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Community > App Reviews >

Capsule CRM

Started by Xero API -   in App Reviews |CRM

4.1 out of 5 stars
Based on 21 user ratings
If you are a user of Xero and Capsule CRM, tell us how you are getting on and your experience so far. Any tips?

About Capsule CRM

A simple online CRM used by thousands of businesses worldwide. Capsule integrates seamlessly with Xero to provide a complete picture of your customers, check out Capsule CRM.


Remember if you have questions or need assistance with Capsule CRM, this is not the best place to ask - this forum is for reviews and feedback only.

For general support, check out the Capsule CRM support centre or this page for information on connecting Capsule CRM to Xero.

Easy to use and integration with Xero was so easy I almost did not believe it had worked! Having implemented Microsoft Dynamics and then Salesforce in my previous firm I have found Capsule so much easier to use and to tailor to our needs (e.g. they both took over 12 months to implement in a business of 40 people Vs Capsule which took a few days to customise to our needs). It is also great value for the functionality.

Charles Johnstone  

We use Capsule CRM for management of customer-related data (obviously). As a mobile mechanical repair business we use individual notes for each piece of equipment a customer owns and track what was done on each invoice. This ties in well with the Xero integration as we can quickly identify an invoice containing information we need then click on the Xero link and select the appropriate invoice which opens in a new window - quick and easy.

We make use of the 'tasks' feature to run our scheduled service program or anything else we need to remember to interact with a customer in the future about.

Tags are a great way of grouping customers or placing discreet hints about a customer right with their name so we know very quickly. The Xero integration helps with identifying if a customer has an overdue invoice as there is a little red exclamation symbol which if hovered over will display the overdue amount owing - another great feature enabling quick on-the-spot decisions to be made when interacting with a customer.

Highly recommend giving it a go - it's proven it's worth to us many times over.

Raymond Coutts  

We are not a very sophisticated use of either Capsule CRM or Xero so the integration works well for us. Mostly I use it to transfer opportunities from Capsule CRM to Xero at the point that a quote needs to be generated - this works well.

I think it has other capabilities but we dont use them.

Martin Chesbrough  

For me Capsule is the best CRM around, and the integration with Xero is great, however, an integration between Capsule and Xero Practice Manager (Workflowmax) is now essential for our firm, to get rid of a significant amount of duplicate information having to be entered manually.

Hayden Rooney  

I have been using Capsule CRM and Xero integration for years now, I take it for granted as it is always working. It comes in very handy within Capsule as I see the lifetime spend of my clients and it also lets me know if they are overdue without ever logging into Xero. Capsule is a simple CRM that is very easy to use and with the integration into Xero is even more powerful!

Dave Sewell  

Capsule CRM & XERO go together like peanut butter & jelly. The connection between the two is so smooth. I love that it saves me from double entry of contact details in my CRM and bookkeeping /invoicing software. The other feature that's amazing is that if we're in Capsule CRM getting ready to deliver a support request for a customer, we can see from the Xero integration if they have an overdue invoice! I have used tons of CRMs, having tested them for myself and as Small Business HELPaholics, we've used our clients systems, too. The combination of Capsule CRM & Xero truly is the best system I've seen. Creating Capsule 'tracks' makes it so much easier to develop and stick with processes in your business and creating repeatable processes will definitely move your business forward.

Maggie Langley  

I have been using Capsule and Xero linked to each other for 7 years without any problems. I like the fact that neither of these programs ever get out of date, unlike computer based software. Capsule keeps all my customer records accessible from anywhere, and Xero does all my accounting and can be accessed by my accountant easily. Nothing in this world is ever perfect, but these two guys come very close. Well done and thank you.

Accounts - Forest Design Ltd  

Hi Nick,

Thanks for sharing your thoughts. I'm sorry to hear about the trouble you've had with Capsule. We are working on improvements to our Xero data sync to conicide with changes Xero are making on their API. Included in that, we’ll be updating the logic to better handle duplicates.

Apart from that, you are right that there's no direct view of when a contact was added or updated however as a bit of a tip, you can always filter for contacts based on when they were added or updated, to help you find recently added/updated contacts.
To do that you can go to People & Organizations > List > create a new list > filter for 'Added On' 'is within last' '14' days (for example).

I hope that can be a little bit helpful at least. In the meantime I'll make sure to add a feature request for getting those values displayed on-screen in case it is something we can pick up down the line.

I do hope you'd consider still recommending us and if you'd like to talk more about any of these things then please feel free to email us at support@capsulecrm.com.

Thanks again!

Josef Szotten  

After using Capsule for more than a year, we're no longer able to recommend this service.

The big issue with Xero is that records are matched by name only, not email or some other more unique identifier. So, if you have two customers named Mary Smith, Capsule will very easily attach all of the transactions under the wrong customer.

Capsule says this is how the system is designed, so no changes are anticipated.

Other problems include:

-No easy way to see when a record was added or updated. (Can only be seen when doing a raw data export.)

-No audit trail.

Nick Leighton  

Im quite disappointed to be honest. I never buy any cloud based solution for anything unless I can try it out in full first. Capsule does not enable all of its activities including the xero integration amongst many others. For all I know, none of the great reviews are actually useful for me. Its a shame really.

Nicole Barrett  

It's good but it would be better if:

Quotes could be pushed through to the Opportunities

If we could hook account codes to tags (e.g. see which customers buy IT Support from us in Capsule without having to look at Xero too)

With those we'd start to reduce the clicks and streamline our processes.

Alun Rowe  

We use Capsule + Xero. Super easy to set up and integrate. Only problem is the export of Company data like address & email which does not go through to Xero. Other than that, it's great!

Uzair Kharawala  

We like it. Affordable. Very responsive customer support (once you factor in the UK time zone).

K C  

Love the simplicity of Capsule. Easy to add Customised fields. Links to Xero easily. We have installed it with several clients. Speed to find customers is excellent. Try it! It is not the most complicated CRM on the market but the majority of small business clients don't need all the bells and whistles. Easy to export details for reporting if required as well.

Martin Tunley  

Absolutely excellent. We tried Salesforce and a couple of other CRMs but they were really hard to get our business to fit in to. A bit like a sledgehammer to hit a nut.

We are so pleased to have Capsule now as it seems to contain nothing superfluous - however if we need to add a field for example, we can expand the information it captures.

We're now able to see straight away what our clients are doing - and who they are! As our business is growing rapidly, we're becoming less able to know who is who.

Tim Emmony  

I have spent some time researching small business CRM and tried this as it links with Xero. It is my first experience of using a CRM system and I have been very impressed. From the basics of not having to look through old emails for telephone numbers anymore to being able to tag contacts under any number of differentiators, it has been a real eye opener to the wonderful world of CRM and I am loving it.

To be able to attach notes, tasks, opportunities, emails and pretty much everything you do with any contact and keep it all in one screen in front of you is amazing, really is going to help me organise myself.

I also like the nice added in feature of finding your contact on a map based on their postcode. So many great things about this software and is exceptionally easy to use.

The drawdowns that give it only 4 stars for me are as follows:

* can only have one organisation per contact and so contacts need to be duplicated where they are involved in more than one organisation.

* great to be able to email into the system with auto link to the relevant contact or organisation based on email. But it can sometimes auto-attach to the wrong contact (re duplicate contacts above) or may want third party to email into the system for you to allocate to a contact later. It is not possible to reallocate an email once in the system under auto-allocation. Would be great if we're able to reallocate.

* no checkboxes next to list of clients to select for specific assignment of tag etc

* although system calendar is great, full integration with Outlook would saved duplication.

* would be good to have income reports on won opportunities not just pipeline potentials.

But all in all a fantastic CRM system which I am thoroughly enjoying using and For £8pm a small business owner should be laughing!


Douglas Quinton  

Great CRM. Easy to use, configure and nice clean look. I would give it 5 stars Capsule had the ability to trigger events. For example a task being completed sends an email to a selected address.

Ben Robinson  

If I could find a link to reset my password I'll be able to use Capsule and let you know my thoughts. So far I think it's good but I'm unable to log in (yes my fault I forgot my password) but when you are not given a option to reset it and I've tried finding the URL /link it gets rather frustrating. Having to email support to find out how to reset a password is not good for business.

Linda Mandy  

I'm not really seeing how this is much better than just using Xero's built in contact management. It doesn't really look like it does much more and the interface isn't as nice as Xero's. Not really worth the extra expense IMHO.

Jeff Singer  

Another vote for Capsule. Learning curve of about 60 seconds. Dead easy to use and really helps understand where your business is at in terms of opportunities.
Integration with Xero is a bonus 0 we are new to Xero so we don't have a huge amount of experience in that regards yet, but from what I have read and seen it should provide great insight for us.

Rupert Englander  

Awesome. Can't believe its so difficult with the other CRM solutions, this just works out of the box. Finally, my sales team can see whats outstanding from customers without having to give them full access to Xero!

Markus McIver  

So very nice to have a CRM that I like to use and does not overwhelm me. The integration with Xero and Capsule is fantastic! Both ways. Set up was simple, instructions are very clear.

Susan Cisternelli