Consulting pulls you in every direction. Winning new work, retaining the current one, delivering for clients, and even chasing overdue follow-ups can leave even the best consultants feeling buried. If your “CRM” is a tangle of sticky notes or another spreadsheet gone rogue, you’re overdue for something better.
If you’re shopping for your first CRM or looking for a way to streamline your current processes, we’ll show you the tools that consultants are actually using in 2025. Each one is built to keep your pipeline clear and your client work on track.
What should consulting CRMs do?
Meet Simon.
He runs a small consulting business and, like most consultants, wears every hat – from business development to project delivery. Simon is great with clients, but managing the chaos behind the scenes? Not so much.
Simon’s challenges, solved with the right CRM:
Keeping up with every client
Simon works with multiple companies, often with several contacts on each side. He needs a CRM that puts every call, note, and stakeholder in one view. No more guessing who’s waiting for a proposal or which client’s legal team still needs answers.
Tracking opportunities and deals
Simon’s work starts with a chat and (hopefully) ends with a signed contract. A CRM that maps each deal from first conversation to closed project keeps his pipeline clear, so he knows which deals are heating up and which need a nudge.
Custom pipelines, not cookie-cutter stages
Consulting isn’t linear. Simon’s sales stages shift: sometimes there’s a “Discovery Workshop,” sometimes a “Proposal Review,” then a back-and-forth with legal. He needs a CRM that lets him build a pipeline matching his real sales process.
Finding important details fast
When a client calls out of the blue, Simon can’t scramble through old emails for context. Activity history – calls, emails, and notes all in one place – means he picks up right where he left off, impressing clients with his memory (even if it’s actually the CRM that is doing the heavy lifting).
Never missing a follow-up
It’s easy to forget who to chase for a signature, especially when every day is busy. Simon relies on task reminders and scheduled follow-ups in his CRM, so proposals never go stale.
Keeping projects on track
Simon doesn’t stop at the signed contract. He’s also delivering work. His CRM needs to track deliverables and milestones for each client project, so he can update clients on progress and spot any roadblocks as early as possible.
Storing docs and agreements
During negotiations, Simon needs the latest proposal at his fingertips. Document storage and linking in his CRM mean he’s always ready, never shuffling through files or risking sending the wrong version.
Collaborating with his team
When Simon brings in a colleague or freelancer, he does not want to repeat himself. Team collaboration tools in his CRM make sure everyone sees the same notes, history, and next steps.
Working on the move
Simon is rarely at his desk. He checks in on clients from airport lounges, cafes, and client offices. Mobile CRM access means he’s never out of the loop, even on the go.
Seeing what’s working (and what isn’t)
Simon wants quick reports showing which clients refer more work, which proposals got stuck, and where his time pays off. CRM dashboards make it easy to spot trends and decide where to focus next.
If you’re like Simon, the right CRM is the engine that keeps your consulting business running, no matter how busy things get. When a new client call comes in or an old project reopens out of the blue, Simon knows he’s ready – because every detail, every document, and every follow-up is already at his fingertips.
Best CRM for small consulting business: top choices in 2025
If Simon’s challenges felt familiar – or you found yourself nodding along to those real-world scenarios – it’s probably time to level up your consulting toolkit. To save you hours of comparison, we’ve put in the research. Here’s a clear look at the best CRM software for consultants in 2025:
Capsule CRM
Capsule CRM is purpose-built for consultants who want a clean, organized way to manage clients and projects. Over 850 consultancies and 40,000+ users trust Capsule for a reason: it keeps every detail at your fingertips and every follow-up on track.
What stands out for consultants
- Capsule acts as your all-in-one hub for client data, projects, and every interaction. Everything’s in one place, always accessible, always up to date.
- Create and assign tasks, set reminders for client meetings, and stay on top of project milestones. Capsule helps consultants stay accountable and deliver on promises.
- Move straight from the signed contract to delivery. Capsule’s Projects board and automation features make onboarding and project handoff seamless, even if you’re running multiple engagements at once.
- Track sales, analyze deal progress, and spot opportunities for upselling or new projects – Capsule’s reporting tools give you real insights, not just data sheets.
- Capsule integrates nicely with QuickBooks, Gmail, JustCall, Clockify, Xero, Google Workspace, and over 2,000 apps via Zapier. This means your tech stack works together, at all times!
- Whether you’re at a client site or between meetings, Capsule’s mobile app lets you update notes, track calls, and keep projects moving from anywhere.
- Capsule is known for being easy to set up and adopt, even for consultants who aren’t tech-savvy. Get started in minutes and scale up as your firm grows.
Pricing:
A free plan is available for up to 250 contacts. Paid plans start at $18 per user per month.
What do real consultants say about Capsule?
“Great and simplified multipurpose CRM”: One firm uses Capsule for both CRM and talent tracking, loving the “simplicity” – as opposed to big, mainstream CRMs that are “overly complex and often times overwhelming and confusing.”
“No gimmicks—just what you need”:
“Great for teams or individuals”: Capsule delivers “prompts in following up leads and projects, keeping key contacts' details and giving me an overview on whether I need to engage more with my potential market and pour a little more into the sales funnel.”
Capsule is rated 4.7 on G2 and continues to earn the trust of consultants worldwide since 2009. If you’re looking for a CRM that works as hard as you do (and won’t get in your way), Capsule is the partner you need to grow your consulting business with confidence.
Keap
Keap is a CRM and automation platform with a focus on email marketing and follow-up workflows, making it a fit for consultants who want to organize their client pipeline and automate routine touchpoints. It’s often chosen by firms that want to build predictable, repeatable sales and onboarding processes.
What stands out for consultants
- Keap lets you build out follow-up journeys for leads and clients, from initial inquiry to onboarding, with room to create custom templates for different services or client types.
- Calendar management and appointment reminders are part of the package, removing the need for separate scheduling tools.
- Consultants can handle billing and payments without leaving the platform—useful for keeping admin in one place.
Pricing
Plans begin at $249 per month for a single user. This includes all CRM, automation, appointment, and payment features.
Considerations:
- The price is extremely high compared to many other CRMs, which may be out of reach for independent consultants.
- Keap’s automation tools come with a learning curve, especially if you haven’t set up marketing automations before.
- While complex, the platform may feel overwhelming for those who want a simple CRM and don’t need the extra marketing features.
Keap is best suited for consultants who have grown beyond spreadsheets and want to automate sales and marketing tasks, but the investment in time and budget is something to weigh up before jumping in.
Pipedrive
Pipedrive is built with sales in mind, so it naturally appeals to consultants who want a clear, visual way to track leads and deals from first call to closed project. The interface is easy to grasp and helps you stay organized without much fuss.
What stands out for consultants
- Deal-specific fields for storing notes, proposals, and important documents all in one place.
- Automated reminders keep follow-ups help maintain steady momentum with prospects.
- Tools for enriching client data and prioritizing leads based on engagement or fit.
Pricing
Pipedrive plans start at $14 per user per month. Every plan covers the basics, including mobile access and core pipeline features.
Considerations:
- Project delivery and task management aren’t included, so if you need to manage ongoing projects after the sale, you’ll want to connect another tool.
- More advanced automation or customization requires moving to higher-priced plans.
- Suited to consultants who want simplicity and focus on sales, not an all-in-one business suite.
Accelo
Accelo is designed for consulting teams that want a full business operations platform, covering sales, delivery, and ongoing support. It centralizes most workflows, but comes with more complexity than lightweight CRM options.
What stands out for consultants
- Captures all emails and client communications, keeping history accessible and organized.
- Task assignment and scheduling tools support team-based projects and recurring client work.
- Retainer and ticket tracking features help manage long-term relationships and ongoing client needs.
Pricing
CRM and sales plans start at $20 per user per month, but to get project and billing features, expect to pay $90 per user per month for the full suite.
Considerations
- Accelo takes time to implement and get comfortable with, especially for smaller firms or solo consultants.
- It may be more complex than needed for very small practices or consultants with simple workflows.
- Best for consulting firms with several team members who want to consolidate everything into one platform.
Salesflare
If you’re the type of consultant who’d rather spend time with clients than updating spreadsheets, Salesflare could catch your eye. It’s built for those who want to automate the busywork and make sure no lead goes cold, especially if your work leans B2B and you’re tired of chasing scattered contact details.
What stands out for consultants
- Lets you track every opportunity visually, set reminders, and see all activity in one simple pipeline.
- Shared team inbox makes it easy to coordinate with colleagues if you’re not working alone.
- Real-time alerts let you know when a client opens your email or visits your site, so you can follow up at the right moment.
Pricing
Starts at $29 per user per month. Includes automation, integrations, and mobile access on every plan.
Considerations
- Salesflare is focused on sales and lead management - if you need project delivery or deeper client reporting, it’s not as flexible as some other CRMs.
- Heavy automation means you give up some hands-on control, which isn’t for everyone.
- Best for consultants who want to automate the busywork and keep their pipeline moving, but may not fit those with complex service delivery needs.
Zoho CRM
For consultants who want to shape their own systems – or see growth and service lines on the horizon – Zoho CRM puts flexibility front and center. You can tweak it to match your sales process, automate repetitive tasks, and tie in everything from client calls to billing, all under the Zoho umbrella.
What stands out for consultants
- Manage companies and contacts with as many stakeholders as your project needs.
- Use workflow automation and AI (Zia) to score leads and cut manual work.
- Add Zoho Projects or Zoho Books if you want to extend into project delivery or invoicing, all within the same ecosystem.
Pricing
Free for up to 3 users. Paid Zoho plans start at $14 per user per month.
Considerations
- The interface gets the job done but can feel clunky compared to sleeker, more modern CRMs.
- Initial setup takes some thought: expect a learning curve, especially if you plan to use Zoho’s full suite of tools.
- Zoho works best for firms who want the flexibility to build their own workflows and are willing to invest a bit more time up front.
Conclusion
The average consulting business sees a 25% boost in marketing ROI after implementing a CRM, simply by tightening up follow-ups, tracking every deal, and never missing a client touchpoint. If you want to win more work and deliver a professional client experience every time, it pays to centralize your relationships and projects in one place.
Capsule makes this both simple and affordable. Try it free today and see how much more control, clarity, and growth you can unlock for your consulting business.
