Which should you pick?
Choose Capsule if you want a clean sales CRM with pipelines and project boards and keep billing in Xero or QuickBooks. Choose Workspace369 if you want the proposal, the project, tracked time, the invoice and client texts and calls on the same client record as the CRM. Five people cost $200 a month on Capsule Growth ($40 a user billed monthly); Workspace369 is $104 a month on Voyager, billed monthly. Capsule prices checked October 23, 2026.
Capsule is a simple sales CRM for small businesses: contacts, pipelines, tasks, and project boards, with workflow automations and AI contact enrichment on Growth at $36 per user per month billed annually. Invoicing and accounting connect through integrations such as Xero and QuickBooks. Workspace369 starts at $29/mo with client records plus proposals, projects, time tracking, invoices, and a client portal, and adds a shared inbox with SMS and voice from Voyager.
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Reviewed October 23, 2026 using public product pages, pricing pages, and Workspace369's current product scope.
Facts last verified October 23, 2026 from Capsule CRM's public pages. Capsule CRM is a trademark of its owner; Workspace369 isn't affiliated with or endorsed by it. Spot an error? Tell us at support@workspace369.com and we'll fix it.
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At a glance
| Capsule CRM | Workspace369 | |
|---|---|---|
| Best for | Capsule CRM Small businesses and sales teams tracking contacts and opportunities. | Workspace369 Service businesses that sell with proposals and deliver projects for clients. |
| Pricing model | Capsule CRM Capsule publishes a Free plan (2 users, 250 contacts) and per-user plans: Starter $18, Growth $36, and Advanced $54 per user per month billed annually, or $22, $40, and $60 billed monthly. Ultimate is priced through sales. Prices checked on the official pricing page under both billing toggles, October 23, 2026. | Workspace369 Plans per workspace with seats included: $29/mo for 1 seat up to $699/mo for 50 seats, with texts and calls from Voyager and IVR and call queues from Specialist. |
Switching
Capsule's feature list lets you attach agreements, quotes, and proposals as files to a contact, and lists no proposal builder, signing, or deposits, checked October 22, 2026. Capsule features ↗
In Workspace369 Workspace369 proposals include client approval, signing, and deposits on every plan, and convert into invoices.
Capsule lists Xero, QuickBooks, and FreshBooks as integrations; its pricing and feature pages list no native invoicing or time tracking, checked October 22, 2026. Capsule features ↗
In Workspace369 Workspace369 includes invoices, recurring invoices, retainers, and time tracking that flows into invoices on every plan, with basic accounting from Specialist.
Capsule's email tools cover templates, Gmail and Outlook, email sending, and a shared mailbox; its feature list lists no 2-way SMS or calling; WhatsApp appears only as a listed integration, checked October 22, 2026. Capsule features ↗
In Workspace369 Workspace369 includes an email inbox on every plan and a shared inbox with 2-way SMS, voice, and voicemail from Voyager ($74/mo, 2 seats).
Themes come from Capsule CRM's own pricing and help pages and from public reviews, checked October 23, 2026. Capsule CRM may have changed since; check the linked source.
The two products
Capsule CRM
Capsule is a strong fit for small sales teams that want an easy CRM with pipelines, project boards, automations, and AI tools, with accounting kept in Xero or QuickBooks.
Workspace369
Workspace369 is a strong fit for service businesses that want the CRM, proposals, delivery, billing, and client communication on one client record.
Feature comparison
| Area | Capsule CRM | Workspace369 |
|---|---|---|
| Primary fit | Capsule CRM Small businesses and sales teams tracking contacts and opportunities. | Workspace369 Service businesses that sell with proposals and deliver projects for clients. |
| Projects and time | Capsule CRM Project boards (1 on Starter, 5 on Growth, none on Free); no time tracking listed. | Workspace369 Projects with tasks and stages (Cadet up to 5 active, unlimited from Voyager), time tracking, and time-to-invoice. |
| CRM and pipelines | Capsule CRM Contacts, sales pipelines with milestones, tasks, website lead forms, and project boards; multiple pipelines and boards from Growth. | Workspace369 Client and company records with notes, custom fields, intake forms, and request tracking; projects move through stages. |
|---|---|---|
| Proposals and invoicing | Capsule CRM Proposals attached as files; invoicing through integrations such as Xero, QuickBooks, and FreshBooks. | Workspace369 Proposals with signing and deposits, invoices, recurring invoices, and retainers on every plan; payment plans from Specialist. |
| Communication | Capsule CRM Email sending, templates, Gmail and Outlook add-ins, and a shared mailbox from Starter. | Workspace369 Email inbox on every plan; shared inbox with 2-way SMS, voice, and voicemail from Voyager ($74/mo). |
| Pricing model | Capsule CRM Per user: Starter $18, Growth $36, Advanced $54 billed annually ($22, $40, $60 monthly), checked October 23, 2026. | Workspace369 Flat plans by seats, $29 to $699 a month, from 1 seat to 50, with 20% off yearly billing. |
| Best reason to choose each | Capsule CRM You want a focused sales CRM and already run billing in Xero or QuickBooks. | Workspace369 You want proposals, projects, time, invoices, and client communication in the same workspace as the CRM. |
Comparison based on public product positioning and Workspace369's current feature set, reviewed October 23, 2026. Exact fit depends on your workflow, team size, and implementation needs.
Pricing and value
| Capsule CRM source ↗ | |
|---|---|
| Free | $0 — Up to 2 users, 250 contacts and 1 sales pipeline; project boards start on Starter. |
| Starter | $18/user/mo yearly or $22 monthly — 30,000 contacts, email templates, a shared mailbox, basic reporting, and premium integrations such as Xero. |
| Growth | $36/user/mo yearly or $40 monthly — 60,000 contacts, workflow automations, multiple sales pipelines and project boards, email sync, team access controls, and AI enrichment and summaries. |
| Advanced | $54/user/mo yearly or $60 monthly — 120,000 contacts, 50 project boards, and 50 sales pipelines. |
| Workspace369 all plans → | |
|---|---|
| Cadet | $29/mo — 1 seat, invoices, proposals, clients, projects, tasks, notes, calendar, and starter inbox tools. |
| Voyager | $74/mo — 2 seats, a business number for calls and texts, shared inbox, missed-call text back, and unlimited projects. |
| Specialist | $149/mo — 10 seats, IVR, call queues and call recording, AI call summaries, expenses, payment plans, and basic accounting. |
| Commander | $299/mo — 20 seats, full accounting, unlimited and AI-drafted workflows, advanced AI, and dedicated support. |
A five-person team on Capsule Growth pays $200/mo billed monthly ($180/mo billed annually) for a sales CRM with pipelines, project boards, and automations, then adds accounting and invoicing tools such as Xero or QuickBooks through integrations. Workspace369 Voyager with three added seats is $104/mo billed monthly for five people, with client records, proposals, invoices, projects, time tracking, and a shared inbox with SMS and voice.
| Workflow | Separate stack | Workspace369 |
|---|---|---|
| CRM and client records | Separate stack CRM, spreadsheets, lead forms | Workspace369 Built in |
| Projects, tasks, and calendar | Separate stack Project management app, scheduler, task board | Workspace369 Built in |
| Inbox, SMS, voice, voicemail | Separate stack Email helpdesk, phone system, SMS tool | Workspace369 Built in by plan |
| Proposals, invoices, and payments | Separate stack Proposal tool, invoicing app, payment processor | Workspace369 Built in |
| Files, notes, and client context | Separate stack Docs, cloud drive, client portal | Workspace369 Built in |
| AI, automations, and reporting | Separate stack AI assistant, automation tool, dashboard/reporting layer | Workspace369 Built in by plan |
| Expenses, accounting, and inventory | Separate stack Accounting app, expense tracker, inventory system | Workspace369 Built in by plan |
Reviewed October 23, 2026. Pricing and packaging can change — verify current details with each vendor before deciding. The goal is a buyer-useful comparison, not a pretend scorecard.
Decision
Switching
Your workspace is ready in minutes — pick a plan later, no migration call required.
Bring clients, contacts, and open invoices in with CSV import instead of retyping anything.
Hook up Google Calendar, your inbox, and Stripe so schedules, conversations, and payments land in one place.
Run your next client project end-to-end — request to proposal to invoice — and cancel the old stack when it sticks.
Product tour
FAQ
Capsule is a tidy sales CRM. Workspace369 also runs the proposal, the work, and the invoice.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
