"Free CRM software" is one of the most searched business software queries, and the instinct behind it is sound: why pay to get your customer data in order? This guide walks through how free the free options really are, which one makes sense in which situation, and the questions to ask before committing, without the sales gloss.
Up front: in some situations the free path genuinely is the right path. Our goal is not to talk you into buying something; it is to help you read the price tag on "free".
"Free CRM" actually means three different things
What shows up under the "free" label in search results is really three separate products:
- Freemium plans: limited free tiers from the big CRM vendors. Their purpose is to get you in and move you to a paid plan as you grow; that is the model, and it is fair, as long as you enter knowing the walls.
- Open source software: free license, but you install and operate it yourself. Your hours replace your money.
- Time-limited trials: 14-30 days free, then paid. These are not free plans; they are postponed invoices.
There is also a fourth path: a well-built spreadsheet. If you work alone and volume is low, the honest answer is: try that first, our template is free too.
The typical walls of freemium plans
Details vary by vendor, but you will keep running into the same limits:
- User caps: most free plans end at 2-3 users, exactly when you start sharing the data, which is exactly when you need a CRM most.
- Record and contact ceilings: past a certain count, you delete or you pay.
- Reporting and automation locked: you enter the data, but seeing the summary is a paid feature.
- Vendor branding: the emails you send carry the provider's logo at the bottom.
- Support on a forum: when something breaks, you post and wait.
- Export restrictions: the most critical one. Some plans do not hand your data back easily; the negotiation starts when you try to leave.
💡 Simple rule: plan your exit while entering a free plan. On day one, test the answer to "can I export everything with one click?"
The real cost of the four paths
| Money cost | Invisible cost | Right for | |
|---|---|---|---|
| Excel / spreadsheet | Zero | Manual tracking, no reminders, team conflicts | One person, low volume |
| Freemium plan | Zero at first | Feature walls, data lock-in risk, then 15-60 EUR per user per month as you grow | Solo users and duos who want to try things |
| Open source (self-hosted) | Server + domain | Install, update, back up, secure: hours of work every month | Teams with real IT skills |
| Cloud CRM with transparent pricing | Monthly subscription (Ohana360 from 15 EUR/month) | Close to none: setup and maintenance are on the provider | Growing teams professionalizing their sales |
Which path fits you? A 30-second decision tree
8 questions to ask before picking a free plan
Whichever tool you evaluate, take this list with you:
- Free up to how many users? What will I pay per user once the team grows?
- Is there a record or contact cap? What happens when it fills up?
- Can I fully export my data, on the free plan, whenever I want?
- What language is support in, and in which hours?
- Is the price list public, or is it "talk to sales"?
- Are reporting and automation actually in the free plan, or just in the screenshots?
- Where is my data stored, and is privacy compliance thought through?
- Can I use it from my phone, or am I chained to a desktop?
So where does Ohana360 stand?
Since we promised an honest guide, here is our own answer with the same bluntness:
- Signing up and creating your org is free; during the introduction period you add apps from the marketplace at no charge.
- Pricing is public: apps start at 15 EUR/month (with the launch discount, first user included); the full list is on the pricing page, with no "talk to sales" wall.
- Full export (ZIP) ships with every package: we do not lock up your data.
- iOS and Android apps are included in every plan, and the interface speaks English and Turkish.
Frequently asked questions
Is there a completely free CRM?
Yes, in three shapes: limited freemium tiers, open source software you install and run yourself, and time-limited trials. All three say "you pay nothing"; the difference is where the cost hides: in feature walls, in your own hours, or at the end of the trial.
What are the typical limits of free CRM plans?
The most common ones: user caps (usually 2-3), record or contact ceilings, reporting and automation locked behind paid tiers, the provider's logo on your emails, and support limited to community forums. Once you upgrade, pricing typically lands between 15 and 60 EUR per user per month.
Is open source CRM really free?
The license is free; running it is not. Server rent, SSL, updates, security patches, backups and someone to fix it when it breaks are all on you. It is a sensible path for teams with real IT skills; it is not sustainable on borrowed favors.
Can I take my data with me when I leave a free plan?
Not always; some free tiers restrict export or reserve it for paid plans. Whatever tool you pick, test on day one whether you can export everything with one click. In Ohana360, full export (ZIP) is included in every package.
Does Ohana360 have a free option?
Signing up and creating your org is free, and during the introduction period apps are added from the marketplace at no charge. Pricing is public: apps start at 15 EUR per month with launch discounts, and the full list is on the pricing page. No surprise limits; you see what you will pay from day one.
Try it without surprise limits
Create your org for free, add apps at no charge during the introduction period, and know from day one what you will pay when you grow.
