Insightly Review – CRM, Integration, and Workflow Automation

A CRM software called Insightly was created with businesses in mind to manage their customer relationships, sales pipelines, and projects more effectively. It’s particularly favored by small to medium-sized businesses for its ease of use, integration capabilities, and workflow automation features. This review will cover Insightly’s CRM functionalities, integration options, and workflow automation capabilities to help you decide if it’s the right tool for your business needs.

CRM Functionality

Contact and Lead Management: Insightly allows users to manage contacts and leads with detailed records, including communication history, social media profiles, and related projects or opportunities. This comprehensive view helps businesses personalize their interactions and improve customer relationships.

Sales Pipeline Management: The platform offers customizable sales pipelines that visualize the stages of your sales process. Users can track opportunities, set milestones, and forecast revenue, which is invaluable for sales teams aiming to meet their targets.

Project Management: Insightly integrates project management directly within the CRM. Users can convert won opportunities into projects, assign tasks, set deadlines, and track progress, ensuring a smooth transition from sales to execution.

Reporting and Dashboard: Insightly provides reporting tools and customizable dashboards that offer insights into sales performance, project progress, and other critical business metrics. These analytics can help businesses make data-driven decisions.

Integration Capabilities

Insightly integrates with various third-party applications and services, enhancing its functionality and allowing businesses to maintain existing workflows. Key integrations include:

  • Email Platforms: Integration with Gmail and Outlook enables users to manage emails directly within the CRM, track correspondence, and save important emails to contact and project records.
  • Marketing Tools: Insightly can be connected with marketing platforms like Mailchimp for email marketing campaigns, ensuring the flow of information between the sales and marketing teams is smooth.
  • Accounting Software: Integrations with tools like QuickBooks and Xero simplify invoicing and financial tracking for sales and projects.
  • Productivity and Collaboration Tools: Insightly integrates with popular tools such as Google Workspace, Microsoft 365, Slack, and Dropbox, facilitating collaboration and file sharing among team members.

Workflow Automation

Automated Workflows: Insightly’s workflow automation feature allows businesses to automate routine procedures and operations, like assigning work, updating records, and sending follow-up emails. This can significantly improve efficiency and ensure consistency in business operations.

Customization: Users can create custom workflows tailored to their specific processes, with triggers based on various criteria like changes in opportunity stage, project updates, or specific dates.

Lead Routing: Insightly can automatically assign leads to the appropriate sales representatives based on predefined rules, ensuring that the most suitable team member quickly follows up on leads.


  • User-Friendly Interface:   Insightly’s clean and intuitive interface makes it easy for users with different technical knowledge to use.
  • Comprehensive CRM with Project Management: Integrating CRM and project management functionalities within a single platform is a significant advantage for companies that wish to simplify their operations.
  • Customization and Flexibility:  The platform offers businesses a high degree of flexibility, allowing them to configure it according to their needs.


  • Pricing: While Insightly offers a free plan for up to two users, its paid plans can be relatively expensive for small businesses, especially when considering access to advanced features.
  • Learning Curve: Some users report a learning curve when using the platform, particularly when setting up and customizing advanced features.
  • Limited Reporting on Lower-Tier Plans: Advanced reporting and analytics features are limited to higher-tier plans, which may be a drawback for businesses looking for in-depth insights into a budget.


Insightly is a robust CRM platform that excels in contact and sales management, project management, and workflow automation. Its integration capabilities make it a versatile tool that can fit into various business ecosystems. While it offers a lot of functionalities and customization options, the pricing and potential learning curve may be considerations for smaller businesses or those with limited CRM experience. Insightly is a solid choice for companies looking to improve customer relationship management and streamline internal processes.

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