6 simple CRM systems [+ steps on how to select one]

15 November 2023

Looking for a simple CRM system? In this article, we will help you in this not-so-easy search.

Because, how do you find a system that meets your requirements? And at the same time fit within your budget? Not an easy task to find such a solution!

Luckily, in this article you will find a list of six affordable, and simple CRMs. Further down the page you will see a 4-step process on how to select your simple CRM.

Want to quickly find simple CRM systems that fit your business perfectly?

Fill in our free CRM comparison tool to find out. It will save you hours and hours of research!

List of simple and user-friendly CRM systems

Below is a list of six simple and user-friendly CRM systems. We've also looked up the different prices for each package for you. 

The list is a nice mix of inexpensive systems and CRM systems that excel in usability. The latter category is not cheap but does excel in convenience and user experience.

Simple and easy-to-use CRM systems
(click on the provider to go to their price list)
Price range of the software packages
Alexion - Between €10.50 and €16.50 euros per user per month

- Free trial version available for 2 months
Congressus- Between €29.00 and €124.00 per month per user

- Free 30-day trial
Hubspot- €1757 for the Professional CRM package (up to 5 users)

- Minimum of €4785 for the Enterprise package (up to 10 users)

- You can always keep using the free version
Salesforce- Between €25.00 and €330.00 per month per user

- Free 30-day trial license
Zoho- Between €14.00 and €52.00 per user per month

- Free trial Enterprise package
Bitrix24 - Between €49.00 (max 5 users) and €399.00 per month (max 250 users)

- Free 30-day trial
Joep Sangers software vendor specialist

This list with simple CRM systems isn't extensive. There are of course more vendors that offer user-friendly/affordable systems. We just want to give you a first impression in your options and the price ranges.

The list of packages was not compiled at random. Our software vendor specialist Joep Sangers helped compile the table.

He has a lot of contact with both implementation partners and vendors, which allows him to accurately assess which software is perceived by users as easy and user-friendly.

Why should you use a (simple) CRM system?

With a CRM system, you have all your customer and contact data in one central and convenient place. This helps you improve your relationship with your current customers.

A CRM also supports you in attracting new customers. A CRM system is also a big step forward compared to working with Excel sheets! 

Want elaboration on even more reasons why to use a CRM? Discover it on our page about why you should use CRM software.

What does such a ystem look like in real life? Check out the three CRM examples on our page and find out.

With the image below we give you a glimpse of a CRM system.

Voorbeeld van een CRM-systeem

The biggest benefits of a CRM system

Do you choose to use a CRM system? Then you will benefit from the following advantages: 

Eenvoudig CRM vinden - mensen op kantoor geven elkaar high-five
  • Better insight into the status of your contacts. With these insights, you increase the chance that your contacts will eventually become customers
  • Improved internal communication. Your organization has access to the same data.
  • Better insight into the wishes of your current customers. Through your improved insight, you know better what your current customers want. 
  • Less error-prone. You will make fewer mistakes than when you keep your contact data in Excel sheets.

Want to see all the different functions of a CRM? Check it out on our CRM modules page. Some of the functionalities are quite advanced, others are more basic.

Steps that will help you find an easy CRM system

Use the four steps below and find the easy CRM system that suits you.

Step 1. Find out if a free version of a CRM system will suffice.

For most CRM software you need to pay. This is not to say that there are no free solutions. In fact, many companies that offer Customer Relationship Management systems use free entry-level versions of their software. 

In some cases, a free version of a CRM package will suffice. In other situations, you may still be better off going for the paid alternative. 

Situations where a free CRM might be enough

Does your situation meet the situations below? Then a free CRM may be sufficient for you: 

  • You are a small company with only a few CRM users (like an SME)
  • You don't expect to grow fast in the coming years
  • You only use your CRM to manage contact data (so more simple functions will suffice).
  • You have a good understanding of what you do and do not need in terms of CRM functionalities. 
  • Excel is already almost sufficient for your organization but you are looking for a CRM option that is just a little bit better.

Not sure yet whether to go for a free CRM or the paid variant? Use the text below and make an educated choice! 

Paid CRM package VS free CRM package

To help you in your consideration, between free and paid CRM software, we randomly reviewed three packages for you.

This will help you determine if a free version is enough for you. We don't mention specific names, but give you a general idea of what these free CRM packages have to offer. 

We've even created accounts to see firsthand what a free CRM package has to offer you. Because of this, we know exactly what the drawbacks and limits of these free versions are. That way you avoid facing unpleasant unexpected problems.

Tip: always carefully assess whether a free CRM is sufficient for you. Also take future growth in consideration.

After all, why would a CRM provider actually offer its solution for free? Is there a catch? 

Biggest disadvantages of free CRM systems

Based on our own experience and our little research, here are the biggest drawbacks of free CRM versions: 

  • The main purpose of free CRM versions is that you later upgrade to a paid version
  • You run into the limits of your simple CRM system
  • In some cases, the logo of the CRM vendor appears on your website pages. 
  • Are often not suitable for growing organizations with more complex needs and requirements.
  • Often no access to more advanced functionalities
  • Sometimes only free for a few users
  • Often no access to automation (no email workflows for example)

So we advise you to carefully examine whether a free CRM is enough for you or whether it is better to opt for a paid version. 

Step 2. Determine your maximum monthly budget

Have you decided that a free CRM package is not enough? Then now is the time to determine your budget. 

Do you have a budget of €20 or below? We then advise you to adjust your desired requirements. Quite logically, you can't expect to get all the possible functionalities within your fairly constrained budget.

How to determine your budget

First, figure out how many people are going to use the CRM. And determine the maximum amount you want to spend per month.

Then the math is pretty simple. You multiply the number of users by the monthly CRM costs (see below for an indication of the monthly costs of CRM packages).  

How expensive is a CRM system approximately? 

A CRM package costs between 20 and 100 euros per user per month. This of course is a rough indication. The monthly costs are logically higher with comprehensive CRM packages than with simpler systems.

"A simple CRM-package will cost you approximately between 20 and 100 euros per month per user."

Want to get a quick indication of the price tag of a CRM? Use our calculator and see it for yourself!

Ontdek wat het je kost

Step 3. Map out your desired functionalities

Map out what your user-friendly CRM system should be able to do. What features really should not be missing? 

At Sofwarematching, we recommend doing a so-called requirements analysis. In this analysis, you determine which functions you need within your CRM system. 

For example, write down the three functions that should definitely not be missing within your user-friendly and simple CRM:

  • Essential CRM function 1
  • Essential CRM function 2
  • Essential CRM function 3

Extra questions to ask yourself

Also answer the five questions below. This will give you a better idea of what you are looking for in your new CRM software.

  1. What business processes should the CRM software support
  2. What are the measurable goals you want to achieve with the CRM system?
  3. Are you considering running the CRM system in the cloud or on-premises?
  4. Should your CRM solution integrate with other systems such as ERP?
  5. Does your organization require the software to be able to grow with you?

Answering these questions will help you determine what you are looking for in a CRM.

Do a so-called requirements analysis to determine which CRM functions you need

Want to do a comprehensive requirements analysis? We have developed a tool for you where you can do this for free.

But how does this requirements analysis work? Here is an example of how it works. Tick the features that your CRM system must have. And leave out the unnecessary features. 

As you can see in the video, CRM systems can have many options. Often, you won't need all the features when you're looking for a simple CRM system.

Do not need certain functions? Then of course you can indicate this in our tool (see our video). After all, why pay for functionalities when you will never use them?

In the end, you get from our tool a list of all the features clicked. This is the end result of your Requirements Analysis. You can also see which functionalities match with specific and CRM vendors.

Step 4. Go through our platform or search for matching CRM systems yourself

Want to be matched based on the requirements you specified in Step 3? Then go through our free comparison tool. Then you can choose which CRM vendor you want to continue your search with. 

When you run through our comparison tool, you will eventually come to the screen below. Here you can see which CRM vendors best match your requirements. Then you choose whether you want to proceed with one of the parties. 

You can also make your own list of functionalities and search for suitable parties. This will cost you some extra work! Our tool will cost you around 5 minutes.

Do you still prefer to look for a suitable CRM system yourself? Then you will have to compare different CRM systems manually.

Want some extra advice on how to select a CRM package?

Check out our page about picking CRM software and learn how to pick your perfect CRM.

Compare simple CRM systems that meet your requirements

Save tens of hours on research looking for a simple CRM.

With our comparison tool you will find your best match in only 5 minutes!

Go to the comparison tool, fill in some questions regarding your situation, and find out which system suits you best.

Find your perfect and simple CRM system
Peter de Bruin
CEO & Sr. Software Specialist
With over 15 years of dedicated experience in the enterprise software industry, I have seen firsthand how crucial it is for an organization to find the right software system for success. In this rapidly changing marketplace, a fair playing field is not always a given. My mission is to create a fair match between companies and vendors, putting the importance of appropriate and effective software first. Our independent selection tool is designed to fulfill this mission, with the goal of creating a future where everyone can effortlessly find the perfect software package, with a smile. Let's strive for that effortless future together.
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