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Side-by-side record

Capsule CRM vs. Fathom

A side-by-side view of the product records we have today. Use it to narrow the question, then confirm current pricing, limits, and security details with each vendor.

The short version

Fathom starts at $15 per seat, versus Capsule CRM at $18. Fathom carries the higher aggregate rating (5.0/5 vs 4.7/5).

Full comparison

Capsule CRMfrom $18 per user/month
Fathomfrom $15 per user/month, billed annually (Team plan, 2+ users)
Audyense Score76ASStrong76AS*Strong
PositioningThe easy, affordable CRM built for small and growing businessesFree AI notetaker for Zoom, Teams, and Google Meet
Free tierYesYes
DeploymentCloud / SaaSCloud / SaaS
Best fitStartup, SMB, Mid-marketStartup, SMB, Mid-market
Pricing plans
  • FreeFree
  • Starter$18
  • Growth$36
  • Advanced$60
  • Team$15
Custom objectsPartialOffers custom fields and custom activity types/milestones, but no true custom-object data modeling—
Workflow automationYesWorkflow Automations available from the Growth plan and above—
AI featuresYesAI Pipeline Generator (Starter+), AI business/contact enrichment, AI summaries, and AI meeting prep (beta) on Growth+—
Native callingNoNo built-in dialer; calling is handled via integrations like Aircall, JustCall, Kixie, or CircleLoop—
Public APIYesREST API with Personal Access Token and OAuth2 auth, plus webhooks (REST hooks) at developer.capsulecrm.com—
Email & calendar syncYesGmail, Outlook, Google Calendar, and Microsoft Outlook Calendar integrations; advanced mail connection included even on the Free plan—
Reporting & dashboardsYesBasic reporting on Starter; advanced sales reporting and reporting dashboards from Growth upward—
Mobile appYesNative iOS and Android apps (available since 2013)—
Lead scoringNoNo lead-scoring feature found on the pricing/features pages—
Sales forecastingPartialSales forecasting exists but reviewers note it cannot segment revenue forecasts by custom tags—
Integrations verified60+—
Aggregate rating4.7 · 476 reviews5.0 · 6.9k reviews
Integrations
XeroZapierQuickBooks OnlineGmailMailchimpGoogle Calendar+9 more
ZoomMicrosoft TeamsGoogle MeetSlack
Security & compliance
GDPR
SOC 2 Type IIGDPRHIPAA
Pros
  • Intuitive, easy-to-learn interface that lets small teams get organized quickly with minimal training
  • Highly rated, responsive customer support
  • Competitively priced compared to larger CRMs like HubSpot, especially for small teams
  • Solid contact management, sales pipeline tracking, and mobile app for on-the-go access
  • Free plan is fully featured for unlimited recordings/transcripts
  • Very high user satisfaction and ease-of-use scores on G2
  • Deep CRM and calendar integrations, plus MCP/API access
Cons
  • No native two-way email sync — logging emails requires manually BCCing a Capsule drop-box address rather than automatic inbox sync
  • Limited native automation and AI depth compared to enterprise CRMs; workflow automation is gated to the Growth tier and above
  • Advanced reporting, sales forecasting segmentation, and customization options are limited, especially on lower-priced tiers
  • Free plan is capped tightly at 2 users and 250 contacts, so growing teams outgrow it quickly
  • Managing multiple notetaker bots in one meeting can be clunky per reviews
Visit Capsule CRM ↗Visit Fathom ↗

Editorial read of this comparison

The table summarizes structured facts; this section explains what the differences mean for a real buying decision.

Where each tool fits, and where it may not

Capsule CRM

Capsule CRM is a UK-based, cloud-hosted CRM for small and mid-sized businesses that combines contact management, sales pipelines, and lightweight project tracking with tight Google Workspace and Microsoft 365 integration.

A particularly good fit for: Small businesses and solopreneurs wanting a simple CRM without a steep learning curve Teams already on Google Workspace or Microsoft 365 who want tight mail/calendar integration Budget-conscious teams that want per-seat pricing with room to scale through tiered plans

May be a poor fit if: Organizations needing deep customization (true custom objects) or advanced marketing automation out of the box Sales teams that rely on native in-app calling or want automatic two-way email logging without manual BCC workarounds

Fathom

Fathom is an AI meeting notetaker that records, transcribes, and summarizes calls across Zoom, Google Meet, and Microsoft Teams, with searchable call history, AI-generated action items, and coaching scorecards on higher tiers.

A particularly good fit for: Individuals and teams wanting a strong free-forever meeting notetaker

May be a poor fit if: Teams needing deep sales conversation analytics beyond notetaking

Pricing and plan structure

Capsule CRM: Published starting price $18 per user/month

  • FreeFree
  • Starter$18 per user/month, billed annually
  • Growth$36 per user/month, billed annually
  • Advanced$60 per user/month, billed annually

Fathom: Published starting price $15 per user/month, billed annually (Team plan, 2+ users)

  • Team$15 per user/month

Capabilities worth validating

  • Capsule CRM: Custom objects, Workflow automation, AI features, Public API, Email & calendar sync Integrations include Xero, Zapier, QuickBooks Online, Gmail.
  • Fathom: the record has no feature-level evidence yet; verify the workflow directly. Integrations include Zoom, Microsoft Teams, Google Meet, Slack.

Questions to answer before switching

  • Does Capsule CRM's selected plan include the features and limits we need?
  • Does Fathom's selected plan include the features and limits we need?
  • Does the exact integration path for Xero, Zapier, QuickBooks Online support the sync direction, permissions, and volume we need?
  • Is a hosted-only deployment acceptable for the team and customers who will use this system?

How to evaluate this shortlist

A useful comparison turns the differences between Sales & CRM tools into a concrete test. Use these steps to avoid choosing from a feature table or the lowest headline price alone.

  1. Start with a representative Sales & CRM workflow, not a feature checklist. Define who will use it, what data goes in, and what outcome the team needs.
  2. Test the complete path through Xero, Zapier, QuickBooks Online: permissions, sync direction, failure handling, and volume limits often matter more than the integration name.
  3. Compare the cost of the real scenario, including users, usage, storage, support, and contract requirements. The entry price alone does not measure adoption cost.
  4. Before switching, list the evidence gaps, request a demo of the critical workflow, and confirm security, data residency, export, and support with each vendor.

Some signals in these records are still incomplete. Treat that as a prompt to validate the workflow directly, not as a claim that a feature does not exist.

Research basis

Last checked: 2026-08-05. Pricing, integrations, feature support, and review signals can change, so treat this as a research snapshot and verify the final decision with the vendor.

Sources consulted: Capsule CRM product site, G2, Capterra; Fathom product site, G2, Capterra