Free CRM in 2025: a complete overview of the Russian and Euro-American market
Briefly: what is important to know
- Free CRM ≠ unlimited. There are almost always limits on the number of users, contacts, storage, or features. For starting - the norm, for growth - see the “ladder” of upgrades. Review lists and selections of the latest free-CRMs are maintained by CRM.org. (CRM.org)
- Russia vs EU/USA - different rules of the game. In the Russian Federation from July 1, 2025 tightened the localization of PD: primary fee data of citizens of the Russian Federation on servers abroad - violation of 152-FZ (exceptions are limited). In the EU/EEA, cross-border transfers are regulated by the GDPR and EU-US Data Privacy Framework (adequacy dated July 10, 2023). This influences the choice of cloud and storage location. (comply.ru, Habr, eur-lex.europa.eu)
What is “free CRM” today?
Two scenarios:
- Free-forever (freemium) — “forever free” tariff, but with limits (often by users/contacts/storage).
- Trial — full functionality for 14–30 days, then paid.
For small businesses it is usually interesting free-forever - as a way to quickly get started and understand what functions are really needed. Collections and comparisons are regularly updated by CRM.org. (CRM.org)
Quick Shortlist: Popular Free Plans (Features and Limits)
| CRM | Region/origin | Users in Free | Contact/disk limits (popular) | Key features in the free |
|---|---|---|---|---|
| Bitrix24 Free | Russia/global | Unlimited | ~5 GB disk | CRM + tasks/projects, contact center, websites. On-prem “Box” for localization. (Bitrix24) |
| HubSpot Free | US/Global | up to 2 | Contacts up to 1 million, some tools with branding | Forms, email, chat, basic reports, rich ecosystem. (HubSpot Community) |
| Zoho CRM Free | India/global (EU/US data centers) | up to 3 | Depends on modules | Leads/deals/tasks, Zoho package integration. (Zoho) |
| Freshsales Free | India/USA | up to 3 | — | Basic funnel, mail/telephony, simple start. (freshworks.com, Freshsales) |
| Capsule Free | UK (EU) | up to 2 | 250 contacts, 50 MB | A very simple CRM for freelancers/duos. (capsulecrm.com) |
| EngageBay Free | USA/India | — | 250 contacts | CRM + marketing + live chat in one window. (engagebay.com) |
| Planfix Free | Russia/global | up to 5 | Projects/tasks with a basic set | Process designer: CRM + PM + Helpdesk scripts. (planfix.com) |
| Flowlu Free | Russia/global | up to 2 | 1 GB | CRM + projects + finance, “all-in-one”. (flowlu.com) |
| Agile CRM Free | USA/India | up to 10 | 1,000 contacts (according to the tariff matrix) | Strong marketing modules available for free. (agilecrm.com) |
| SuiteCRM / Odoo Community | UK/EU | — | — | Open source: Free, but implementation/hosting required. (SuiteCRM, Odoo) |
⚠️ Vendor limits and conditions change. Before launch check the latest tariff pages on their websites (there are source links below).
Russian segment: features and when it is more convenient
Law and infrastructure
- Localization of PD (152-FZ, part 5, article 18): with July 1, 2025 prohibited primary fee personal data of Russian citizens in foreign databases. Permission for subsequent cross-border transfers is subject to compliance with the terms of the law. For many this means a choice Russian data centers or on-prem. (comply.ru)
Selection practice
- Bitrix24 Free — unlimited users and 5 GB of disk: it’s easy for the sales and support department to get started. If the requirements for personal data are strengthened, the transition to Bitrix24 "Box" (on-prem). (Bitrix24)
- Planfix Free (up to 5 users) — suitable when flexible processes “without development” are important (CRM+PM, custom cards and statuses). (planfix.com)
- Flowlu Free (up to 2 users, 1 GB) — a compact “all-in-one” bundle: CRM, projects, finances, accounts. (flowlu.com)
When Russian CRMs are more convenient: if you need on-prem/local DC, integration with 1C and telephony, and/or minimizing risks under 152-FZ.
Euro-American segment: what to watch
Law and infrastructure
- GDPR and cross-border transfers: with July 10, 2023 valid EU-US Data Privacy Framework - a mechanism for legal data transfers from the EU to the US for certified companies. It is important for businesses to check the provider’s certification and transfer-impacts terms. (eur-lex.europa.eu, edpb.europa.eu)
Selection practice
- HubSpot Free (up to 2 users) — convenient forms, basic marketing and reports, a strong ecosystem and an upgrade path. (HubSpot Community)
- Zoho CRM Free (up to 3 users) - a good start for micro-teams, plus the Zoho package (mail, calendars, projects). (Zoho)
- Freshsales Free (up to 3 users) — clean visual funnel, email/telephony. (freshworks.com)
- Capsule Free (2 users / 250 contacts) — minimalistic CRM for individual sales. (capsulecrm.com)
- EngageBay Free (250 contacts) — “combine” CRM + marketing. (engagebay.com)
- Agile CRM Free (up to 10 users) — free set with marketing automation. (agilecrm.com)
- SuiteCRM / Odoo Community — open-source: Free, but requires expertise for hosting/customization. (SuiteCRM, Odoo)
Checklist for choosing a free CRM (9 points)
- Jurisdiction and hosting: Russian Federation (localization of personal data) or EU/USA (DPF/GDPR procedures). (comply.ru, eur-lex.europa.eu)
- Free plan limits: users, contacts, drive, letter/form branding.
- Communications: mail/telephony/chat - built-in or through integrations.
- Automation: triggers/robots; Are there any limits on scripts in free.
- Reports and analytics: report designer, dashboards.
- Marketing: forms, landing pages, mailings, pop-ups.
- Integrations: 1C/cash/delivery; Google/Office/Slack/telephony.
- Migration/lock-in: data export, API, open-source option.
- Budget growth: a clear “ladder” of upgrades for 12–24 months.
Are you losing leads due to poor integration?
Order an audit of your current CRM system (Bitrix24, amoCRM) and receive a plan for its automation.
Two typical startup scenarios
1) Small business in the Russian Federation with offline sales and 1C
- Start: Bitrix24 Free (unlimited users) for lead and tasks, check if 5 GB is enough.
- Growth/compliance: transition to “Box” (on-prem), fine integration with 1C and telephony. (Bitrix24)
2) EU/US oriented startup
- Start: HubSpot Free (up to 2 users) - forms, email, chat, simple report; alternative: Zoho/Freshsales Free for a team of 3 people.
- Compliance: We check the DPF certification of the provider, configure SCC and storage policy. (HubSpot Community, Zoho, freshworks.com, eur-lex.europa.eu)
FAQ: Frequently asked questions
Are there "totally free" CRMs forever? Yes, these are free-forever plans (Bitrix24, Zoho, Freshsales, Capsule, EngageBay, Agile, etc.) - but with restrictions. There are still open-source (SuiteCRM, Odoo Community): license is free, but hosting/implementation is required. (CRM.org, SuiteCRM, Odoo)
Is it true that HubSpot Free now has a user limit? Yes. Official community and help sections indicate up to two free users for free tools. (HubSpot Community)
Is Bitrix24 really unlimited for users in Free? Yes, on the Bitrix24 tariffs page it is stated: Free — Unlimited users, while 5 GB clouds. (Bitrix24)
What has changed in the Russian Federation in 2025 regarding personal data? C July 1, 2025 prohibited primary fee Personal data of citizens of the Russian Federation abroad (amendments to Part 5 of Article 18 152-FZ). Local collection in the Russian Federation is required; Details are in the legal clarifications. (comply.ru)
Useful links and sources
- Free-CRM selections: CRM.org — «16 Best Free CRM Software in 2025». (CRM.org)
- Official rates/limits: Bitrix24 (Free - unlimited users, 5 GB), HubSpot (up to 2 free users), Zoho (3 free users), Freshsales (3 free users), Capsule (2 users/250 contacts), EngageBay (250 contacts), Planfix (up to 5 users), Flowlu (up to 2 users/1 GB), Agile (up to 10 users). (Bitrix24, HubSpot Community, Zoho, freshworks.com, capsulecrm.com, engagebay.com, planfix.com, flowlu.com, agilecrm.com)
- Law and cross-border transfers: changes to 152-FZ in the Russian Federation (localization of primary collection), EU-US Data Privacy Framework (European Commission decision, FAQ EDPB). (comply.ru, eur-lex.europa.eu, edpb.europa.eu)
Conclusion
- Free CRM is a great way start quickly, but make the real calculation taking into account the limits and future upgrade.
- In Russia the key is where and how do you collect PD?. For EU/USA - How do you convey and justify the transfer?.
- Stick to the principle: start with a simple plan, but work out a road map migrations and compliance over the horizon of 6–18 months.
If the free version is functional enough, you can start with implementation of a CRM system and prepare a migration plan in advance. If platform limitations prevent key processes from being implemented, compare this path to development of custom CRM. We also recommend the material Open Source CRM - is it worth leaving SaaS?.