Apptivo CRM: Review

Apptivo is a surprisingly affordable software that includes the following types of features for your business:

  • Core Components: User Management Tools, Views, Notifications, Role Accesses, Branding, API Calls, Data Storage, Follow Ups, Templates, Bulk Email, etc…
  • Special Apps
  • Mobile Apps
  • Google Apps
  • 3rd Party Integration
  • CRM (Contacts, Leads, Customers, Opportunities App)
  • Project Management (Timesheets App, Projects)
  • Financials (Estimates, Invoices, Sales Receipt, etc…)
  • Procurement (Purchase Order App)
  • Field Services (Work Orders App)
  • Help Desk (Cases App)


This CRM software provides services above and beyond many of its competitors. Launched in 2009, Apptivo intended to offer an easy to use, efficient, and scalable CRM software with additional perks that businesses could use to customize their software and integrate it with other solutions.

Intended Users

This solution was initially intended for small businesses to use to collaborate with their partners and customers. However, today, Apptivo has a huge range of features and integrated suite of apps that are used by SMB’s and Large Enterprises alike.

Over 150,000 businesses in 194 countries use Apptivo CRM software for their business’s CRM needs, Project Management, Communications, and Invoicing.



Lead Capture

  • Web to Lead Form
  • Email to Lead
  • CSV Import



  • Lead to Contact / Customer / Opportunity
  • Opportunity to Order, Invoice, Estimate, Project
  • Contact to Customer


Customize Apps

  • Create and Remove Fields
  • Share Sections Across Apps
  • Create Custom Views
  • Advanced Searches
  • Secure Sections of Fields


Customer and Contact Management:

  • Set Role Based Privileges
  • 360 View of all Associated Apps
  • Store Unlimited Amount of Data


Sales Tracking

  • Performance Dashboard
  • Win / Loss Analysis
  • Sales Planning App
  • Territory Management App


Google Apps Integration

  • Calendar Sync
  • Contact Sharing
  • Task Sync
  • Google Drive Integration



Apptivo’s CRM App extends this software’s services from desktop to mobile devices.




Android, iPhone, and Windows tablets and smartphones are compatible.

Mobile CRM App: You can access your CRM tools directly from your tablet or smartphone. You can access real time updates, as well, which can be pushed to your phone’s app. The app is available in your phone’s individual marketplaces.



There are a few aspects of this software to be aware of before committing. While the price range (see below) is great, be aware that for the paid plans (Premium and Ultimate), that you have to pay per user. You will have to contact customer support to get a better idea of how much that will be, but it will surely bring your overall costs up.

Also, be sure to ask if the number of users can be changed, such as decreased (without having to pay for users that are not being used) or if another employee can use a user profile if someone quits or is replaced, for example.

In addition, if you head to Apptivo’s services setup page at: — you will see that QuickStart Steup (consisting of two 90-minute sessions with an Apptivo expert) as well as Basic Setup and Training, costs extra to get your team started with the software.

Almost no CRM software requires paid setup assistance, so this is somewhat of a poke in the eye — especially if you see the prices.

  • QuickStart Setup: $500
  • Basic Setup and Training: <5 Users: $750; <15 Users: $1,500; <25 Users: $2,500; 25+ Users: You must contact Apptivo.
  • Act Migration: <5 Users: $500; <30 Users: $2,500; 50+ Users: Contact Apptivo.
  • Add-On Training (1 hour sessions): $125 for each hour

Where add-on training sessions make sense to charge for, the setup costs and basic training is sure to bring your total costs up upon purchase. If this is worth it, then by all means, it is a one-time payment for such a great training tool; however, if you only look at the plan prices and do not consider the additional costs per user added, setup, training, etc… you will not be happy by the end of the process.

Keep this in mind as you view the pricing and features in each plan, below.



There are three Apptivo CRM plans to choose from: the Starter plan is Free for all users; and there are two paid plans — the Premium and Ultimate. You can choose to pay monthly or yearly (as with nearly all CRM’s, the monthly payment is a bit more than if you were to pay annually).

Note that is you sign up for an annual plan, you will get 2 months Free.

The Starter Plan

Price: Free

  • Users: 3
  • Advance Search
  • Reports
  • Data Storage: 500 MB / Business
  • Contact Sharing: Limited to 5 Users
  • Project Templates
  • Gantt Chart
  • Milestone Tracking
  • IFF Reports
  • Business Branding
  • Multi-Locale (Timezone) – Help Desk (Cases App)
  • Dispatch Calendar
  • Customer Approval
  • Supplier Email Tracking

The Premium Plan

Price: $8.33 per user / month (billed annually) OR $10 per user / month (billed monthly)

Free Trial Available

  • Number of Users: Pay Per User
  • Advance Search
  • Reports
  • Saved Views
  • Email Notification
  • IMAP Email
  • Company Branding
  • Employee Role Access
  • Data Storage: 3 GB / user
  • API Calls: 2,000 requests / daily
  • Customize Fields
  • Message Templates
  • Follow Ups
  • Bulk Email
  • License Tracker
  • Insurance Tracker
  • Sales Planning
  • Properties
  • Contact Sharing
  • Google Drive
  • Google Tasks
  • Google Calendar
  • CRM
  • Invoices
  • Expense Reports
  • Follow Ups
  • Integrations
    • PayPal
    • Zipmark
    • Dropbox
  • Sales Funnel
  • Milestone Tracking
  • Project Templates
  • Gantt Chart
  • Business Branding
  • IIF Reports
  • Online Payments
  • Multi-Locale (Timezone)
  • Email to Case
  • SLA Reporting
  • Dispatch Calendar
  • Customer Approval
  • Business Branding
  • Supplier Email Tracking
  • Business Branding
  • E-Commerce Integration

The Ultimate Plan

Price: $20.83 per user / month (billed annually) OR $25 per user / month (billed monthly)

Free Trial Available

This plan features everything that the Premium plan offers, PLUS:

  • Pay Per User
  • 5 GB Data Storage per user
  • API Calls: 20,000 requests / day
  • Territory Management
  • Automated Accounting
  • Budgeting
  • Cash Management
  • BI Hub
  • Performance Dashboard
  • Win / Loss Analysis


Free Trial

Apptivo does offer a free trial of their Premium and Ultimate paid plans. Their Starter plan is a functioning CRM plan that is Free to use indefinitely.

Pricing and Free Trials:


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