CRM Systems Made Simple: Finding the Right Fit for Your Small Business
CRM systems often get a reputation for being big, complicated, and intimidating — and to be fair, some of them are. But if you’re a small business owner, you don’t necessarily need all the bells and whistles. There are simpler, more straightforward options out there that can help you stay organised without overwhelming you.
Before choosing a system, the first step is to think about what you actually need a CRM for. At its core, a CRM helps you manage your relationships with clients and potential clients. That usually comes down to four main functions:
Client management – proposals, contracts, invoices
Tracking leads – appointment booking, follow-ups
Communication – email, reminders, touchpoints
Workflows – onboarding, off-boarding, keeping projects moving smoothly
The key is analysing what you need and keeping it as simple as possible. Let’s look at the different options, from free and DIY setups to dedicated paid systems.
Free, DIY, Manual Solutions
If you’re just starting out or aren’t ready to invest in a CRM, you can make do with tools you probably already use:
Google Sheets – Create a simple spreadsheet to track client details, follow-up dates, and project stages. Very flexible, but requires discipline to keep updated.
Airtable – A more powerful alternative to spreadsheets. With calendar views, kanban boards, and forms, it helps you manage leads and projects in a more visual way.
Squarespace – If your website is on Squarespace, you can use built-in features like Proposals and Invoices for client management, and pair it with Squarespace Scheduling (Acuity) for booking calls or appointments. It won’t give you full CRM power, but it’s a neat way to keep everything under one roof.
💡 These DIY options are cost-free and give you control, but they require effort to maintain and don’t automate much for you.
Free CRM Systems
When spreadsheets aren’t enough, free CRM software is a good middle ground. They give you a taste of what a “real” CRM can offer without the financial commitment.
Hubspot (Free) – Robust, with lots of sales pipeline features, but can feel very corporate.
Capsule CRM (Free tier) – Simpler and more lightweight, good for solo entrepreneurs.
Zoho CRM (Free tier) – Generous feature set compared to others, but the interface can be clunky.
💡 These free versions are great for testing, but they’re rarely beautiful or user-friendly. They can feel clunky, and you’ll often hit limits that push you towards a paid upgrade.
Paid CRM Systems
This is where the real benefits kick in: smoother workflows, better aesthetics, and time-saving automations.
Here’s a quick comparison:
| CRM | Starting Price (per month) | Highlights | Notes |
|---|---|---|---|
| Dubsado | £19 (starter) | Proposals, contracts, invoicing, client portals, automations | My CRM of choice — I use a lifetime plan |
| Bonsai | £19 | Very user-friendly, modern design, contracts, invoicing, time tracking | Highly intuitive |
| HoneyBook | £13 | Great for creatives, strong client experience tools | Only available in US & Canada |
| 17Hats | £19 | All-in-one with scheduling, contracts, workflows, bookkeeping tools | Popular with solopreneurs |
| Moxie | £20 | Designed for freelancers, includes contracts, invoicing, client portals, project management | Affordable and intuitive |
| Zoho CRM | £12 | Budget-friendly with lots of integrations | Interface less design-led |
💡 My personal experience: I use Dubsado and love how it streamlines everything for me. I also really enjoyed using Bonsai — it’s incredibly user-friendly.
All-Singing, All-Dancing Systems
If you’re running a growing business with a team, or need enterprise-level reporting and automation, these platforms go far beyond the basics.
Salesforce – Enterprise-grade customization, automation, and integrations.
HubSpot (Paid Hubs) – Adds advanced marketing automation, analytics, and sales tools.
Microsoft Dynamics 365 – Deep integration with Office and enterprise workflows.
Zoho One – Entire suite including CRM, email, finance, projects for an affordable per-user rate.
For most solo business owners, these will feel like overkill. But if you’re planning to scale or work with a team, they can be worth exploring.
Final Thoughts
The world of CRMs can feel overwhelming, but the best approach is to start simple. Think carefully about what you actually need: proposals? Invoicing? Appointment booking? Client portals? Then pick the solution that ticks those boxes without drowning you in extras.
Whether that’s a DIY setup with spreadsheets, a free CRM to test the waters, or a paid system like Dubsado or Bonsai, there’s no “one size fits all.” The right CRM is the one that makes your life easier — not more complicated.
Quick CRM Decision Guide
Track clients/projects → DIY / Free tools (Google Sheets, Airtable, Squarespace)
Send proposals/contracts/invoices → Paid CRM (Dubsado, Bonsai, Moxie, 17Hats)
Automate onboarding/offboarding → Paid CRM (Dubsado, Moxie, 17Hats)
Need client portal & communication → Paid CRM (Dubsado, Moxie, HoneyBook)
Advanced reporting & integrations → Enterprise CRM (Hubspot, Salesforce, Zoho One, Microsoft Dynamics 365)
Quick Tips
Step 1: Identify must-have features (checklist from previous section).
Step 2: Choose the tier that matches your budget and workflow.
Step 3: Trial the system for 1–2 weeks with a few clients.
Step 4: Move up or down the stack depending on your experience.
The right CRM is the one that fits your business, simplifies your workflow, and actually gets used — start simple, test what works, and build from there.
