Best CRM for QuickBooks for 2025: Here's our choice

QuickBooks is a trusted tool for keeping the financial side of a business in order. It shows what’s been billed, what’s overdue, and what’s been paid, making it essential for day-to-day accounting. But customers aren’t defined by invoices alone. They have ongoing conversations with your team, open sales opportunities, and a history that rarely shows up in accounting data.

That’s where CRM software adds real value. When QuickBooks integrates with a CRM, you can start understanding the customer behind the numbers..

In this post, we’ll look at the best CRM options for QuickBooks.

Real benefits of integrating QuickBooks with a CRM

Improved data accuracy

Manual data entry leaves room for mistakes and duplicate records. With a QuickBooks CRM integration, customer information flows automatically between systems. Businesses typically cut manual entry by 25%.

Higher productivity

Switching between platforms slows teams down. Integrating QuickBooks with a CRM eliminates that back-and-forth. Companies that connect the two report an increase in productivity by removing repetitive admin and keeping everything in one place.

Financial visibility for sales teams

It’s easier to close a deal when you know where a customer stands financially. With QuickBooks invoices and payment status displayed inside the CRM, sales reps get context before every call. Instead of walking in blind, they know if an account is overdue or ready for an upsell.

Better customer management

Customers want quick answers. When QuickBooks data and CRM records are linked, support teams see the full picture: recent communication, outstanding invoices, bottlenecks, and upcoming renewals.

Best CRM software for QuickBooks

Capsule CRM + QuickBooks: the seamless choice

Capsule is a simple yet powerful CRM platform designed for small and growing businesses.

With Capsule, customer relationship management and sales pipeline tracking are combined in one user-friendly CRM system.

Set up and sync

Connecting Capsule with QuickBooks Online takes only a few steps.

From Capsule’s integration tab, you enable the QuickBooks connector, log in, and let the initial sync run.

Capsule pulls in customers and, if you choose, vendor data from QuickBooks. From then on, Capsule acts as the “source of truth” for customer information. Updates made in Capsule automatically sync back to QuickBooks, so there’s no risk of double data entry or mismatched records.

Regular hourly syncs keep everything up to date in both systems.

Features that matter

The Capsule QuickBooks integration gives users financial visibility without leaving the CRM. On each customer record, you’ll see:

• Invoice history with due dates and payment terms.
• Payment status, including which invoices are settled and which are overdue.
• Outstanding balances to help teams prioritize follow-ups.
• Estimates linked to customer accounts.
• Vendor bills, displayed on the relevant record.

All of this information is available both on desktop and the Capsule mobile app, so teams can check invoice details while working remotely or on the go.

Real-world scenarios

• For a consultancy, Capsule makes it easy to review client invoices alongside ongoing opportunities.
• A manager can see which clients are overdue before approving a new project proposal.
• For a service business working with multiple vendors, Capsule surfaces bills from QuickBooks on the vendor’s record, keeping financial processes tied directly to operations.

In both cases, the integration cuts out manual admin and improves accuracy.

What users say

Capsule’s QuickBooks integration doesn’t just look good on paper, but it’s praised by real users across review platforms. On G2, Capsule is rated 4.7/5, with many small business owners calling out the simplicity of setup and the way financial data is surfaced directly inside the CRM:

The feedback on the QuickBooks Marketplace, where Capsule is rated a full 5.0/5, highlights the same strengths. Users describe the integration as “perfect” and “seamless”, noting how it removes the need to switch back and forth between systems, and point to the impact on daily work.

This consistency – strong ratings and enthusiastic reviews across multiple platforms – reinforces Capsule’s position as the most practical and reliable QuickBooks CRM integration for SMBs.

Why Capsule stands out

Plenty of CRM software tools connect with QuickBooks, but Capsule offers the right balance of simplicity and depth for SMBs. The integration is native, available on all plans, and doesn’t require middleware or complex setup.

Pricing is straightforward, with plans starting at $18/user/month, and the platform remains flexible with customizable fields and even more integrations with other business tools.

For businesses already relying on QuickBooks accounting software, Capsule provides a great way to connect financial data with customer management. It helps sales and accounting teams work in sync, and delivers one complete picture of every customer relationship – all in an easy-to-use CRM platform.

HubSpot CRM

HubSpot CRM is one of the more advanced options for businesses that want a comprehensive solution combining sales process management and financial management.

With its bi-directional sync, customer data, products, and invoices flow automatically between systems, keeping transaction data accurate. Business solution specialists often highlight the dedicated invoice dashboard, where teams can manage sales invoices and start tracking communication histories without leaving the CRM.

Through workflow actions, HubSpot lets you create receipts or even automate follow-ups, turning CRM and accounting software into a single engine for business processes. While the platform integrates with QuickBooks, its complexity, higher costs, and focus on enterprise features may feel heavy for SMBs simply looking to improve customer interactions and day-to-day business performance.

Zoho CRM

Not every business needs a lightweight CRM with QuickBooks integration. Some need the opposite. Zoho CRM is built for larger teams that want a feature-rich platform for customer data management.

Through its marketplace extension, Zoho offers full bi-directional sync of contacts, invoices, and products with QuickBooks, along with advanced options like multi-currency support or regional tax mapping.

Automation is another strength. With Zoho Flow, Tray.io, or Zapier, companies can set up automatic data sync, connect QuickBooks transaction data, and even link customer portals or project management workflows. This makes it a strong fit for enterprises where business operations are complex and customer support teams need deep visibility.

For smaller businesses, however, the learning curve and scale may feel like overkill compared to simpler QuickBooks CRM software options.

Copper CRM

What if your team doesn’t need to create invoices inside the CRM, but simply wants visibility into customer financials? Copper CRM offers exactly that.

Designed with Google Workspace users in mind, it integrates with QuickBooks to display invoices and estimates directly in customer records. The information appears in the “Related” section, giving sales teams quick access to payment status and outstanding balances.

While Copper doesn’t allow invoice creation or editing, businesses can extend functionality through Zapier, Make, or other automation tools. You can still connect QuickBooks transaction data to workflows or update contact management automatically.

For teams already working heavily in Gmail and Google Workspace, Copper provides a clean, user-friendly way to pair QuickBooks CRM software with day-to-day operations. However, it’s lighter on features compared to various CRM platforms built for more complex business processes.

Pipedrive

75% of sales reps say they waste time on admin instead of selling, and Pipedrive aims to change that. With its native QuickBooks Online integration, sales teams can create invoices straight from deals and see invoice status without leaving the pipeline CRM.

It’s a practical option for businesses that want to link their sales process directly with accounting and improve customer satisfaction through faster follow-ups.

For automation, Pipedrive connects with Skyvia or Make, enabling workflows like turning won deals into QuickBooks invoices or scheduling reminders to accept payments.

While the integration with QuickBooks helps streamline business processes, product sync remains one-way: updates in QuickBooks won’t automatically reflect in Pipedrive.

Insightly

Insightly approaches QuickBooks integration with a focus on visibility rather than automation. Within each customer record, a dedicated QuickBooks tab displays financial summaries, including contact details and linked invoices.

From inside the CRM, teams can also create QuickBooks customers directly, reducing the need to retype information across systems.

The limitation is that the connection doesn’t provide continuous sync. Updates must be managed manually, and sales receipts aren’t displayed within Insightly. For businesses that want deeper automation, third-party tools like AppConnect or Zapier can extend functionality, enabling automatic data sync.

As a CRM integration with QuickBooks, Insightly works best for project-based businesses where customer data and financial summaries need to be viewed together. It’s not as seamless as some QuickBooks CRM software options, but it gives managers enough visibility to align project milestones with financial processes.

Agile CRM

Agile CRM positions itself as an all-in-one platform, and its integration with QuickBooks reflects that approach. The system combines contact data and invoice history, giving sales and accounting teams a shared view of customer information.

Agile CRM goes beyond simple visibility by offering sales automation features alongside QuickBooks data. Automated workflows can trigger actions such as reminders, invoice updates, or follow-ups.

However, setup isn’t always straightforward. The integration requires configuration, and some functions may demand third-party tools to get the most value.

For companies that want to connect marketing campaigns with accounting data, Agile CRM offers a flexible option, though it’s more complex than lighter QuickBooks CRM software choices.

Checklist: What is the best QuickBooks CRM software for you?

Choosing the right QuickBooks CRM software depends on your business size, goals, and how much complexity you’re willing to manage. Here’s how the main options compare:

• Capsule CRM → The best balance of affordability and reliability. Capsule integrates with QuickBooks seamlessly, syncing customer data, invoices, and vendor information. It gives sales and accounting teams one shared record without the overhead of enterprise tools. For most SMBs, Capsule is the natural choice!
• HubSpot CRM → Strong for larger teams that want automation and marketing alignment. It integrates deeply with QuickBooks, but its higher costs and complexity make it better suited to companies with established business processes.
• Zoho CRM → Packed with features like multi-currency and full bi-directional sync. Its scale makes it a fit for enterprises, but it can overwhelm smaller businesses.
• Pipedrive → Useful for sales-driven teams that want pipeline CRM tools with QuickBooks invoice creation. Product sync is one-way, though, so it’s more fragmented than some alternatives.
• Copper, Insightly, and Agile CRM → Each serves niche cases. Copper is ideal for Google Workspace users, Insightly works for project-based businesses, and Agile CRM links marketing with financial data. Their QuickBooks integrations are lighter and less seamless overall.

For most QuickBooks users, Capsule stands out for its simplicity and effectiveness. It connects financial data with customer interactions in a way that genuinely improves business performance.

👉 Try Capsule CRM free with QuickBooks and see how easy it is to integrate.

Conclusion

QuickBooks focuses on financial management, and for many businesses, it’s the backbone of accounting. On its own, it handles payments and reporting with ease. But where it really flourishes is when paired with the right integrations.

A CRM adds the customer lens that QuickBooks Desktop or Online doesn’t cover, helping teams manage relationships at all times.

Combine strong accounting software with customer insight to create a system that supports growth end to end.

👉 Start with Capsule CRM today

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