Vanillasoft vs Insightly

HubSpot CRM

Salesforce Sales Cloud

Zoho CRM

HubSpot CRM is a lead management solution that helps businesses with recording calls, logging emails and managing customer data. It has been designed from the ground up and is ready to eliminate manual work and actually help sales teams. It was built ready for the modern world to help users get running and start selling.

Salesforce Sales Cloud is a cloud-based Customer Relationship Management (CRM) application from Salesforce. The platform combines human sales professionals with AI-powered automation, data, and intelligence. This integrated solution is designed to help businesses of all sizes and industries.

Zoho CRM is a cloud-based customer relationship management (CRM) solution that helps businesses of all sizes close deals smarter, better and faster. The solution lets businesses reach customers through every channel, including telephone, email, social media, and live chat.

VanillaSoft is a lead optimization system for fast-response sales teams. It prioritizes warm leads, streamlines agent workflows, and ensures calls, emails, and texts get through—avoiding spam filters and blocked calls. Sales teams stay efficient, effective, and connected, closing more deals.

Task Management

Workflow Management

Reporting/Analytics

Calendar Management

Territory Management

Email Management

Vanillasoft

Web-based

Windows

Basic

Assistant Director of Development

The platform allows our team to maintain consistent outreach, track donor interactions effectively, and monitor caller performance in real time.

Owner

The intuitive interface, powerful automation, and seamless CRM integration help our team stay organized, boost productivity, and convert more leads efficiently.

Broker

The dashboard gives me a clear overview of every lead and customer, and I can track conversations, quotes, and follow-ups in one place.

Agent

The most frustrating part about Vanillasoft was the repetitive and time-consuming human verification steps, especially the constant robot image selections that slowed down

Health insurance advisor

amount of leads it has access too and the integrations available to fit into it from Nextgen, marketplace, CRMs for texting ect...

Business Development Representative

They way it is set up for callbacks and an additional Event option on the calendar page gives me flexibility when scheduling appointment callbacks which is different than a phone call callback.

Assistant Director of Annual Giving

After each call, I can easily capture necessary data, which is automatically updated in each constituent's file.

Sales Manager

Basic functions like calling, lead tracking, and note-taking are straightforward, but admins may need extra time to fully customize workflows and reporting.

Shows clients policy history and information all on one screen along with their payment history which is helpful.

Broker Agent

The ability to edit data and leep track of the conversation without sticky notes.

Digital Philanthropy Caller

There’s nothing in particular that I dislike, but the way in which a phone number is assigned and reassigned—while connecting to VS connect— could be a little more streamlined.

Its seamless integration with our existing systems has significantly reduced human error from constant data entry.

Overall, it’s a reliable system for organizing donor outreach and keeping a student call center running smoothly.

While the functionality is strong, the interface can feel somewhat dated and takes a little time for new callers to learn.

The usability is exceptional, not only for backend operations but also for the user interface, making it easy to navigate and manage constituents.

It Tech

I especially liked the call queue feature, it ensures reps never miss a lead and keeps outreach consistent.

Health Coverage Advisor

The way it integrates with other software to allow for an efficient workspace is what stood out most right away.

Business Development

So, currently I have to duplicate my leads w/ a different phone number for each contact so that I can text each phone number.

Their security features, including user permissions and data access controls, also inspire confidence.

With Remote operations become more common...it's my current clients that feel the bite in that I sometimes am not sure how to help them sign correctly.  

This feature ensures that I always have access to the most current information without the hassle of manual entries.

Caller

My overall experience with Vanillasoft is positive because it does what it's supposed to while allowing me to do my job effectively, with only a few minor bugs.

Sr. Manager, Business Development, Investor Relations

We've known them for over 10 years & each time we've advanced the tools we need to expand our business, VS has been right there with us to assist in the growth process.

Student Fundraiser

the coding menu likes to spasm if i hover over it instead of clicking it

The interface is straightforward, and when everything is running correctly, it definitely helps keep the workflow moving.

Licensed Agent

occassional problems with sound quality and speed of loading software.a

After the call disconnects and after it is disposition if I need to add in additional notes then that process is slow.

Licensed Insurance Agent and Consultant

Vanilla soft/soft phone does have quite a few calling connection issues more than i would've expected.

It ensures security in my account, but also those that I am calling.

Agency Owner

I can't easy pull reports and look at list of leads at a time.

Director of Foundation and Advancement Engagement

I appreciate the ease of importing data, the ability to set up scheduled reporting, and the easy-to-navigate user interface.

Overall, this communication system, bolstered by an exceptional support team, has proven to be a game-changer for our organization.

inability to gain administrator status because of failures in company structure

As someone entirely new to such a robust system, I anticipated a learning curve, but the grace and expertise demonstrated by the support team made all the difference.

I have looked into and used other platforms because I often have leads who have multiple cell numbers and I have to text them all.

Insurance Agent

Its workflow process is fast and makes dialing and contacting leads from every aspect easy and fast.

Health Advisor

You can look up certain KPI metrics throughout the day to ensure you are meeting goals

I would like to have the ability to specifically delete recently imported custom table data.  

Email clients having them email back and SMS both are game changing 🙌🏾

project manager

voip lines are not mobile unlike ring central or other apps where you can use it anywhere.

sales representative

The inability to customize my own buttons and colors.

Manages my leads very good easy to set callbacks and support team is great they even built me a custom solution for my needs

The platform is easy to use, helps me stay organized with leads, and improves follow-up efficiency.

Vanilla Soft and VS Connect have completely streamlined our workflow.

Call Center Director

Callers can't do assigned callbacks unless they are assigned to that specific project.

Advisors

Overall Vanilla Soft provides hundreds of leads and helps me get in touch with leads in a timely manner.

Director of Operations

having no access to data beyond a week or so makes tracking KPIs very difficult.

Health Insurance Advisor

I do not have any issues with Vanillasoft it's very easy to call the leads and really the only problem is the mindset I can have at times.

They walked me through each step, showcasing their deep understanding of the system's capabilities.

Founder

Comprehensive CRM with lots of features and many I haven't even got to.

Lead Management

Data Management

User Interface

Calling and Dialer Functionality

Integrations

Customer Support

Performance and Speed

Phone Support

Client Support

Ease of Use

Large Enterprises

Mid-size Business

Small Business

VanillaSoft

Insightly is easy to use, simple to customize, and scales with companies as they grow. Insightly helps teams build and convert sales pipeline, increase productivity, and build lasting customer relationships.

Sales Pipeline Management

Quotes/Estimates

Reviews for Insightly come from a wide variety of industries, including marketing and advertising (10% of reviewers), management consulting (7%), and computer software (7%). The most frequent use case for Insightly cited by reviewers is CRM (60% of reviewers).

Users and use cases

Some users report that Insightly’s free plan is valuable for startups and small businesses, and reviewers appreciate its generous features and competitive entry-level pricing. However, some reviewers feel the paid tiers are expensive and include unnecessary or costly add-ons.

Value for money

Insightly is a CRM solution offering key features such as contact management, among others.

Insightly

Android

iPad

iPhone

Plus

Professional

Enterprise

Head of Growth

As a result, no-one was following a consistent lead and opportunity management process, things like date fields became a nightmare because when exporting leads, some appeared to be using US date format and some using UK format, so identifying recent leads & opps was tricky.

Director of Design and Engineering

The cap of fields in a custom object, the automations not triggering correctly -> you have to delay triggers so that automations do not overlap and contradict each other.

Sales Manager Educational Products

The reporting and analytics tools to be less advanced compared to other CRM platforms, making it challenging to create highly customized or in-depth reports.

I like the collaboration capabilities with API via Appconnect, AutoCAD, BricsCAD, Loveland Innovations IMGING, etc

Managing Solicitor

Additionally I like the Kanban view for tracking projects and the ability to pull reports and filter projects.

Equally the dashboards/Reports section really needs work as it’s unnecessarily difficult to create reports and dashboards for very simple metrics.

VP Sales and Marketing

Opportunities & Projects are key to us and with good naming practices they are easy to refer to as needed in the future after completion: such as "2023..Smith Company-New boiler project".   And all parties connected to a Project can be linked so easily.

Founder and Financial Advisor

However, as my business grew, it did not scale in the way I ultimately needed.

Owner Broker

Guided Onboarding or Live support available at $1500 to $3000 for Premier Support.

I found Insightly to be very easy to get started with, and from a cost standpoint, it felt like a practical, cost-effective option.

The user-friendly interface and comprehensive features allowed me to effectively manage contacts, track communication, and collaborate with my team.

Editor

Insightly has given us an ability to keep track of all our sales and all our clients' contact details so that we can contact anyone promptly.

Business Development Specialist

The system is very smart and has many modern capabilities such as recognizing when there is an existing contact which in turn saves time and redundancies.

Senior Customer Care Specialist

It also does not have intuitive searching and looks for verbatim entries

Global Marketing Manager

it will cover the basic functions you need and enable you to run basic marketing campaigns but won't give the added functionality of the more complex options out there.

There are a lot of holes and catch reports that need to be created.

It covers all the bases- customisation, data import and export and all the basic features you would expect and I found it intuitive to use

Case Manager

It really does help with efficiencies and workflow.

I needed to have contacts online so that it would be possible from anywhere in the world to access, add notes and send notifications.

Administrator

Lastly, once you create a lead, even after converting to a contact, the lead still shows up when that specific client is searched for.

It allows a company to keep all of their client information in one location and access quickly and easily.

I also appreciated the seamless integration with email, allowing me to track and log communications with clients.

Its intuitive user interface, making it easy for teams to adopt and use efficiently.

Sometimes automations to not trigger at all.

It is one of the bets CRM softwares and it is free for limited users and we don't need more users in our company so this software has become very useful to us.

The phone number fields do not have an automated template, the number can be input anyway.

Director of Customer Service

Very user friendly, custom views for all users is great, reporting is excellent.

The way that some of the fields are set up, they are not made for quick editing, copying, etc.

The address fields, specifically state, do not have preset options and either can be an abbreviation or spelled out.

Marketing & Sales Support Manager

I dont like the method of how to capture event related campaigns in relation to sales leads at events. But I am comparing it to my past experience with using Salesforce which had a campaign section to clearly give credit to it and house lists within a campaign e.g. a conference or tradeshow.

Sales Analyst

Highly customisable and cheap CRM to set up.

Executive Assistant/ Freelancer

Generally, Insightly is a very much respected CRM programming that can be an important resource for organizations hoping to really deal with their associations with clients more. While there are a few possible disadvantages, for example, restricted revealing capacities and the expense of the product, numerous clients track down that Insightly's scope of elements, customization choices, and convenience make it a significant expansion to their tool compartment.

There are some minor glitches that can be fixed by refreshing the page but it does disrupt the flow.

We really do need the App Connect specialist's support.

It contributed to improving my efficiency in managing customer relationships and driving business growth.

Accountant

I found the recurring tasks and using the pipelines a bit cumbersome and in the end, we opted for an industry-specific software with many automations of tasks and links with many third-party systems, like HMRC and Companies House in the UK

Business Development Manager

Lack of pre-built connectors for the integration with enterprise platforms and portals.

IT Expert

I like the efficiency of the features of Insightly.

It is not as user friendly as it is made out to seem.

Director of Marketing and Business Development

Insightly has been a beneficial addition to our sales and marketing efforts allowing us to easily store our contacts, leads, and projects in one platform.

Insightly's design is intuitive and easy to understand how to set up.

Account Manager

Our team has used Insightly to manage outreach efforts to new leads and to track activity/progress on projects for existing clients.  

Supply Chain Manager

Our most used were: pulling data, customer history, automated customer communication, and order management.

Insightly offers many products and features to be a one-stop-shop in the administrative world.

IT Client Services

Helps keep track of tasks and contacts very well

Account Executive

Lead/contact management is crucial to our business, and this platform helps store them in one spot which can easily be looked up.

Procurement Manager

I have zero dislikes concerning Insightly.

Head of Client Engagement & Services

This is not just a statement about look and feel. When i create a report i get a list of objects with certain data that changes on a regular basis.

Vanillasoft vs Insightly Comparison (2026)

Vanillasoft

Insightly

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives