reporting, AI enrichment/summaries. First plan with automation.
  • Contacts: 60000
Advanced
$54/user/mo
AUD ex GST
US$54/user/month billed annually. 120,000 contacts, 50 pipelines, 50 project boards.
  • Contacts: 120000
  • Pipelines: 50
  • Project Boards: 50
Ultimate
$72/user/mo
AUD ex GST
Live 8 Sep 2026 Ultimate card did not print a dollar amount (loading). G2 vendor pricing 24 Aug 2026 still US$72/user/month. Dedicated account manager / custom training on Capsule copy. Treat $72 as last printed list, not re-read from the card.
  • Contacts: 240000

Estimate first-year cost for Capsule CRM

Observed price changes

Recorded when a listed price changed. This is not a complete vendor timeline.

  1. USD annual Starter $18 / Growth $36 / Advanced $54 reprinted. Free 2 users / 250 contacts. Ultimate $72 not printed on the live card this check.
  2. Starter · $18 → $18 · USD annual Starter $18 / Growth $36 / Advanced $54 reprinted. Ultimate live card did not print a dollar amount; $72 kept from last printed list. No AUD list.

Pros & Cons

Pros

  • Xero integration from Starter (not Free)
  • USD $18/$36/$54 annual seats printed 8 Sep 2026
  • Automation on Growth without a HubSpot-style onboarding fee
  • Genuine free plan (2 users / 250 contacts)
  • 14-day trial, no card, no setup fee
  • Simple UI

Cons

  • USD only — no AUD list
  • AWS United States only — no AU DC
  • Free limited to 250 contacts; Xero not on Free
  • No phone support
  • Ultimate price not printed on the live card this check
  • Marketing is Transpond from US$11, not in-CRM HubSpot-style automation

How this review was made

Reviews separate vendor documentation, editorial analysis and firsthand records. They are not interchangeable.

  • Vendor documentation — Public pages from Capsule CRM and other sites. Recorded HTTP(S) URLs are listed under Sources. A source URL is a document we recorded, not a claim that every sentence on this page was checked against that URL.
  • Editorial analysis — SoftwareHQ's written verdict and scores for Australian buyers. The header score is an editorial assessment, not a user-review average, not a lab result, and not a number derived from how many evidence records exist.
  • Firsthand records — This review has no firsthand observation records, trial walkthroughs, or screenshots from a logged-in SoftwareHQ account. Missing tests stay not tested.

This page does not rank products by speed or security from documentation or from evidence count.

Checked by SoftwareHQ Editorial Team. There is no named author profile for this page; attribution stays with the SoftwareHQ editorial team. How we test and the editorial policy for scoring, independence and affiliate rules.

Sources

Public pages recorded when this review was compiled. They are not a checklist that every claim was verified, and they are not evidence of hands-on product testing.

Capsule CRM Alternatives

If Capsule CRM doesn’t quite fit your needs, consider these alternatives for Australian businesses:

  • HubSpot — All-in-one CRM, marketing, and sales platform. Free plan available.
  • Pipedrive — Sales-focused CRM for deal management. From $19/user/mo ex GST.
  • Zoho CRM — Affordable CRM with free plan for small teams. Free plan available.

Migration Guides

Step-by-step switching guides involving Capsule CRM for Australian businesses.

Hard
How to Switch CRM Without Losing Data
4-8 hours · 9 steps

Related Compliance Guides

Guide
Data Sovereignty in Australia — Where Is Your Business Data Stored?
Australian businesses are increasingly concerned about where their financial and employee data is ho...

Frequently Asked Questions

Does Capsule CRM integrate with Xero?
Yes. Xero is a premium integration on Starter and above (pricing page: Xero, Zendesk, Import2). Not on Free. Contacts sync; invoices/payments can be viewed in Capsule.
Is Capsule CRM pricing in AUD?
No. The 8 Sep 2026 page is US & International (USD). Starter US$18, Growth US$36, Advanced US$54 per user per month billed annually. Your card is charged in USD. GST is not printed as included.
Where is Capsule CRM data hosted?
AWS in the United States only (support + DPA sub-processors). No Australian region.
Does Capsule CRM offer phone support?
No. Capsule provides support via email (support@capsulecrm.com) and in-app chat, Monday to Friday during UK business hours. There is no phone support. Paid plans get priority email/chat support, while the Free plan is limited to self-help resources and an AI chatbot.
How does Capsule compare to HubSpot for Australian businesses?
Capsule Starter US$18 includes Xero. HubSpot Sales Hub Starter is A$24/seat and does not include a first-party Xero SKU. HubSpot free is two users and US-hosted; Capsule free is two users, 250 contacts, also not AU-hosted. HubSpot Professional is a much larger product at A$140/seat plus onboarding.
Is there a free plan for Capsule CRM?
Yes. Free: two users, 250 contacts, one pipeline. Paid plans have a 14-day trial with no card.

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