Choosing the right payroll schedule is crucial for managing your business’s cash flow, employee satisfaction, and compliance with labor laws. From weekly to on-demand pay, each payroll option has unique advantages and challenges.
The post What is a Payroll Schedule? Definition & Types appeared first on TechnologyAdvice.
]]>Key takeaways
What is a payroll schedule?
A payroll schedule is the timetable your business follows to pay its employees. It determines how often they’re paid and specifies the dates when payments are disbursed. The most common payroll schedules are:
- Weekly.
- Biweekly.
- Semi-monthly.
- Monthly.
- On-demand.
Choosing the right payroll schedule is crucial for maintaining cash flow, reducing administrative burden, and ensuring legal compliance. Irregular pay schedules can lead to fines and erode employee trust, causing dissatisfaction and turnover. Timely, predictable paychecks build trust while helping you avoid costly noncompliance issues.
According to the U.S. Bureau of Labor Statistics, biweekly pay periods are the most common among private employers, followed by weekly, semi-monthly, and monthly schedules:
Data: U.S. Bureau of Labor Statistics, Current Employment Statistics survey, February 2023. Graphic: TechnologyAdvice.
No one schedule is best for all businesses. In some cases, companies operate with two payroll schedules to accommodate differing employee classifications.
For example, having both a weekly and semi-monthly payroll makes sense for companies with hourly and salaried employees, as the former helps with overtime calculations and the latter with tax deductions. International companies can also benefit from multiple payroll schedules due to differing legal and cultural expectations.
The best payroll schedule for your business balances your finances, administrative workloads, workforce demographics, and industry payroll expectations to make your payday a smooth and painless process.
Ensure your payroll process is accurate and compliant. Discover how in this article: What Are the Best Methods for Paying Employees?
Weekly
Employers pay employees every week in weekly payroll schedules, with 52 paydays per year. Pay periods are seven days long, often between Sunday to Saturday or Monday to Sunday. Paydays are on a particular day of the week following the end of the pay period. Occasionally, employers may need to pay employees a day earlier or later if a national or bank holiday falls on their typical payday.
Pros
- Paydays are consistent.
- There is little wait time for employees to access their wages.
- It’s easier to prevent wage and hour violations with simplified overtime calculations.
- Weekly schedules align more closely with government regulations, which is helpful during government or company payroll audits.
Cons
- There is more payroll administrative work for HR and accounting departments.
- Payroll costs are higher compared to biweekly, semi-monthly, or monthly payroll schedules.
- Ensuring funds are available every week requires meticulous financial planning, potentially limiting your financial flexibility.
When to choose a weekly payroll schedule
If you have a primarily hourly workforce: A weekly schedule makes it easier to track and pay workers who are subject to overtime, typically those paid at an hourly rate.
Biweekly
A biweekly payroll schedule means businesses pay employees every two weeks for a total of 26 paydays per year. Pay periods are 14 days long, and, similar to weekly payroll schedules, paydays occur after the end of the pay period on the same day every week unless it occurs on a bank or national holiday. Biweekly payroll schedules are also the most common payroll frequency in the U.S.
Pros
- Paydays are consistent.
- There is a lower administrative burden on employers.
- Helps manage cash flow more effectively while still providing regular paychecks.
Cons
- Businesses need to budget accordingly for the two months per year with three payroll runs.
- It can be difficult for accounting departments to compare and reconcile expenses for those two months.
When to choose a biweekly payroll schedule
If you have full-time and part-time employees: A biweekly schedule is ideal for businesses with diverse employee types as it accommodates overtime calculations for non-exempt employees, maintains consistency for exempt employees, and makes it easy to manage payroll for both full- and part-time employees.
Semi-monthly
Semi-monthly payroll schedules mean employers pay employees twice every month, typically on the 15th and the first or last day of the month. Pay periods run between the first and 15th of the month and then the 16th and final day of the month.
Unlike biweekly payroll schedules, there are only 24 paydays per year. Paydays are also based on the day of the month, not a particular day of the week. As a result, the number of days in each pay period varies slightly.
Pros
- Salaried employee payments are easy to track and manage.
- It’s easy to calculate tax and benefit withholdings.
- There is less administrative work for accounting departments.
Cons
- The overtime calculations for hourly employees are complicated.
- Paydays are less frequent.
- Paydays might change if the first, 15th, or last day of the month falls on a weekend or holiday.
When to choose a semi-monthly payroll schedule
If most of your employees are exempt: It can be challenging to calculate overtime with a semi-monthly schedule, making it an ideal option if most of your workforce is exempt from overtime pay.
Monthly
With a monthly payroll schedule, employers pay workers once every month. Each pay period encompasses the entire month.
Employees can expect 12 paydays per year with a monthly payroll schedule, and employers typically schedule paydays toward the end or the beginning of the month. Monthly payroll schedules are the rarest pay frequencies in the U.S.
Pros
- Monthly tax and benefit deduction reporting is easier than with other payroll schedules.
- The cost to run only 12 payrolls per year is relatively low.
- Businesses can schedule their monthly paydays around when they expect their cash infusions.
Cons
- Certain state laws prohibit or regulate monthly payrolls.
- Irregular pay periods can make it difficult to calculate overtime hours.
- It is typically unpopular among employees.
- New hires may have to wait a month to receive their first paycheck.
When to choose a monthly payroll schedule
If you have a limited payroll staff: A monthly payroll schedule reduces your administrative burden and costs while simplifying your financial planning.
On-demand
On-demand pay, also known as earned wage access (EWA), allows employees to access a portion of their earned wages before the standard payday. Instead of waiting for a set pay period, employees can request and receive their earnings as they accrue throughout the pay cycle.
This innovative payroll option is gaining popularity as businesses seek to offer more flexible payment solutions to meet the evolving needs of their workforce.
Although businesses can manually administer on-demand payroll schedules, many payroll software vendors offer EWA management services as part of their features. Wisely by ADP, for example, gives employees access to their wages after they’ve earned it through their mobile app at no additional cost to employers.
Pros
- Employees can access wages as soon as they’ve earned them.
- Helps employees when they have financial emergencies and need a safety net until their next payday.
- It’s an attractive employee perk in industries with high turnover.
Cons
- There is a greater chance of paycheck errors, such as tax deductions, missing sick pay, or incorrect hours.
- Additional fees may be associated with more frequent payroll runs or on-demand payroll management services.
- There are legal risks to employers who pass on-demand service costs to employees.
- Some employees may become overreliant on EWA.
- Employees may also be subject to additional fees for accessing their wages early.
When to choose an on-demand payroll schedule
If you prioritize employee satisfaction and retention: On-demand payroll schedules give employees financial flexibility for emergencies and unanticipated expenses.
Best practices for managing payroll schedules
If your business employs various types of employees, such as non-exempt employees, contractors, and seasonal workers, paying everyone on the same schedule may not be possible. However, managing more than one pay frequency can introduce a layer of complexity.
Whether you’re dealing with different pay schedules or transitioning to a new one, I know a few best practices that can help you streamline the process.
Utilize payroll software
Payroll software simplifies managing multiple payroll schedules by automating calculations, tracking pay periods, and ensuring timely, accurate payments. However, some software is better suited to specific schedules, so it’s essential to choose one that fits your business needs.
Check out some of my recommendations:
I recommend Justworks for its streamlined weekly wage and overtime calculations for hourly and non-exempt employees. You can reduce your administrative burden even further by opting for their Professional Employer Organization (PEO) service to handle most of your payroll tasks.
I recommend Gusto’s AutoPilot feature for businesses with employees who are on a fixed schedule and consistently receive the same pay, like those on a biweekly or semi-monthly pay frequency. Once you set your employees’ rates, it processes payroll automatically.
I recommend Paycor because their pay grid allows you to manage multiple payrolls for different schedules in one centralized location. You also have the flexibility to adjust future payroll schedules months in advance.
Standardize your processes
Standardizing your payroll process ensures uniformity and reduces complexity. Even if employees are paid on different frequencies, the underlying procedures should remain consistent.
Start by creating a manual that outlines your preferred steps, from gathering time cards to calculating taxes and processing payments. Pair this with a calendar that includes deadlines for payroll submissions, approvals, and tax due dates.
Standardized processes allow for the management of multiple pay schedules without confusion while reducing errors and discrepancies. This approach also makes training easier by empowering new employees to learn and follow the same protocols quickly.
Expert Tip
Stay organized, meet deadlines, and simplify your payroll process with our downloadable payroll schedule calendars.
Understand legal requirements
Compliance with labor laws and tax regulations is non-negotiable when it comes to payroll. Different pay frequencies can have varying compliance requirements that must be followed.
For example, California’s payroll laws vary by occupation. Executive, administrative, and professional employees must be paid at least once a month by the 26th, while farm labor workers must be paid weekly.
It’s critical to familiarize yourself with federal, state, and local labor laws related to payroll schedules. To ensure ongoing compliance, conduct regular audits of your payroll processes. It’s a proactive way to identify any potential issues early and helps your business comply with all relevant laws.
Stay compliant with each state’s pay schedule with this guide on State Payday Requirements.
Regularly review and adjust schedules
The business landscape is dynamic, and so is payroll. Regularly reviewing your payroll schedules, processes, and compliance requirements allows you to adapt to changing circumstances and improve efficiency.
Periodically evaluate if your current pay schedule still aligns with your business operations. Gather feedback from employees and payroll staff about any pain points they may have or where you can improve the process.
Labor laws and regulations change frequently, requiring you to stay vigilant at all times. For example, the Department of Labor’s rule on independent contractor classification may necessitate reclassifying your contractors as employees, making them eligible for minimum wage, benefits, and overtime. They’ll also have to be transitioned to the same pay schedule as other employees in their classification.
Outsource payroll
Outsourcing can be a highly effective solution if you don’t have a dedicated payroll department or are handling payroll yourself. Payroll providers specialize in managing all aspects of payroll, from calculating wages and taxes to ensuring compliance, which reduces costly errors that can lead to penalties and fines.
Payroll providers also excel at managing multiple payroll schedules and staying up-to-date with changing regulations. Additionally, a Professional Employer Organization (PEO) can assist by handling complex payroll tasks and providing comprehensive HR services.
Whether through a payroll provider or PEO, outsourcing payroll ensures efficiency and compliance. I recommend Justworks or ADP TotalSource for small business owners and startups.
Both options provide the expertise required to accurately calculate wages, taxes, and deductions. They also provide an employee portal, health benefits, and other core HR functions.
Ready to unload the tedious parts of your payroll? Check out our PEO Services Guide for 2024.
Not sure whether outsourcing is the right call? Keep reading: In-House Payroll vs Outsourcing: Which is Best?
Payroll schedule calendars
Download our sample weekly, biweekly, semi-monthly, and monthly payroll schedules below to easily keep track of the pay periods and paydays for your business.
Payroll schedule FAQs
More payroll resources
The post What is a Payroll Schedule? Definition & Types appeared first on TechnologyAdvice.
]]>The benefits of an open source CRM include cost effectiveness, customizability, quick bug fixes, and issue solving.
The post Best Open Source CRM Software (2025) appeared first on TechnologyAdvice.
]]>With an open source CRM, you can save time and money. Learn what open source CRM is, the benefits of using it, and the most popular software solutions.
Below are some of the top open source CRM providers in the market, each with unique features and functions that make them best suited to specific needs.
Find out which CRM is best for your business:
Software Spotlight: HubSpot
HubSpot, known for its inbound marketing expertise, offers a free CRM solution that is a core component of its business management suite. This free CRM includes essential tools like contact management and email templates, along with integrations for Gmail and Outlook.
Some open-source tools HubSpot offers include:
- Event App [beta] for leveraging CMS Hub tools for efficient consumer needs fulfillment.
- Node Packages and CLI for local development and continuous deployment on HubSpot CMS.
- CMS Boilerplate as a foundation for website building on HubSpot CMS.
- VS Code HubL Language Extension for rapid CMS page development.
- Developer Chrome Extension adding a menu and shortcuts for HubSpot CMS development.
- CrankShaft Framework to accelerate build times on HubSpot CMS.
- HubXML Blog Importer for converting blog content into HubSpot importable XML files.
Featured partners
Good For
Micro, Small, Medium Sized Companies
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Core Features
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Integrations
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Contact Management
Cloud Platform Available
Task Management
Mobile Application
Odoo
OroCRM
SuiteCRM
HubSpot
VTiger
What is an open source CRM?
What sets open source CRMs apart from proprietary solutions is that its source code is publicly available. Developers and users can access, modify, and distribute the software freely.
The concept of open source CRMs can be traced back to the 1990s and early 2000s when open source software started gaining popularity. The rise of open source CRMs was driven by a growing demand for customizable and cost-effective solutions to manage customer relationships and the increasing awareness of the benefits of open source software.
Open source CRM solutions
OroCRM — Best for scalability
Pros
- Customization
- Multi-channel support
- Scalability
Cons
- Learning curve
- Resource-intensive
- Maintenance cost
Why I picked OroCRM
We selected OroCRM for its strong focus on e-commerce businesses, offering a multitude of features specifically tailored to the needs of this industry. Its ability to track, analyze, and manage customer data across multiple channels, including online stores, social media, and brick-and-mortar shops, sets it apart from other open source CRM solutions like SuiteCRM or VTiger, which focus more on general customer relationship management without such specific e-commerce capabilities.
While Odoo provides an all-in-one CRM and ERP solution, OroCRM is better suited for businesses that require advanced customer segmentation and marketing automation for e-commerce. In terms of scalability, OroCRM is unmatched, making it ideal for fast-growing businesses with complex customer journeys. Unlike HubSpot, which is easier to use for smaller teams, OroCRM is more complex but also more powerful in terms of tracking and managing multiple customer touchpoints. Though Odoo is more comprehensive for businesses needing both ERP and CRM functionalities, OroCRM’s deep integration with e-commerce platforms like Magento and its focus on omnichannel customer management give it a distinct edge for retailers.
OroCRM advertises itself as the most flexible CRM on the market — and for good reason. The platform’s flexibility is one of its core strengths, offering a customizable data model that enables users to create custom fields to match their unique customer data requirements and sales workflows. Like Odoo, OroCRM features a modular architecture that allows developers to easily extend its functionality by creating custom modules, plugins, and integrations.
Configurable workflows—again an extension of the platform’s flexibility—allow users to implement custom workflows for processes such as lead qualification, customer support, and opportunity management. Scalability, multi-channel support, and integration capability are just a few of the other features adding to the platform’s flexibility.
Omnichannel Customer Management: OroCRM excels at managing customer interactions across multiple channels, including online stores, social media, email, and physical stores, ensuring businesses can track the entire customer journey in one place.
Advanced Segmentation: OroCRM offers powerful customer segmentation tools, allowing businesses to create detailed customer profiles and target them with personalized marketing strategies based on behavior, purchase history, and other data points.
E-commerce Integration: OroCRM integrates seamlessly with popular e-commerce platforms like Magento, Shopify, and WooCommerce, enabling businesses to centralize customer data and gain deeper insights into purchasing patterns and behavior.
Marketing Automation: OroCRM includes built-in marketing automation tools, allowing businesses to automate email campaigns, lead nurturing, and customer follow-ups, making it a great choice for businesses that want to streamline their marketing efforts.
Customizable Workflows: As an open-source solution, OroCRM provides flexible workflows that can be customized to fit the unique processes of any business, from sales pipelines to customer service protocols.
Reporting and Analytics: OroCRM offers powerful reporting and analytics features, enabling businesses to generate detailed reports on customer behavior, sales performance, and marketing effectiveness, helping them make data-driven decisions.
Scalability: OroCRM is designed to scale with growing businesses, particularly those in the e-commerce space, allowing for the management of large customer databases and complex sales funnels without sacrificing performance.
B2B and B2C Support: OroCRM supports both B2B and B2C businesses, making it versatile for various industries. Its robust features cater to the complex needs of B2B companies while still offering the personalization and customer relationship tools that B2C companies require.
Community Edition: Free
Features: Includes basic B2B eCommerce functionalities such as product catalogs, customer management, content management system (CMS), SEO tools, and integration with third-party tools. It’s also supported by MySQL, and designed for smaller businesses.
Enterprise Edition: Pricing available upon request
Features: Includes all Community Edition features plus advanced functionalities like support for multiple organizations, multiple websites, corporate account management, advanced workflows, segmentation, pricing engine, advanced reporting and analytics, and hosting options (including OroCloud).
SuiteCRM — Best for community support
Pros
- Open source
- Community support
- Customizable workflows
Cons
- Learning curve
- Limited out-of-the-box features
- Limited documentation
Why I picked SuiteCRM
SuiteCRM boasts an impressive balance between powerful features and cost-effectiveness. Its comprehensive CRM capabilities—including sales automation, marketing campaigns, and customer support—offer businesses everything they need without the steep costs associated with some other platforms. The fact that it’s open-source means it provides extensive customization flexibility, allowing businesses to tailor the platform to their specific needs.
Compared to Odoo, which combines both CRM and ERP functionality, SuiteCRM focuses solely on CRM, making it a simpler, more affordable solution for businesses that don’t require full ERP integration. While OroCRM is tailored more to e-commerce, SuiteCRM offers a broader appeal to industries across the board. In terms of community support, SuiteCRM shines, rivaling even VTiger and Odoo for having an active, dedicated user base that consistently contributes to updates and improvements. However, HubSpot, though known for its ease of use, is more limited in customization compared to SuiteCRM. If cost-effectiveness, flexibility, and strong community backing are top priorities, SuiteCRM stands out as one of the best options.
Developed in 2006, SuiteCRM has benefited from more than 15 releases. Being one of the few early CRMs to continue into the 2020s means developers have had ample time to adjust, update, and add to the platform. The result is a well-oiled machine with a considerable community of developers and advocates.
SuiteCRM also offers a fully supported version of the software called SuiteAssured that includes additional service and support compared to the self-hosted, open-source version.
SuiteCRM 8: The latest upgrade to SuiteCRM offers enhanced performance, better control over data, and improved business solutions. This version focuses on providing a modernized user interface and more efficient tools for managing CRM processes.
Sales Territory Management: SuiteCRM allows users to define and manage sales territories, ensuring leads and opportunities are assigned based on specific regions, helping businesses optimize their sales coverage and resource allocation.
Security Suite: SuiteCRM offers a robust Security Suite feature, which includes role-based access control, group-based permissions, and customizable user roles, ensuring that sensitive data is securely managed and accessed only by authorized users.
Workflow Automation: SuiteCRM includes a powerful workflow module that automates repetitive tasks, such as lead assignment, follow-up reminders, and email notifications, streamlining sales and marketing efforts.
Email Marketing Integration: SuiteCRM integrates with popular email marketing platforms like Mailchimp, allowing businesses to create, send, and track marketing campaigns directly from the CRM, offering detailed analytics and segmentation tools.
Customer Support and Case Management: SuiteCRM has a comprehensive customer support module, allowing businesses to track, manage, and resolve customer service issues efficiently. It includes case management, escalation rules, and SLA tracking.
Reporting and Analytics: SuiteCRM offers a customizable reporting engine that allows users to generate detailed reports on sales performance, customer interactions, and marketing campaigns. The dashboards provide real-time insights into key business metrics.
Mobile Access: SuiteCRM provides mobile access to its platform, enabling sales teams and support staff to access customer data, manage tasks, and respond to leads while on the go.
SuiteCRM: Free
Features: Include user management for defining employee roles and locale settings, advanced search capabilities with optional full-text global search, and role management to control user permissions. The platform streamlines tasks through workflow automation, allowing users to focus on sales and customer service.
It offers a centralized repository for customer data to improve efficiency and enhance customer understanding. Real-time reporting and dashboards provide visibility into key metrics, aiding in data-driven decision-making.
SuiteASSURED: Contact Sales
Features: Building on the functionalities of SuiteCRM, SuiteASSURED is designed for enterprises requiring additional security, compliance, and assurances. It includes full warranties for core and custom code, providing legal safeguards for business use. Annual care hours are included, which can be utilized for training, user and technical support, consulting, and custom development.
SuiteASSURED ensures enhanced security and compliance for organizations operating in regulatory environments and offers enterprise-grade compatibility to meet the needs of complex, large-scale businesses.
HubSpot — Best for ease of use
Pros
- User-friendly interface
- Third-party integrations
- Documentation and resources
Cons
- Free version has limited features
- Customization limitations
- Scaling limitations
Why I picked HubSpot
HubSpot’s CRM platform offers a seamless, user-friendly experience, designed to simplify complex customer relationship management processes. Its intuitive interface allows users, regardless of their technical background, to quickly adapt and fully leverage its features. This makes HubSpot especially attractive for smaller businesses or teams that require a CRM without the burden of a steep learning curve.
Compared to SuiteCRM or VTiger, which offer deep customization options but may require more technical expertise, HubSpot stands out for its simplicity and ease of use. While Odoo and OroCRM offer more comprehensive solutions for businesses with complex needs, HubSpot provides an accessible alternative for teams that prioritize ease of adoption and quick setup. HubSpot is particularly well-suited for companies looking for a ready-to-use CRM, whereas SuiteCRM’s flexibility comes with more setup and configuration.
Although HubSpot is easier to navigate, it does not offer the same level of modularity as Odoo, which can grow alongside larger businesses that need ERP functionalities. Still, for companies focused on streamlining customer data management and boosting productivity, HubSpot’s user-friendliness makes it a top choice.
HubSpot CRM offers a wealth of free tutorials, resources, and extensive documentation and guides to get users started. The catalog of available training videos helps speed up adoption of the software, and provides articles, guides, and step-by-step guides to augment the training process. While HubSpot CRM is not strictly an open source platform, HubSpot’s Products and Services include free and open source software developed by third parties.
Contact Management: HubSpot’s CRM makes it easy to keep track of customer interactions and sales by automatically logging emails, calls, and meetings. This feature allows businesses to store detailed customer profiles, so users can access interaction history and key data at any time.
Pipeline Management: HubSpot allows users to track deals through each stage of the sales process. The visual sales pipeline helps sales teams manage opportunities, forecast revenue, and prioritize deals that need attention.
Integration with HubSpot Ecosystem: The free HubSpot CRM seamlessly integrates with other HubSpot tools (such as Marketing Hub, Sales Hub, and Service Hub) as well as a wide range of third-party applications, providing a centralized platform for marketing, sales, and customer service.
Email Tracking and Templates: HubSpot CRM allows users to send personalized emails directly from the platform and track whether recipients open or engage with the emails. Customizable templates help streamline outreach efforts, enabling sales teams to save time on routine communications.
Task and Activity Management: HubSpot’s task management feature helps users stay organized by setting reminders, creating tasks, and scheduling follow-ups. This ensures that no lead or customer interaction is overlooked.
Live Chat and Chatbots: HubSpot CRM includes live chat and chatbot functionalities, allowing businesses to engage website visitors in real-time, answer questions, and provide support. Chatbots can be configured to qualify leads, saving time for sales teams.
Reporting and Analytics: HubSpot provides customizable dashboards and detailed reporting tools that help users track key performance metrics, such as sales activity, pipeline status, and deal progression. These insights enable teams to make data-driven decisions.
Mobile Access: The HubSpot CRM is fully accessible on mobile devices through its dedicated app, allowing sales reps to manage contacts, track deals, and communicate with customers while on the go.
Marketing Hub Free: $0/month
Features: Forms, contact activity, contact management, contact & company insights, and ad management.
Marketing Hub Starter: $25/month billed monthly or $20/month billed annually (for 1,000 marketing contacts)
Features: All Free features, plus email marketing, lists, mobile optimization, and removal of HubSpot branding.
Starter Customer Platform: $20/month per seat billed monthly or $15/month per seat billed annually
Features: Includes the Starter editions of HubSpot’s core products for marketing, sales, customer service, content management, operations, and commerce. Key features encompass email marketing, forms, landing pages, ad management, live chat, contact management, and more.
Marketing Hub Professional: $1,100/month billed monthly or $890/month billed annually (for 2,000 marketing contacts and 3 seats)
Features: All Starter features, plus marketing automation, SEO tools, blog and content creation tools, social media tools, custom reporting, A/B testing, and phone support.
Marketing Hub Enterprise: $4,200/month billed monthly or $3,600/month billed annually (for 10,000 marketing contacts and 5 seats)
Features: All Professional features, plus multi-touch revenue attribution, custom event reporting, custom event triggers, adaptive testing (AI-powered A/B testing), advanced reporting, predictive lead scoring, and custom objects.
Vtiger CRM — Best for customization
Pros
- Comprehensive features
- Customization options
- Third-party integrations
- Active community
Cons
- Limited documentation
- Learning curve
- Performance and resource usage
Why I picked Vtiger CRM
VTiger CRM stands out for its unparalleled adaptability, allowing users to tailor the CRM environment to their specific needs. Its extensive customization options—from modifying fields and modules to creating personalized workflows and reports—empower businesses to align the CRM precisely with their unique processes and objectives.
When compared to other open-source solutions like SuiteCRM or Odoo, VTiger excels in its focus on customizability, making it a preferred choice for businesses with very specific workflow requirements. While Odoo offers broader ERP integration, VTiger’s CRM-specific focus makes it ideal for businesses that need deep CRM functionality without the added complexity of an ERP system. Unlike HubSpot, which prioritizes ease of use over customization, VTiger offers more flexibility, albeit with a steeper learning curve.
VTiger’s level of adaptability also surpasses that of OroCRM, which focuses more on e-commerce businesses. While OroCRM provides robust omnichannel capabilities, VTiger is more versatile for a wider range of industries. Additionally, although SuiteCRM offers a strong open-source platform with good community support, VTiger’s customization potential and user-friendly interface give it a competitive edge for businesses that need both flexibility and ease of use.
If you are looking for full-customization and scalability capability, look no further. Built on the LAMP/WAMP (Linux/Windows, Apache, MySQL, and PHP) stack, Vtiger CRM enables extensive personalization. As an open source solution, Vtiger allows users to tailor the platform to their unique needs by offering custom fields and modules, layout and user interface customization, custom views and filters, and much more.
However, because of VTiger’s innate customization features, novice users can find the CRM overwhelming. This is a platform for the CRM veteran, and works best when businesses have developers available to update and customize the software on a regular basis.
Layout and UI Customization: Vtiger allows users to modify the user interface by rearranging fields, sections, and related lists to match their specific workflow. This feature gives businesses the flexibility to create a tailored experience for their teams and optimize the CRM for their processes.
Custom API Development: Vtiger’s RESTful API enables users to build custom integrations or develop new features, allowing for seamless connections with external systems or the creation of specialized functionalities that fit unique business requirements.
Extension Marketplace and Third-Party Integrations: Vtiger’s extension marketplace offers a variety of plugins and add-ons that allow businesses to extend the platform’s functionality. Third-party integrations with popular tools such as Google Workspace, Microsoft 365, and Mailchimp make it easier to sync data and improve workflow efficiency.
Workflow Automation: Vtiger offers powerful workflow automation tools that allow businesses to automate repetitive tasks such as lead assignment, follow-up reminders, and customer communication. This feature helps reduce manual effort and improves team productivity.
Sales and Pipeline Management: Vtiger provides comprehensive tools for managing sales pipelines, tracking deals, and forecasting revenue. The visual pipeline view helps sales teams manage their opportunities and focus on the deals that are most likely to close.
Customer Support and Helpdesk Management: Vtiger includes a helpdesk module that allows businesses to manage customer service requests, track ticket progress, and resolve issues efficiently. It supports SLAs, escalation rules, and automated ticket assignments.
Inventory and Project Management: Vtiger CRM provides inventory management tools for businesses that need to track products, manage orders, and handle stock levels. The platform also includes project management capabilities, allowing teams to plan, execute, and monitor project progress.
Mobile App Access: Vtiger offers a mobile app that allows users to access CRM data, manage tasks, and update customer information on the go. This ensures that sales and support teams can stay productive while working remotely or traveling.
One Pilot: Free for 10 users
Features: Includes 3000 records and 5GB storage for data administration. Additionally, essentials like project management tools and organization features like tasks views (list, Kanban, and calendar), integrations to Google Drive, Dropbox Integration, and OneDrive, socials tracking, and core invetory management tools.
One Growth: $15/user/month billed monthly or $12/user/month billed annually
Features: Includes 100,000 total records and 5 GB (or 500 MB per user) for data administration; and 15 max users. It has everything from One Pilot tier with added functions like campaigns management and invoices.
One Professional: $42/user/month billed monthly or $30/user/month billed annually
Features: Includes unlimited total records and 15 GB (or 1.5 GB per user) for data administration; and unlimited users. all Growth plan features, advanced tools for sales, marketing, and support teams.
One Enterprise: $58/user/month billed monthly or $42/user/month billed annually
Features: Includes all Professional plan features, advanced customization options, enhanced security measures, and tools designed for large organizations.
Odoo — Best all-in-one open source CRM
Pros
- Cost-effective CRM solution
- All-in-one ERP
- Cloud and on-premises deployment solutions
- Active developer community
- Scalability
- Modular approach
Cons
- Limited official support
- Non-intuitive integration
- Customization costs
Why I picked Odoo
We selected Odoo for its outstanding adaptability and the breadth of its integrated applications. Unlike competitors such as OroCRM, which excels in scalability for growing businesses but lacks a fully integrated ERP system, Odoo offers a unified solution that spans sales, inventory, accounting, and more. This all-in-one functionality provides businesses with a seamless experience, reducing the need for third-party integrations and extra costs.
While SuiteCRM shines with its vibrant community support, Odoo’s community is also robust and extends to a large marketplace of modules, giving it a slight edge in flexibility. Odoo’s modular, scalable design means businesses can start with a small number of apps and scale up as needed, rivaling VTiger in terms of customization potential.
However, Odoo may have a steeper learning curve compared to HubSpot, which stands out for its ease of use, particularly for small teams. Still, for businesses seeking a comprehensive, open-source CRM/ERP solution with long-term scalability and flexibility, Odoo is hard to beat.
Odoo is more than a CRM, it is an all-in-one solution that combines finance, HR, sales, and other software. Known as enterprise resource planning (ERP) software, Odoo can automate every aspect of your business.
The platform’s comprehensive features, modular design, and flexibility have skyrocketed it to one of the most popular CRMs in 2023. Users can add or remove applications based on their needs and its highly scalable design allows the suite to grow with the business.
Built on open source code, Odoo offers an open source model known as the Community Edition and open core model called the Enterprise Edition.
CRM: As part of its ERP system, Odoo offers a built-in CRM that helps manage leads, opportunities, customer interactions, and data all in one place, enabling businesses to streamline sales processes efficiently.
Modular Architecture: Odoo’s modular system provides a vast range of apps that can be integrated and customized to fit specific business needs, making it highly adaptable for businesses of all sizes.
Suite of Apps: Odoo includes an integrated suite of AI-powered applications that handle HR, project management, accounting, marketing, e-commerce, inventory, manufacturing, and more, offering a comprehensive business management solution.
Scalability: Odoo is designed to scale with your business, allowing companies to start with a small set of apps and gradually expand their usage as their needs evolve, making it ideal for growing businesses.
Customizability: Odoo’s open-source nature allows for extensive customization, enabling businesses to modify workflows, reports, dashboards, and apps to suit specific requirements without being locked into rigid frameworks.
User-Friendly Interface: Despite its powerful capabilities, Odoo is designed with usability in mind, offering an intuitive, user-friendly interface that makes it easier for teams to adopt and use the system effectively.
Cloud and On-Premise Deployment: Odoo provides flexibility in deployment, offering both cloud-based solutions and on-premise installations, allowing businesses to choose the model that best fits their IT infrastructure.
Strong Community Support: Odoo benefits from a large, active community of developers and users who contribute to the continuous improvement of the platform, providing access to shared modules, troubleshooting, and support.
One App Free: $0/user/month
Features: Access to any one Odoo application with unlimited users. This plan is hosted on Odoo Online.
Standard Plan: $31.10/user/month billed monthly or $24.90 per user/month billed annually
Features: Includes all Odoo applications, unlimited support, hosting, and maintenance. This plan is hosted on Odoo Online.
Custom Plan: $46.70/user/month billed monthly or $37.40 per user/month billed annually
Features: Encompasses all Standard Plan features, plus Odoo Studio for app customization, multi-company support, and external API access.
Which software is right for your business?
Advantages of open source code
For businesses of every size, there are myriad advantages to opting for open source CRM solutions.
Businesses can tailor the CRM to their specific needs as they have access to the source code. This allows for more flexibility in meeting unique requirements.
Open source CRMs are also generally more affordable than proprietary alternatives. There are no licensing fees and users can benefit from the contributions of a large community of developers. Open source projects offer the benefit of a robust development community, resulting in a strong and reliable CRM platform.
Advantages of proprietary software
While open source CRMs offer numerous benefits, there are some advantages to using proprietary CRM solutions. Each business is unique and must find what works best on an individual basis.
Proprietary CRM vendors can provide dedicated customer support, including technical assistance and troubleshooting. Community support is available with open source CRMs. However, it can be slow and less efficient than assistance from established software vendors.
These proprietary CRMs also come with regularly scheduled updates and upgrades. Regular updates promise quick bug fixes and enhanced security, whic are crucial for businesses that lack the in-house technical expertise to manage software updates. Businesses could arguably use more resources on handling updates and integrations than a monthly subscription for proprietary software.
Many essential features and tools are readily available with proprietary CRMs. These platforms are specifically designed to cater to individual business needs. These features can save businesses a significant amount of time in customization and configuration.
Looking for the latest in CRM solutions? Check out our CRM Software Buyer’s Guide.
How we choose our top picks
At TechnologyAdvice, we assess a wide range of factors before selecting our top choices for a given category.
To make our selections, we rely on our extensive research, product information, vendor websites, competitor research and first-hand experience. We then consider what makes a solution best for customer-specific needs.
For our Top Open Source CRM list, we looked at 20 options before whittling them down to the five that cover all accounting needs for startups all the way up to enterprises.
Featured partnersFeatured Partners: CRM
Frequently Asked Questions (FAQ)
What is an open source CRM?
Open source CRM (Customer Relationship Management) software is developed and distributed under an open source license. This allows users to access and modify the application’s source code.
What are the benefits of open source CRM?
Small and medium-sized businesses can benefit greatly from open source CRM software. It is free to use and modify while offering the same functionality as expensive proprietary CRM software without the cost.
Is there a free open source CRM?
Yes, several open-source CRMs offer free versions, including SuiteCRM, VTiger, and Odoo. These platforms provide core CRM functionalities for free, with optional paid features or services. These features, such as hosting, support, and premium modules, could be great additions depending on what you need from a CRM.
Does Google have a CRM system?
Google does not offer its own CRM system. However, many CRM platforms, such as HubSpot and VTiger, integrate seamlessly with Google Workspace (Gmail, Calendar, Drive) to streamline workflows.
Is Odoo CRM really free?
Yes, Odoo offers a free version of its CRM as part of its open-source community edition. However, additional apps, hosting, and support services may require payment.
Does Office 365 have a free CRM?
Office 365 does not have its own free CRM. However, third-party CRM platforms like HubSpot and VTiger integrate with Office 365, allowing users to manage customer data alongside their existing Microsoft tools.
The post Best Open Source CRM Software (2025) appeared first on TechnologyAdvice.
]]>Discover the essentials of call masking, including its benefits for privacy and security. Learn best practices to implement call masking effectively for your business.
The post Understanding Call Masking: Benefits and Best Practices appeared first on TechnologyAdvice.
]]>Key takeaways
- Call masking hides the phone number of the caller and recipient from one another.
- Call masking ensures the privacy of both parties on a phone call.
- Caller ID masking ensures sensitive discussions remain private in industries requiring confidential conversations, such as healthcare or financial services.
What is call masking?
Call masking, or phone masking, is a telephony privacy and security feature used to protect the personal phone numbers of both callers and recipients during communication. Commonly employed by businesses, delivery services, and ride-sharing platforms, it ensures that neither party can view or access the other’s actual phone number. Instead, a temporary or virtual number is an intermediary, facilitating the call or message exchange.
This technology empowers businesses by enhancing privacy and preventing misuse of personal information, such as unwanted follow-up calls or spam. Call masking fosters trust by safeguarding customer and employee data, especially in industries like e-commerce, logistics, and customer service. It gives businesses a sense of control and confidence in their operations.
Call masking solutions, a key component in today’s digital landscape, work through cloud telephony (which can also be carried by VoIP) systems that dynamically generate and route calls via virtual numbers. Number masking’s implementation protects user identities and complies with data protection regulations, ensuring secure and confidential communication.
What are the benefits of caller ID masking?
Caller ID masking offers numerous advantages, particularly for businesses and individuals concerned with privacy and security. Below are some key benefits of masked calling:
Enhanced privacy protection
Caller ID masking safeguards personal phone numbers by displaying a virtual or temporary number during communication. This prevents misuse, such as spam calls or unauthorized contact.
Using caller ID masking, businesses reassure customers that their data is secure, fostering a sense of security and protection. This is especially crucial in e-commerce, delivery services, and ride-sharing industries, where customer trust is paramount.
Masking aligns with data privacy laws like GDPR or CCPA, ensuring sensitive customer information is not exposed or misused. This compliance brings a sense of security and peace to businesses and their customers.
Professionalism and brand integrity
Businesses can use standardized virtual numbers to project a professional image, improving customer experience while protecting employees’ IDs and contact details.
Secure communication channels
Caller ID masking ensures sensitive discussions remain private in industries requiring confidential conversations, such as healthcare or financial services.
Call masking significantly reduces the risk of harassment. Call masking solutions prevent inappropriate follow-ups or harassment by separating personal identities from professional interactions.
Caller ID masking protects privacy, enhances security, and builds personal and professional communication trust.
How does a business setup call masking?
Setting up phone number masking involves leveraging cloud telephony services or specialized communication platforms. Here’s how businesses can implement it:
- Choose a cloud telephony provider: Select a reliable service provider that offers several masking solutions. Popular options include RingCentral, Twilio, Plivo, and more.
- Integrate the API: The provider’s API (Application Programming Interface) integrates with the business’s existing system, such as a customer support or delivery platform.
- Generate virtual numbers: Virtual numbers are dynamically created and assigned to link callers and recipients. These numbers act as intermediaries, ensuring privacy for both parties.
- Enable routing: Calls and messages are routed through the platform using virtual numbers. The actual numbers remain hidden, and communication is seamlessly facilitated.
- Monitor and manage: Businesses can track masked communications through dashboards, ensuring smooth operation and compliance with data protection laws.
This setup helps protect customer and employee privacy while maintaining secure communication channels.
Call masking enterprise solutions to consider:
Businesses looking for call masking solutions can choose from several reliable VoIP platforms, including:
RingCentral — Best overall
RingCentral offers call masking as part of its comprehensive communication platform. It’s ideal for businesses seeking a unified voice, video, and messaging system with privacy features to protect caller identities. Its ease of use and scalability make it suitable for companies of all sizes.
Twilio — Best for customization
Twilio’s Programmable Voice API is highly customizable and supports dynamic number masking, making it perfect for businesses like ride-sharing and delivery services. Its flexibility allows integration into existing enterprise workflows.
Dialpad — Best on a budget
Dialpad offers an affordable solution with call masking alongside AI-driven capabilities like transcription and analytics. It’s particularly suited for businesses prioritizing mobile and multi-device use, offering integrations with tools like Salesforce and Zendesk.
Plivo — Best for simple API integrations
Plivo provides a cost-effective global call masking solution with simple API integration. It’s an excellent option for businesses managing large-scale operations.
Vonage (Nexmo) — Best for security
Vonage’s APIs are user-friendly and reliable. They offer strong support for secure, two-way communication, making it ideal for startups and mid-sized businesses.
These caller ID masking solutions ensure customer privacy, enhance communication security, and comply with data protection regulations, supporting trust and efficiency in professional interactions.
Masked calling mistakes to avoid
Call masking ensures privacy and professional communication, but several mistakes can compromise its effectiveness:
- Unreliable Caller ID Setup: Using invalid or unverified numbers can result in call blocking or regulatory penalties. Ensure numbers comply with local laws.
- Inconsistent Caller ID Display: Switching displayed numbers frequently can confuse recipients and reduce trust. Maintain consistency for branding and credibility.
- Improper Configuration: VoIP or CRM integration errors can disrupt workflows, causing calls to fail or display incorrect IDs.
- Ignoring Legal Compliance: Not adhering to laws like GDPR (EU) or TCPA when masking numbers can lead to fines. Stay updated on regulations for each region.
- Lack of Training: Employees unfamiliar with call masking features may need to learn to use the system, which could affect customer interactions and worker productivity.
- Overusing Call Masking: Excessive use can seem untrustworthy. Use masking judiciously to maintain transparency where necessary.
Addressing these pitfalls ensures effective and compliant call masking.
What are the security implications of phone masking?
Call masking can provide privacy, but it introduces several security risks:
Fraud and Scam Risks: Call masking can be exploited for malicious purposes, such as identity theft or phishing attacks. If a masked number mimics a trusted entity, it can deceive victims into disclosing sensitive information.
Regulatory Violations: Improper use of call masking, especially when numbers are not registered or verified, can violate regulations like the Telephone Consumer Protection Act (TCPA) in the U.S. or the GDPR in Europe, leading to significant fines.
Data Leaks: When poorly configured, call masking systems can inadvertently expose real phone numbers, compromising personal and business data.
Lack of Traceability: Masked calls may make tracking malicious activity challenging, making it harder for authorities to investigate potential fraud or harassment.
Frequently Asked Questions (FAQ) for call masking
Call masking is legal when used appropriately, for business purposes or customer support. However, it must comply with local regulations like the TCPA in the U.S. and GDPR in Europe.
Call masking uses VoIP technology to route calls through a third-party system, which alters the caller ID before it reaches the recipient.
No, the recipient will only see the masked number, not the actual number from which the call originated.
Yes, many services allow you to choose a specific number for masking, whether it’s local, toll-free, or a vanity number.
To mask a cellphone call, you can use several methods:
- Carrier Services: Many mobile carriers offer a “Caller ID Blocking” service. Dialing *67 before making a call will hide your number on the recipient’s display, showing “Blocked” or “Private” instead.
- Third-party Apps: Apps like Google Voice, Burner, or Hushed allow you to create a secondary, masked number for calls, preserving your privacy.
- VoIP Services: Services like Twilio or Grasshopper enable businesses and individuals to mask their numbers through VoIP technology, making calls appear from a chosen number.
Yes, anyone can mask their phone number using various methods, although legal and ethical guidelines must be followed. However, masking for deceptive purposes (e.g., fraud) is illegal in many regions, and violating telemarketing laws can lead to fines. It’s always wise to research and consult experts or legal counsel for any concerns or questions.
People mask their phone numbers for privacy, security, or professional reasons. For instance, individuals may mask their number to avoid revealing personal information when calling unknown recipients. Businesses often use call masking to display a company number instead of an employee’s, enhancing professionalism and protecting employee privacy.
Additionally, some use masked numbers to protect against harassment, screen calls, or make anonymous calls without disclosing their number.
An example of phone number masking is when a business uses a VoIP service like Google Voice or Grasshopper to display a company number instead of the employee’s phone number.
For instance, a customer may call a company’s support line, and instead of seeing an employee’s number or extension, they see a masked number such as 1-800-555-1234 on their caller ID. This protects the employee’s privacy while allowing the business to maintain professional communications.
Call masking works by altering the number on the recipient’s caller ID so that the caller’s number remains hidden. This is typically achieved through VoIP services or third-party apps that reroute the call through a system that changes the caller ID.
For example, when a business uses a service like Google Voice or Grasshopper, employees can call from their devices, but the business number appears instead of theirs. The masked number can be a local, toll-free, or custom vanity phone number.
This technology redirects calls through a network where the caller ID is modified before the call is completed, ensuring privacy and preventing the recipient from seeing the caller’s phone number.
A call masking option may be your enterprise’s communications solution to maintain privacy, employee safety, and customer trust and satisfaction.
Consider adding call masking to improve the enterprises’ operations, efficiency, profitability, and communications.
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]]>Compare Square vs. Shopify in terms of features, pricing, and ease of use. Discover the best option for your business needs today and choose wisely.
The post Square vs Shopify: Which is Best for Your Business in 2025? appeared first on TechnologyAdvice.
]]>Key takeaways
- Shopify and Square are two of the most popular point-of-sale (POS) system providers and ecommerce store platforms.
- Square is best for businesses that primarily sell in-store and may need a simple online store.
- Shopify is best for businesses that focus on ecommerce sales and may also need in-store payment processing.
Businesses that sell in-store and online need a reliable multichannel POS system and a good online site builder that is seamlessly integrated. Square and Shopify are two of the top options for small businesses, entrepreneurs, and online sellers looking for a reliable platform for their ecommerce and POS needs.
I compared Square vs Shopify and looked at their key differences and how each can fit different business needs.
Featured partners
Good For
Micro, Small, Medium Sized Companies
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Core Features
Lorem ipsum, dolor, sit amet, consectetur, adipiscing, and more
Integrations
Lorem ipsum, dolor, sit amet, consectetur, adipiscing, and more
Square vs Shopify: Key differences
Monthly fee
Starts at $0
Starts at $5
Payment processing
- Flat rate
- Square Payments only
- Depends on payment processor and Shopify plan
- Shopify Payments for POS; also compatible with third-party processors
Online store
Basic website builder with limited customization included in the free plan
Simple online store included in the lowest plan
Hardware options
- Free magstripe reader
- Paid devices start at $49
- Tap to Pay on iPhone and Android
- No free device
- Prices start at $49
- Tap to Pay on iPhone
Customer support
- Mon to Fri phone support
- 24/7 automated chat support
- Seller community
- Resource library
- 24/7 phone support
- Community forum
- Resource library
Expert Tip
Are Shopify and Square not right for your needs? Check out our list of the Best POS systems for business.
Square: Best for in-person sales
Overall Score
4.03/5
Pricing
4.69/5
Hardware
4/5
Features
3.5/5
Support and reliability
3.13/5
User experience
4.38/5
User scores
4.5/5
Pros
- Basic plan requires no initial upfront costs
- Free online store and POS software
- Free card reader
Cons
- Limited customer support hours
- Shipping tools are for higher plans only
- Only works with Square Payments as its payment processor
Square is an all-in-one POS system designed specifically for startups, independent sellers, and small businesses. I find it particularly appealing for its user-friendly interface, cost-effectiveness, and accessibility. With various plans and POS devices, I see how Square provides the flexibility businesses need to thrive. Its lowest-tier plan eliminates the need for an initial investment, allowing businesses to start accepting payments with ease.
Its free basic plan comes with a simple online website ideal for people just starting their ecommerce business or for brick-and-mortar merchants looking to extend their business into online selling. Square also offers solutions to accommodate the specific needs of restaurants and appointment-based businesses.
Read more: Restaurant POS systems
Square handles its payment processing through Square Payments, and businesses cannot use third-party processors.
Square’s POS software is a free, feature-rich platform that simplifies business operations. It includes essential tools for sales tracking, inventory management, and customer relationship management, all within an intuitive interface.
The software integrates seamlessly with Square’s hardware and allows businesses to process in-person, online, and mobile payments with ease. I find this integration particularly beneficial for maintaining consistency across sales channels.
The software is highly customizable, offering industry-specific features like table management for restaurants, appointment scheduling for service-based businesses, and barcode scanning for retail. It also includes robust reporting tools that provide real-time insights into sales, inventory, and customer behavior. From my experience, these insights are invaluable for making data-driven decisions.
The cloud-based system keeps data synced across devices and eliminates the need for long-term commitments, making it a practical choice for businesses of all sizes, even very small and new ones.
Square’s POS devices are designed to cater to startups and small businesses, while options for growing businesses are also available. The magstripe reader comes free upon signing up, and Square’s Tap to Pay on iPhone and Android allows you to accept contactless payments using a compatible mobile phone.
If you require more robust solutions, Square also has the following:
- Square Stand: Transforms an iPad into a POS terminal
- Square Register: A fully integrated POS system
- Square Terminal: A portable all-in-one device for in-person payments.
I like that these options provide flexibility, whether you’re running a pop-up shop or managing multiple storefronts.
The Square website builder is free to use, even with its lowest-tier plan that has no monthly fees. With Square Online, businesses can quickly create a simple, functional website where customers can place orders for shipping or pickup. I think this can make it very easy for existing brick-and-mortar businesses to expand into ecommerce without any additional costs.
- Integrated payment processing: Accepts credit cards, digital wallets, and ACH payments with transparent flat-rate fees.
- Industry-specific solutions: Offers tailored features for restaurants, appointment-based businesses, and retail stores.
- Management tools: Offers a simple inventory management tool that syncs your inventory across your sales channels. Like Shopify, it comes with reporting, analytics, and team management tools.
- Analytics and reporting: Provides detailed insights into sales, inventory, and customer behavior to support data-driven decisions.
- Employee management: Includes tools for tracking employee hours, managing permissions, and monitoring performance.
- Marketing tools: Features email and SMS marketing campaigns to engage customers and drive repeat business.
- Loyalty programs: Has customizable rewards programs to incentivize customer retention.
- Payroll services: Simplifies payroll management with automated calculations, tax filings, and direct deposits. (has add-on fees)
- Invoicing: Allows businesses to create, send, and track professional invoices for faster payments.
- Mobile payment options: Accepts payments on the go via the Square mobile app and card reader.
- Fraud protection: Offers 24/7 monitoring, PCI compliance, and chargeback assistance to ensure secure transactions. Square also waives chargeback fees up to $250.
| Plan | Free | Plus | Premium |
|---|---|---|---|
| Ecommerce monthly fee | $0 | $29 | $79 |
| POS monthly fee | $0 | $0 | $0 |
| Online processing fee | 2.9% + 30 cents | 2.9% + 30 cents | 2.6% + 30 cents |
| In-person processing fee | 2.6% + 10 cents | 2.6% + 10 cents | 2.6% + 10 cents |
| Keyed-in processing fee | 3.5% + 15 cents | 3.5% + 15 cents | 3.5% + 15 cents |
Shopify: Best for ecommerce sales
Overall Score
4.06/5
Pricing
3.44/5
Hardware
4/5
Features
4.25/5
Support and reliability
4.38/5
User experience
3.75/5
User scores
4.57/5
Pros
- Customizable website with or without coding
- Wide range of apps on the marketplace to extend online store and POS functionality
- Local shipping options even with the lowest plan
Cons
- Functionalities like shipping calculator and low-stock alerts only on higher plans
- No free plan
- Additional transaction fees with third-party processors
Shopify is an ecommerce platform and POS system that I find ideal for online businesses and multichannel sales. It offers customizable website templates, allowing business owners to create their online store without coding knowledge while giving tech-savvy entrepreneurs the flexibility to build websites from scratch.
I appreciate Shopify’s robust suite of ecommerce tools, including its app integrations, shipping features, analytics, and built-in marketing tools. It also includes essential management features, such as product, inventory, order and fulfillment, and team management, making it a comprehensive solution for growing businesses.
Read more: Restaurant POS systems
Shopify can process payments through its own Shopify Payments system but also supports third-party payment processors, albeit with additional transaction fees on the ecommerce platform. From my perspective, this flexibility makes it a practical option for a variety of business needs. I think Shopify is an excellent option for those who want to build a robust ecommerce website and then venture into in-person sales as well.
Shopify’s POS software easily integrates with its ecommerce platform, creating a centralized system for managing both online and in-person sales. It provides tools for inventory management, order tracking, and customer profiles across all sales channels. Like with Square, I find the ability to manage everything from one dashboard especially convenient for streamlining operations.
The software supports features like local pickup, delivery, and in-store payments, which I think are excellent for meeting the needs of retail businesses. Its advanced analytics and reporting provide valuable insights into sales trends and customer behavior. I also appreciate its extensive app marketplace and how Shopify apps extend the platform’s capabilities and allow businesses to customize and scale their POS systems effortlessly.
Shopify has a range of POS hardware designed to support in-person sales. Its hardware lineup includes:
- Shopify Tap & Chip Reader: For contactless and chip payments
- POS Go: For mobile sales with an all-in-one portable device
- Countertop Kit: With a card reader dock and accessories for fixed retail setups
I find Shopify’s hardware solutions versatile and able to accommodate most businesses, from small market stalls to full-scale retail stores. Each device integrates seamlessly with the Shopify POS software, ensuring smooth transactions, real-time inventory updates, and a cohesive sales experience.
Shopify offers a comprehensive suite of ecommerce tools that allow businesses to create and manage their online stores with ease. It provides everything a business needs, from customizable website themes to secure payment gateways that helps you establish a professional and engaging online presence.
I think Shopify’s strength lies in its robust ecommerce tools. Compared to Square’s website builder (which is great for simple, quick setups), Shopify offers significantly more customization and scalability. Its platform supports multichannel selling, allowing businesses to list products on social media platforms, marketplaces, and integrate with Shopify POS for in-person sales.
Shopify also outshines Square in its app marketplace, providing endless opportunities to add features like dropshipping, subscription management, and advanced analytics. I appreciate the flexibility Shopify offers for businesses aiming to scale and diversify, making it a better fit for those seeking a long-term ecommerce solution.
- App marketplace: Access to thousands of third-party apps for functionalities like marketing, customer support, and inventory management.
- Shipping tools: Discounted shipping rates, label printing, and order tracking capabilities.
- Marketing tools: Built-in SEO tools, email marketing campaigns, and integration with social media platforms.
- Customer management: Detailed customer profiles, purchase history tracking, and tools to manage customer loyalty programs.
- Analytics and reporting: Advanced reporting tools for sales, traffic, and customer insights to guide data-driven decisions.
- Multichannel selling: Integration with social media platforms, online marketplaces, and Shopify POS for unified sales management.
- Subscription and recurring payments: Ideal for businesses offering subscription-based services or recurring billing.
- Mobile app: Manage your store, track orders, and monitor sales from anywhere with the Shopify mobile app.
- Global selling features: Support for multiple currencies, international shipping options, and multilingual store capabilities.
| Plan | |||||
|---|---|---|---|---|---|
| Starter (POS Lite) | Retail (POS Pro) | Basic | Shopify | Advanced | |
| Monthly fee | $5 | $89 | $39 | $105 | $399 |
| Online processing fee | 5% + 30 cents | 2.9% + 30 cents | 2.9% + 30 cents | 2.7% + 30 cents | 2.5% + 30 cents |
| In-person processing fee | 5% | 2.6% + 10 cents | 2.6% + 10 cents | 2.5% + 10 cents | 2.4% + 10 cents |
| Add-on fees for 3rd-party processor | 5% | 2% | 2% | 1% | 0.6% |
*POS plans come with free use of limited online store
**Ecommerce plans come with free use of POS lite
Square vs Shopify: A detailed comparison
Ecommerce monthly fees
$0–$79
$39–$399
POS monthly fees
$0
$5–$89
Transaction fees
Starts at 2.6% + 10 cents
Starts at 2.4% + 30 cents
Hardware options
- Free magstripe reader
- Paid devices start at $49
- Standalone terminal costs $299 or $37 in 12 months
- Tap to Pay on iPhone and Android
- No free device
- Prices start at $49
- Standalone terminal costs $299
- Tap to Pay on iPhone
Payment processing
Square Payments only
Shopify Payments or third-party payment processor
Key features
- No chargeback fees
- Industry-specific POS
- Online ordering and online booking sites
- 8,000+ integrations
- Cryptocurrency payments
- Highly customizable online store
Customer support
- Mon to Fri phone support
- 24/7 automated chat support
- Seller community
- Resource library
- 24/7 phone support
- Community forum
- Resource library
Square vs Shopify Pricing
The main difference between Square and Shopify POS when it comes to pricing is that Square offers a free plan, while Shopify does not. Shopify’s lowest plan requires a monthly fee, unlike Square’s basic free plan, which allows you to start your online store and start accepting payments immediately.
Both Shopify and Square offer discounted processing fees for high-volume sellers, and contracts are month-to-month. For payment processing, their transaction fees are very similar, with some small differences across plans. The payment processing fees of Shopify’s Basic plan match Square’s Free plan. The two plans have the same online and in-person processing fees, but Square will come out cheaper with its $0 monthly fee compared to Shopify Basic’s $39 monthly fee.
Unlike Square, which is locked in with Square Payments as its payment processor, Shopify allows the use of third-party payment processors instead of its built-in processor, Shopify Payments. However, using a third-party payment processor will incur add-on transaction fees ranging from 0.6% to 5%, depending on the plan.
Square vs Shopify Hardware
When it comes to POS hardware devices, Square is also slightly ahead of Shopify. Square comes with a free magstripe reader and accepts Tap to Pay for both Android and iPhone. Businesses can immediately start accepting payments without paying for any POS device.
Although Shopify does not provide a free device, it accepts Tap to Pay for iPhone. With a compatible iPhone device, Shopify users can immediately start accepting payments by using their iPhones as card readers.
Read more: Best POS Hardware for Business
Square vs Shopify Features
When comparing Shopify and Square’s features, both platforms offer easy-to-use solutions for online store capabilities. Shopify shines with its full-featured online store functionality, available from its Basic plan and up, which allows businesses to establish a professional and customizable online presence with ease.
In contrast, Square Online is free with limited features and requires upgrading to a Plus plan for full online store functionality. This may present a limitation for businesses on lower-tier plans but may be useful for starting businesses that are still just finding their footing with their online business. Additionally, Shopify provides the flexibility of using a custom domain across all plans, offering businesses greater branding opportunities compared to Square’s restriction to higher-tier plans.
In terms of shipping features and tax calculation, Shopify emerges as the superior option. Shopify offers excellent shipping capabilities and automatic tax calculation based on location, which speeds up processes. Conversely, Square’s shipping features are decent, but its manual tax calculation may pose challenges for businesses dealing with multiple tax jurisdictions. Plus, Shopify also offers higher shipping discounts.
Moreover, Shopify boasts extensive inventory management tools that businesses can use to efficiently track and manage their stock levels across all plans, whereas Square’s inventory management is only available for its Plus plans and above. Overall, while both platforms offer valuable features for businesses, those who mainly sell online will find Shopify to be a more comprehensive and versatile solution.
Square vs Shopify Customer support and user reviews
Both Shopify and Square offer excellent support resources and receive positive feedback from users. Square provides phone support from Monday to Friday, along with an automated chat support system available 24/7. Additionally, Square has a seller community and resource library, offering users opportunities to connect with peers and access helpful resources for optimizing their experience.
For those who prefer to have access to live help anytime, Shopify offers 24/7 phone support, a community forum, and a resource library, providing users with multiple channels to seek assistance and engage with the platform’s community.
When it comes to user reviews on platforms like Capterra, G2, and SoftwareAdvice, both Shopify and Square receive high ratings, reflecting their overall satisfaction among users. While Square’s ratings consistently hover around the 4.6 out of 5 range across these platforms, Shopify also maintains strong ratings, typically ranging from 4.4 to 4.6 out of 5.
These positive reviews highlight the effectiveness of both platforms in meeting users’ needs and delivering value through their respective features, customer support, and overall user experience.
Ultimately, businesses considering Shopify or Square can feel confident in their choice, knowing that both platforms have garnered positive feedback and offer reliable support resources to assist users along their ecommerce journey.
Shopify vs Square: Which is right for your business?
For businesses operating in-store: Square
When deciding between Shopify and Square for your business, consider your primary sales channels and the level of emphasis on ecommerce. Square is an excellent choice for businesses that primarily operate in-store and require a simple online store as an additional sales channel. With its user-friendly interface and straightforward pricing, Square offers seamless payment processing solutions that cater to brick-and-mortar establishments.
For businesses focused on ecommerce sales: Shopify
On the other hand, Shopify is the preferred option for businesses that prioritize ecommerce sales and may also require in-store payment processing capabilities. Its robust ecommerce tools, extensive app marketplace, and advanced features make Shopify the ideal platform for businesses looking to establish and grow their online presence effectively.
Whether you’re a retail store looking to expand online or an ecommerce-focused business seeking comprehensive solutions, choosing between Shopify and Square ultimately depends on your specific business needs and sales strategy.
Frequently asked questions
The post Square vs Shopify: Which is Best for Your Business in 2025? appeared first on TechnologyAdvice.
]]>Key takeaways How much does HR software cost? Depending on your requirements, HR software is usually priced from $5 per employee per month (PEPM) to $500 PEPM. Keep in mind that HR software pricing varies wildly compared to other software categories because the market is so vast. Additionally, many vendors opt for quote-based pricing instead […]
The post HR Software Pricing Guide for 2024 appeared first on TechnologyAdvice.
]]>Key takeaways
- On average, HR software ranges from $5–500 per employee per month.
- The exact price you’ll pay depends on several factors, including the number and types of users, the features you need, hardware requirements, and any necessary training and support.
- HR software generally follows two pricing models: monthly/annual subscriptions or perpetual licensing.
- Jan. 21, 2025: Irene Casucian updated the page layout to improve the visual flow of information. She also added rough estimates for different types of HR software, provided vendor cost examples for each type, and added an FAQ section.
How much does HR software cost?
Depending on your requirements, HR software is usually priced from $5 per employee per month (PEPM) to $500 PEPM. Keep in mind that HR software pricing varies wildly compared to other software categories because the market is so vast. Additionally, many vendors opt for quote-based pricing instead of a standard pricing structure so they can tailor the software package and cost to meet the company’s budget and needs.
| HR software category | Typical cost |
|---|---|
| All-in-one HR suites | $5 to $40 PEPM |
| Payroll | $35 to $99 per month, plus $6 to $8 PEPM |
| Onboarding | $5 PEPM |
| Recruitment | $104 to $529 per month, plus $10 to $17 PEPM |
| Time tracking and scheduling | $4.50 to $10 PEPM |
| Performance management | $4 to $14 PEPM |
| Employee engagement | $5 to $10 PEPM |
| Learning management | Starts at $8 PEPM |
Note: The price ranges listed above are based on the leading products in each category. They are intended to serve as general guidelines—final costs will depend on your business’s unique requirements.
All-in-one HR software pricing
Pricing for most modern HR suites depends on your headcount and the capabilities you need. For example, BambooHR uses headcount to determine whether you pay a flat rate or a PEPM rate, whereas Rippling’s PEPM cost depends on the combination of modules you choose. Because of these factors, you should assess your organization’s anticipated growth and budget flexibility to decide which all-in-one software fits your organization.
Examples
BambooHR
Rippling
Price range
$250 to $425 per month flat rate for 25 employees.
Starts at $8 per employee per month (PEPM).
Business size
Small to medium-sized businesses.
Medium to large-sized businesses
Description
BambooHR is an all-in-one HR platform with a user-friendly interface that streamlines various HR tasks, including hiring, onboarding, and employee management.
Rippling has robust automation capabilities, which makes it an efficient solution for managing a distributed workforce and reducing repetitive data entry tasks.
Price rating
4.13 out of 5
2.63 out of 5
Price tip
BambooHR’s pricing structure is ideal if your organization has plans of scaling, as it offers volume discounts that become increasingly advantageous with a growing workforce. However, its Core plan is still quite expensive because it doesn’t include fundamental HR functions like payroll and time-tracking.
Rippling’s pricing structure is suited if your business requires a flexible and scalable HRIS. One drawback is it is relatively expensive compared to other options, but it has more advanced features. Rippling is particularly advantageous if your organization values the ability to tailor HR with specific tools.
Payroll software pricing
Pricing for payroll software typically uses a combination of a base monthly fee and PEPM structures. Some key features you should look for include:
- Automated payroll processing.
- Employee benefits enrollment and administration.
- Automated compliance with regulations like the ACA and COBRA.
Payroll software providers can charge you based on how often you run payroll or the features you need, such as tax filing capabilities. When choosing your payroll software, you should consider how often you need to process payroll and if additional features like automatic tax filing are worth the extra cost. Also, services like PEOs, EORs, and HROs that handle payroll administration on your behalf are more expensive.
Examples
Gusto
Onpay
Price range
$40 to $80 monthly base fee plus $6 to $12 PEPM.
$40 per month plus $6 PEPM.
Business size
Small to medium-sized businesses.
Small businesses.
Description
Gusto provides clear guidance for setting up an account, organizing an employee roster, and processing payroll. It includes helpful links for obtaining your federal employer identification number (FEIN), a detailed timeline, and a checklist to ensure your first payroll runs smoothly.
OnPay excels in payroll but also includes essential HR features for small businesses, such as time off management, benefits administration, customizable onboarding workflows, and task management. Plus, its payroll process is straightforward and user-friendly.
Price rating
4 out of 5
3 out of 5
Price tip
Gusto’s pricing suits your business if you need comprehensive yet straightforward payroll and HR solutions. Its tiered pricing structure caters well to businesses seeking a balance of cost and functionality.
OnPay’s pricing model offers value by including multi-state payroll, HR features, and customer support. However, businesses planning for significant growth or those needing advanced capabilities like performance management or in-depth analytics might find OnPay limiting.
Onboarding software pricing
Onboarding software typically structures its pricing using a combination of PEPM and a base monthly fee. Additional costs may apply if you require extra features or integrations. Consider software solutions that include:
- Automated onboarding workflows.
- Electronic document signing and storage.
- New hire checklists and forms.
Onboarding software with built-in compliance features, like integrations with e-Verify to check the I-9, state W4 forms, and e-signature capabilities, tend to be more costly than those that help you complete these tasks manually.
Examples
GoCo
Workable
Price range
Starts at $5 PEPM.
Starts at $149 per month.
Business size
Small to medium-sized businesses.
Small to medium-sized businesses.
Description
GoCo is an onboarding platform that provides pre-built procedures for collecting essential paperwork like I-9 and W-4 forms alongside customizable fields for business-specific needs, such as uniform sizes or fun facts for orientation. It also has document-tracking features for compliance and organization. Additionally, GoCo’s AI assistant helps new hires quickly find information to help with their onboarding experience.
Workable is an ATS that also incorporates basic onboarding features designed to streamline the transition from candidate to employee. It supports the process through customizable onboarding checklists and automated reminders to ensure that new hires complete necessary tasks such as submitting documents and completing training modules.
Price rating
2.94 out of 5
3.5 out of 5
Price tip
GoCo’s pricing is ideal if you’re managing a small business or startup with a limited budget and you’re looking for an affordable solution with essential features like onboarding, document management, and basic time tracking.
Workable’s pricing is ideal for organizations that need features like customizable checklists, automated reminders, and document management. The tiered pricing also ensures that businesses only pay for the features they need.
Recruitment software pricing
Recruitment software can either have a monthly flat rate, a per-user rate, or a rate based on your employee headcount. Typically, software based on headcount is the most expensive but offers the most features. Depending on your recruiting needs, look for software that includes:
- A robust applicant tracking system (ATS) for managing candidates and applications.
- Easy job posting and management across multiple job boards.
- Effective candidate sourcing tools.
- Automated interview scheduling.
Examples
BreezyHR
JazzHR
Price range
$189 to $529 per month.
$99 to $499 per month (up to 50 employees).
Business size
Small to medium-sized businesses.
Small to medium-sized businesses.
Description
BreezyHR can automate time-consuming tasks with tools like talent search, automated SMS, interview scheduling, and custom candidate scorecards. It offers a visual, drag-and-drop interface to manage candidate pipelines, automate communication, and schedule interviews. It facilitates team collaboration in real time and promotes jobs on over 50 job boards.
JazzHR is a user-friendly recruiting software that offers customizable recruitment workflows, e-signature functionality, and auto-reject features to simplify candidate management. It also supports candidate texting and social integrations through platforms like LinkedIn, Facebook, and Twitter.
Price rating
4.31 out of 5
3.5 out of 5
Price tip
Breezy HR’s price is ideal for fast-growing companies that require scalable recruiting solutions with a variety of pricing tiers.
JazzHR’s pricing plans can cater to companies needing to fill a few or even unlimited jobs per month.
Time tracking and scheduling software pricing
Time tracking and scheduling software pricing is typically based on the number of users and sometimes includes location-based fees. It’s important to account for potential costs associated with:
- Integrations with existing payroll or project management software.
- Headcount fluctuations.
- Mobile app access.
- Specialized features like geofencing.
- Compliance support.
- Workforce analytics.
- Intelligent or automated scheduling.
Examples
Quickbooks Time
When I Work
Price range
$20 to $40 per month base fee, plus $8 to $10 per user per month.
$2.50 to $8 per user per month.
Business size
Small to medium-sized businesses.
Small to medium-sized businesses.
Description
QuickBooks Time enables companies to track employee time from any location using any device, with real-time updates. It also allows employees to clock in and out even without cell service and it integrates seamlessly with QuickBooks. Key features include GPS time tracking, a digital Time Kiosk for central clock-in/out, PTO tracking, and customizable employee scheduling.
When I Work helps businesses manage schedules, track time and attendance, and communicate with hourly employees. Its mobile app allows employees to access schedules, clock in and out, request time off, and manage shift swaps. Key features include employee scheduling, team messaging, an online time clock with GPS, and shift planning.
Price rating
2.5 out of 5
3.63 out of 5
Price tip
QuickBooks Time’s pricing is ideal if you require advanced tracking features such as geofencing, mileage and project tracking, and timesheet signatures. However, you must also be willing to invest in a higher cost structure for the added functionalities.
When I Work’s pricing is ideal if you’re looking for flexibility between scheduling alone or if you need combined time and attendance.
Performance management software pricing
Performance management software typically structures its pricing on a PEPM basis. Some platforms also charge a base monthly fee, and additional costs may apply for advanced features such as 360-degree feedback, learning and development modules, or custom reporting. A performance management software platform should include employee development tools, integration capabilities with other HR systems, and comprehensive analytics.
Some companies prefer to pay more for these features as standalone software because these specialized tools often provide deeper insights, more tailored solutions, and greater scalability. It’s helpful to evaluate the potential ROI using metrics like improved employee productivity and satisfaction, as well as additional costs for training staff to effectively use the software and ongoing support fees.
Examples
Lattice
Leapsome
Price range
$6 to $11 per user per month.
Starts at $8 per user per month.
Business size
Medium to large businesses.
Medium to large businesses.
Description
Lattice includes comprehensive features like continuous feedback, career development, and robust analytics. However, it has a steep learning curve. Lattice excels in managing large, diverse teams. Unique to Lattice is its compensation product, which helps set up compensation review cycles, guidelines, and benchmarks.
Leapsome excels in areas such as OKR management, one-on-one meetings, 360-degree reviews, and engagement surveys. Leapsome offers modular options, which allow organizations to select specific tools or combine them for comprehensive performance management.
Price rating
3 out of 5
2 out of 5
Price tip
Lattice’s pricing is ideal if your organization seeks a customizable approach to employee development. You can mix and match modules like performance management, engagement, growth, and compensation, especially those that can meet the minimum spend and benefit from volume discounts.
Leapsome’s pricing is ideal if you’re looking for specific modules such as reviews, goals, surveys, and learning. You can also benefit from volume discounts and a flexible, modular pricing structure that grows with your needs.
Employee engagement software
Employee engagement software typically structures its pricing on a PEPM. Pricing is usually based on the number of users, and the range of features such as pulse surveys, recognition systems, and analytics. When evaluating the pricing of employee engagement software, consider the potential return on investment in terms of improved employee morale and productivity. Other key features include recognition and rewards programs to boost morale and tools for facilitating internal communication.
Examples
Connecteam
Motivosity
Price range
Starts at $29 per month (first 30 users).
Starts at $4 per user per month.
Business size
Small to medium-sized businesses.
Small to medium-sized businesses.
Description
Connecteam boosts employee experience through streamlined communication and operational management. It allows managers to schedule and assign tasks effectively, engage in real-time chats, and provide leadership training. It is particularly well-suited for organizations looking to consolidate their engagement tools into a single platform that supports a distributed workforce.
Motivosity has features like public recognition, customizable surveys, and collaborative 1-on-1s. The platform highlights daily efforts, facilitates continuous feedback and coaching, and allows employees to redeem rewards through the globally accepted ThanksMatters Visa Card.
Price rating
2.5 out of 5
3 out of 5
Price tip
Connecteam uses “hubs” and “tiers” in its pricing, which is good because it allows you to pick the feature you need. However, it is also pricier than standalone products.
Motivosity is right for you if you prefer a flat monthly rate as it simplifies budgeting and makes costs predictable. The optional Employee Insights feature adds flexibility, and there are no extra charges for setup or onboarding. However, there is a minimum annual licensing fee of $3,000, and fees must be paid annually, which may be challenging for small businesses.
Learning management software pricing
Learning management software typically uses a subscription-based pricing model on a PEPM basis. When weighing the cost of learning management software, factor in the long-term scalability to accommodate more users or content, potential costs for ongoing updates and support, and the integration with other systems, which can significantly affect total expenses.
LMS systems with monthly pricing offer stable budgeting for fixed user access, while PEPM pricing adjusts cost based on fluctuating user participation and is ideal for varying workforce sizes. LMS platforms featuring course creation tools are typically more expensive than those supporting only SCORM imports or pre-built courses due to the added complexity and customization capabilities.
Examples
TalentLMS
360Learning
Price range
$89 to $569 per month.
Starts at $8 per user per month.
Business size
Small to medium-sized businesses.
Small to medium-sized businesses.
Description
TalentLMS is a cloud-based learning management system known for its user-friendliness, adaptability, and extensive features. Plus, it suits businesses of all sizes. The platform caters to diverse learning requirements, ranging from onboarding and compliance training to ongoing skill enhancement.
360Learning incorporates collaborative tools with LMS and enables companies to leverage collective expertise for training. It also supports numerous organizations with its collaborative authoring tool. Ideal for high-growth companies, it promotes learner interaction and up-to-date course content.
Price rating
4.25 out of 5
3.25 out of 5
Price tip
TalentLMS pricing is ideal for businesses ranging from startups to large enterprises seeking a flexible learning management system that can grow with their needs. It offers plans that accommodate anywhere from 40 to 1000 users.
360Learning’s Team plan is affordable for small businesses. However, the Business plan is more practical and cost-effective if you have larger teams.
Factors affecting the price of HR software
Several factors determine HR software pricing, including:
- The type of HR software.
- Number and types of users.
- Software features.
- Implementation plans.
- Hardware and maintenance.
- Training and support.
Type of HR software
The type of HR software you need influences its price. For example, all-in-one HR software, with modules for core HR, payroll, benefits administration, recruiting, and performance management, is more expensive than standalone solutions.
HR software prices also drastically fluctuate depending on whether you choose an HRIS, HRMS, or HCM software solution. Human resources information systems (HRIS) are typically the most affordable, with basic data record-keeping and core HR processes. However, as your company grows, human resources management systems (HRMS) and human capital management (HCM) can provide additional functionality in workforce management and strategy. As a result, HCM platforms tend to be the most expensive on the market.
Number and types of users
Many HR software vendors with subscription-based pricing models base their prices on the number of software users. For many vendors, the number of users is equivalent to the number of employees in the company. As a result, you could pay more or less per month for the same features as your employee count changes.
However, other vendors define the term “users” differently. For example, some vendors define users as system administrators: employees responsible for maintaining the data in the system, such as HR, IT, or management teams. Therefore, you should research how HR software vendors define their platforms’ users, as the cost of the vendor’s HR solution can considerably increase or decrease depending on their definition.
Customization and features
Generally, the more features you need, the more expensive the HR software solution will be. Most solutions have a core set of features plus “add-on” features for additional capabilities and customization. These add-ons, integrations, and customized workflows can drive the cost of HR software up. To control costs, you should determine what must-have HR features are compared to nice-to-have features to save for later when the budget allows.
Implementation
You should expect a one-time implementation fee, depending on the HR software vendor. Implementation fees typically include installation, data migration, and access to implementation specialists for support. You should also consider the indirect costs associated with HR software implementation, such as how much time IT and HR employees spend on the implementation project instead of their other duties, and factor those into their overall HR software budget.
Hardware and maintenance
Total implementation costs may increase depending on the hardware the company needs to run its HR software, such as internal servers or updated computers. Vendors may also charge additional fees for system maintenance, including necessary feature upgrades or security patches. For example, if you need more data storage, Zoho People can offer you an option to have more storage by paying $4.60 per month or $55 for an extra 5 GB.
If your business has an internal IT department, you could forgo such costs; however, the time IT dedicates to the HR software’s upkeep will affect the solution’s overall return on investment (ROI).
Conversely, cloud-based subscription models offer benefits by eliminating the need for hardware investment and maintenance fees. Companies typically avoid these costs because the software runs on the provider’s servers, not their own.
Training and support
HR software vendors typically include software training as part of their implementation fee, but there may be additional fees for further training after implementation. In addition, the time HR staff are pulled away from other essential duties to train new staff members or hire more staff to support the new system can affect your total labor costs.
If you utilize HR or software consultants for support, you should also factor in their fees as part of their HR software costs. In the United States, consultants cost an average of $150 per hour but this varies widely based on the scope of the implementation project and its timeline. Still, instead of hiring additional staff, you can lean on consultants for expert software selection guidance or for outsourcing particular tasks, such as hardware maintenance.
Software license options
HR software companies typically sell their products as one-time licenses or ongoing subscriptions.
Subscription-based models
Most cloud-based HR vendors use subscription-based pricing models, so it’s definitely the most common pricing model you’ll encounter. With this model, you’ll pay a recurring fee either monthly or annually, depending on the terms of your subscription agreement.
Buyer beware
Many subscription-based models may seem like a good deal, but make sure you understand the total cost you’ll face after any promotional discounts or introductory offers expire. You should also clarify what the cancellation process looks like — the last thing you want is to be locked into paying for a service that no longer suits your business needs.
Perpetual licensing models
Perpetual licensing is most common among on-premises HR software products. You will pay a one-time fee that includes the cost of the HR software plus any required hardware, such as internal servers and other infrastructure. It’s important to note that with a perpetual license, you should anticipate additional costs down the road for upgrades, repairs, and replacements.
This model will suit your business if you prefer control over your data and you are willing to invest in long-term infrastructure without recurring subscription fees. Also, keep in mind that your team will be responsible for ongoing maintenance and support, so you should include staffing costs in the total cost of ownership.
Examples
TriNet
PeopleSoft
Licensing model
Subscription-based
Perpetual
Price range
$8–33+ per employee per month
One-time fee of $500-$100,000+
HR software cost FAQs
The post HR Software Pricing Guide for 2024 appeared first on TechnologyAdvice.
]]>CRM automation can be incredibly beneficial for businesses of every size. Read our guide now and see how to automate CRM to increase customer retention and save time for your company.
The post Top CRM Automations for Business appeared first on TechnologyAdvice.
]]>Key takeaways
- CRM automation uses Artificial Intelligence (AI) resources like machine learning, natural language processing, sentiment analysis, predictive analytics, chatbots, virtual assistance, and pattern matching to perform various CRM tasks.
- CRM automation uses traditional and generative AI combined to perform predefined tasks or generate new content.
Customer Relationship Management (CRM) automation focuses on automating any repetitive task that a human would typically do, such as data entry, sending follow-up emails, and scheduling a meeting with a customer. These types of tasks are considered tedious and can be automated. CRM automation helps businesses improve productivity by freeing up sales representatives to focus on building relationships and personalized outreach that promotes a higher sales conversion rate.
What is CRM automation?
Customer relationship management uses traditional AI and generative AI technology to optimize CRM tasks through automation using traditional AI. In contrast, generative AI can answer a customer’s question and create new content, like knowledge-based articles, by analyzing customer service tickets or inquiries. Generative AI can also update articles based on new data or customer feedback.
CRM automation streamlines your business processes by automating manual customer service, marketing, or sales tasks, leading to improved customer relationships and profitability.
Benefits of CRM automation
CRM automation has numerous benefits for sales, marketing, and customer service business functions. Improved customer experiences apply to all business functions, including a better customer experience and a higher customer retention rate. For sales, CRM automation benefits the sales department in multiple ways:
Sales
- Increased sales: CRM automation reduces the administrative burden on sales representatives, allowing them to build personalized relationships with each customer, which leads to a higher sales conversion rate.
- Centralized customer data: Stored in one location, allowing easy access to a customer’s historical interaction and details and preventing a sales representative from searching through different omnichannel to get the latest customer updates.
- Lead management: CRM automation automatically qualifies and prioritizes leads based on established criteria that minimize missing any promising prospects.
- Task management: Based on lead status, automated tasks are created and sent to sales representatives that ensure no opportunity is missed and timely follow-ups occur.
- Sales pipeline visibility: Provides an enhanced view of the pipeline, allowing sales managers to identify bottlenecks and correct an issue that may impede a potential sale.
Marketing
CMR automation helps marketing by creating campaigns based on customers’ preferences, behavior, and purchase history to generate better results.
- Improved targeting: Automation helps businesses segment customers based on demographics and preferences.
- Centralized social media management: Centralizing social media activity using automation helps businesses negate negative brand comments and adjust accordingly.
- Reducing errors: CRM automation reduces marketing errors by comparing multiple data points and ensuring specific marketing campaigns are aimed at the correct customer base.
- Targeted campaigns: CRM automation analyzes customer data and creates specific marketing campaigns for different customer segments.
Customer Service
Customer Service applies to any business function that provides a service to customers. Customer service must always be a Key Performance Indicator (KPI) when providing a service to customers, making customer service a critical element that is evaluated by the following criteria:
- Faster response times: CRM automation enhances customer service response times to customer inquiries by using automation tools that provide immediate access to customer data.
- Better customer experience: CRM automation helps reduce the time it takes to resolve a customer issue.
- Improved efficiency: Automation streamlines service operations by minimizing manual tasks and input.
- Reduces human error: CRM automation automates repetitive tasks and eliminates human errors when an agent performs these functions.
- Improved workflow management: CRM automation helps customer service teams by automatically tagging tickets and routing them to the most qualified agent.
- Improved customer interactions: CRM automation improves customer interactions by promptly responding to inquiries, answering product questions, and creating knowledge-based articles based on customer feedback.
Most Useful CRM Automations
The most useful CRM automation tools that help businesses manage the sales pipeline using AI-powered tools that stimulate customer interest through lead nurturing, transcribing sales calls, and sending personalized emails based on a customer’s noted preferences are examples of CRM automation resources used to improve productivity and increase the conversion rate. The most useful CRM automation that focus on growing sales and profitability are the following:
Lead nurturing workflows
Tracks a customer’s interest in a product or service based on their engagement actions, such as providing their contact information or asking questions but not moving forward with a purchase.
Sales pipeline management
Sales pipeline management is a visual representation of a potential sale displayed on a sales pipeline as it moves through different pipeline stages.
Task automation
Send friendly reminders and automatically assign tasks to sales representatives based on a specific criterion or where a potential sale is in the pipeline.
Data enrichment
Automatically extracts relevant customer information from multiple sources to create a customer profile.
Data entry automation
A CRM application that automatically captures and enters customer information from a web form.
Referral marketing
Automatically utilizes your existing audience to grow revenue and build trust.
Contract sending
Contract automation streamlines the contract lifecycle by reducing errors and delays, which results in contracts being signed faster.
CRM backfill automation
The backfill feature updates outdated or incomplete CRM records with customers’ most recent information.
Call transcription and sentiment analysis
Automatically transcribes sales calls and analyzes customer sentiment.
How does AI impact CRM automation?
Artificial intelligence is an essential component of CRM applications due to AI’s ability to automatically execute specific actions and create new content that prevents a CRM application from becoming stagnant with old information.
Traditional and generative AI keep CRM applications relevant by focusing on the following:
- Automating tasks: Artificial intelligence can automate simple and repetitive tasks like data entry, lead scoring, scheduling, and follow-up reminders.
- Predicting trends: Artificial intelligence can analyze customer purchases and historical sales data to predict future sales that sales teams can use to make better decisions and improve their sales strategy, leading to increased profits.
- Personalizing experiences: Conversational AI uses automation to provide customers with a personal experience that builds better customer relationships.
- Providing better insights: Artificial intelligence can analyze customer interactions to understand customer needs and preferences by analyzing text blocks and speech patterns.
- Improving efficiency: Artificial intelligence can help businesses streamline operations, create updated information using generative AI, and make better, more informed decisions.
CRM automation best practices
Implementing the best practices for CRM automation is crucial for getting the most out of a CRM platform. Sales, marketing, and customer service are all different business functions with specific KPIs that businesses use to measure and track progress toward achieving their goals. Overall, CRM automation best practices apply to all business functions, though each function will monitor the KPIs most important to that specific business function.
Here are some recommended best practices that apply to all business functions:
- Define a standard process for CRM automation that ensures data integrity is maintained.
- Select a CRM platform that matches your workflow needs.
- Select a mobile-friendly CRM automation application that is accessible for all mobile devices.
- Ensure the customization features meet your business function needs.
- Map your customer journey to ensure the automation workflows for each stage are the exact journey the customer will take until a sale is made.
- Track omnichannel data that captures all of a customer’s interactions.
- Automate all repetitive tasks that allow sales personnel to focus on building customer relationships.
- Train your sales team on how to use the CRM automation features properly.
Customer relationship management best practices for each business function are the following:
Sales
- Track crucial sales metrics: Observe and monitor the conversion rate and sales cycle length to measure the sales team’s performance while continually striving for improvement.
- Manage sales pipeline: Tracks and follows leads through different sales cycle stages, prioritizes potential clients most likely to purchase, and minimizes any bottlenecks.
- Automate follow-up communications: Set up calls and emails to continue nurturing leads that engage potential customers.
- Predictive analytics: Use predictive analysis to identify the most likely leads to convert into sales using a sales strategy.
Marketing
- Targeted email campaigns: Segment customers based on their interests and preferences and send them personalized email communications.
- Lead capture and qualification: Create documentation to capture leads from different omnichannel and categorize the leads based on demographics, needs, and behavior.
- Social media integration: Track customer interactions on social platforms and use CRM to nurture leads.
- Campaign performance analysis: Observes campaign metrics such as click-through rates, open rates, and conversions to improve and optimize marketing efforts.
Customer service
- Efficient ticket management: Track resolution times, assign tickets to the appropriate agent, and monitor customer satisfaction through feedback.
- Proactive customer outreach: Identify potential issues that are not immediately resolved and proactively communicate to customers to prevent further escalation.
- Centralized customer view: Shows complete customer interactions and history across different omnichannel within a CRM application for a unified view.
- Knowledge base integration: Allows easy access to self-service information and FAQ that empower customers to resolve issues themselves.
Relevant and clean data is paramount to using the best practices for each business function because if data is wrong, then the best practices are useless. Automating repetitive tasks and using analytics and reporting are best practices that cannot be overlooked. The commonality among these business functions is that data quality, customization, and integration with other systems are essential components of best practice concepts.
Finding the right CRM automations for your business
Selecting the best CRM automation solution for your business begins with identifying bottlenecks or employee or customer complaints about a process that can be done much better. To extract this type of information from a business organization, Chief Executive Officers (CEOs) or Chief Information Officers (CIOs) must stress the importance of every employee and the value of getting information from the bottom of the organization up to the middle management who can qualify the issue and look for a valid solution.
If a legitimate issue can get to middle management and validate an issue exists, then finding the best CRM automated solution can resolve the problem. A project charter is formed and approved by a CEO or CIO, allowing the project committee to test automated CRM solutions and select the best solution to resolve the issues.
Bottom Line
Businesses wanting to maintain good customer relationships and keep their content updated cannot go wrong using CRM automation resources. The bottom line with CRM automated systems is when used to its fullest potential businesses will excel at maintaining satisfied customers, which will positively impact the profit margin and revenues. Additionally, reduced operational cost, streamlined operations, improved customer retention, and enhanced sales metrics are the primary benefits businesses will receive. The competitive edge is undeniable when you factor in the tangible positives a CRM automated system can provide for businesses.
Frequently Asked Questions (FAQ)
CRM workflow automation uses AI, machine learning, and natural language processing to automate repetitive tasks. Workflow automation improves productivity, streamlines operations, and reduces the need for manual labor.
Customer relationship management applications’ primary focus is maintaining long-term relationships that keep customer retention numbers from decreasing. Sales automation focuses on automating repetitive sales tasks that allow the sales team to focus more on building relationships through personalized outreach, product demonstrations, addressing customer concerns, and creating customized sales strategies that ultimately improve efficiency and productivity for the sales team.
Using automated CRM tools helps businesses continually focus on improving business processes and the customer experience. A customer service section can automate ticket routing, provide a self-service knowledge base, and update order statuses. Sales departments can automate scheduling and reminder appointments and generate customized proposals. A marketing division can automate sending abandoned cart reminders, marketing campaign emails, and lead nurturing workflows.
Yes, Salesforce is a CRM platform that helps businesses manage customer relationships throughout the duration of the customer lifecycle.
The post Top CRM Automations for Business appeared first on TechnologyAdvice.
]]>Finding the right CRM for your business doesn’t have to be hard. Read our Comparison of the best construction CRMs based on features and pricing.
The post Best Construction CRM Software appeared first on TechnologyAdvice.
]]>In 2025, the construction industry faces increasing demands for streamlined operations and improved client relationships, making the right CRM software more crucial than ever. A construction-specific CRM can transform project management, enhance communication, and drive business growth. This article will guide you through the best contractor CRM solutions available, helping you choose the ideal tool to meet your needs.
After evaluating more than 22 software options on the market today, we narrowed the list down to the seven best construction contractor CRM solutions for 2025:
- HubSpot CRM: Best overall CRM
- Salesforce: Best customizable construction CRM
- SalesRabbit: Best for field sales tracking
- BasisBoard: Best for bid management for subcontractors
- Pipedrive: Best for sales pipeline management
- Insightly: Best for contact relationship linking
- Houzz Pro: Best for payment scheduling and invoicing
Still looking for the right solution? Check out our comprehensive CRM Software Buyer’s Guide or our guide to CRM Software for Small Businesses for many more recommended solutions.
Featured partners
Good For
Micro, Small, Medium Sized Companies
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Core Features
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Integrations
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Top Construction CRM Software of 2024
Software
Overall Score
(Out of 5)
Best Use Case
Starting Price
(Not including free version)
Key Features
HubSpot CRM
4.47
Overall CRM
$15/user/month
Marketing Automation, Email Sequences
Salesforce
4.42
Customizable construction CRM
$15/user/month
Customization, AI-Powered Analytics
SalesRabbit
4.16
Field sales tracking
$29/user/month
Field Sales Tracking, Territory Mapping
BasisBoard
4.11
Bid management for subcontractors
Custom
Bid Management, Vendor Tracking
Pipedrive
4.04
Sales pipeline management
$24/user/month
Visual Pipeline, Sales Forecasting
Insightly
3.88
Contact relationship linking
$29/user/month
Contact Linking, Project Management
Houzz Pro
3.73
Payment scheduling and invoicing
$65/month
Payment Scheduling, Client Portal
HubSpot CRM: Best overall construction CRM
Overall Score
4.47/5
User scores
4.75/5
Pricing
4.79/5
General features and interface
4.38/5
Core features
4.46/5
Advanced features
3.75/5
Integration and compatibility
4.79/5
Pros
- Comprehensive free plan compared to competitors
- Easy content creation
- Strong customer service, depending on your plan
- Meeting scheduling
- Quote generation to send estimates and receive signatures
Cons
- Limited project management features
- Higher tiers not cost effective for smaller businesses
Why we chose HubSpot CRM
HubSpot CRM is the best overall construction CRM for your business due to its comprehensive feature set, versatility, and strong performance across multiple aspects of construction management. HubSpot’s advanced project management tools, powerful automation capabilities, and seamless integration with other essential software make it an all-in-one solution. It can handle everything from lead generation to project execution, making it particularly suitable for larger construction firms that need to manage complex projects and client relationships efficiently.
When compared to competitors like Pipedrive, which excels in sales pipeline management but lacks depth in project management, or SalesRabbit, which is highly effective for field sales tracking but not as strong in managing end-to-end project workflows, HubSpot offers a more holistic approach. Recent updates, including AI-driven sales forecasting and enhanced project tracking features, further cement HubSpot’s position as a top choice, providing advanced and user-friendly tools that allow for better scalability and adaptability across different construction business models.
HubSpot offers a free plan with essential CRM features, making it accessible for smaller firms. The paid tiers, starting at $50 per user per month, provide a solid return on investment given the breadth of features included. This pricing structure is competitive, especially when compared to other options like Salesforce, known for its deep customization but at a significantly higher cost and complexity, or BasisBoard, which focuses on bid management for subcontractors but lacks the broader CRM capabilities that HubSpot delivers.
AI-powered predictive lead scoring: Analyzes historical data and behaviors to prioritize high-potential leads based on their likelihood to convert.
Automated deal insights: Provides real-time recommendations for deal management, including alerts for at-risk deals and next best action suggestions.
Pipeline-specific workflows: Automates tasks like follow-ups and deal stage transitions tailored to different pipelines within the CRM.
Rotten deal detection: Flags stagnant deals automatically, prompting action or deprioritization by sales reps.
Multiple pipeline management: Allows the creation and management of multiple pipelines within a single account, each with custom stages and automations.
Automatic data enrichment: Enhances lead and contact profiles with additional data from public sources, minimizing manual data entry and ensuring up-to-date information.
14-day free trial available
Free plan available
Marketing Hub Free: $0/month
Features: Forms, contact activity, contact management, contact & company insights, and ad management.
Marketing Hub Starter: $25/month billed monthly or $20/month billed annually (for 1,000 marketing contacts)
Features: All Free features, plus email marketing, lists, mobile optimization, and removal of HubSpot branding.
Starter Customer Platform: $20/month per seat billed monthly or $15/month per seat billed annually
Features: Includes the Starter editions of HubSpot’s core products for marketing, sales, customer service, content management, operations, and commerce. Key features encompass email marketing, forms, landing pages, ad management, live chat, contact management, and more.
Marketing Hub Professional: $1,100/month billed monthly or $890/month billed annually (for 2,000 marketing contacts and 3 seats)
Features: All Starter features, plus marketing automation, SEO tools, blog and content creation tools, social media tools, custom reporting, A/B testing, and phone support.
Marketing Hub Enterprise: $4,200/month billed monthly or $3,600/month billed annually (for 10,000 marketing contacts and 5 seats)
Features: All Professional features, plus multi-touch revenue attribution, custom event reporting, custom event triggers, adaptive testing (AI-powered A/B testing), advanced reporting, predictive lead scoring, and custom objects.
Salesforce Sales Cloud: Best customizable construction CRM
Overall Score
4.42/5
User scores
4.4/5
Pricing
3.13/5
General features and interface
4.55/5
Core features
5/5
Advanced features
4.64/5
Integration and compatibility
5/5
UX
4.25/5
Pros
- Fully customizable CRM with powerful add-on tools
- Powerful AI: Einstein Copilot
- Extensive platform integrations
- Powerful analytics and reporting
- Advanced project management tools
Cons
- Many advanced features only available at higher price tiers
- Time-consuming setup and maintenance that requires an expert hand
Why we chose Salesforce Sales Cloud
A giant of the sales software world, Salesforce Sales Cloud offers a customizable CRM solution that can adapt to your unique workflows. With an unparalleled level of flexibility, we can safely say Salesforce is the most adaptable option on the market, making it ideal for businesses with complex demands.
Salesforce Sales Cloud’s advanced project management tools are a key strength, allowing you to track and manage construction projects from start to finish. Unlike more specialized platforms like BasisBoard, which focus narrowly on bid management, Salesforce provides a broader array of tools that can be tailored to manage everything from client interactions to resource allocation and project timelines. This makes Salesforce a more comprehensive solution for larger construction firms that need to manage multiple facets of their business within a single platform.
The AI-powered Einstein Copilot is a major differentiator for Salesforce, offering predictive analytics, lead scoring, and recommendation systems to enhance decision-making and customer interactions. This AI capability provides a level of insight that platforms like Pipedrive or HubSpot cannot match, making Salesforce particularly valuable for construction firms looking to leverage data to drive business outcomes. The Einstein Copilot can predict project risks, optimize resource allocation, and even recommend next steps based on historical data, making it an indispensable tool for complex construction projects. However, be aware advanced AI tools are only available at higher price tiers.
Salesforce’s integration capabilities are also second to none, seamlessly connecting with a wide range of construction management software. Whether you’re using Procore for project management or QuickBooks for accounting, Salesforce can pull all these tools together, providing a unified view of your business that other CRMs on this list simply can’t offer.
Of course, Salesforce’s extensive customization options and advanced features come at a cost—both in terms of pricing and the time required for setup and maintenance. Many of Salesforce’s most powerful tools are only available at higher price tiers, with the Enterprise plan starting at $150 per user per month, which can be a significant investment, particularly for smaller construction firms. Additionally, setting up and maintaining Salesforce often requires a dedicated expert, which can add to your overall costs and complexity.
Project management: Offers specialized project management tools essential for tracking and managing construction projects.
Einstein Copilot: Improves decision-making and customer interactions via predictive analytics, lead scoring, and recommendation systems.
Analytics and reporting: Advanced analytics and reporting capabilities provide insights into project performance and client interactions.
Customization and flexibility: The high degree of customization means it can be tailored to meet the needs of the construction industry.
Integration capabilities: Integrates with various construction management software, enhancing operational coherence.
Mobile accessibility: Mobile functionality allows construction professionals to access and manage CRM data on-site.
30-day free trial available
Starter Suite: $25/user/month, billed monthly or annually
Features: Simplified setup and onboarding, lead, account, contact, and opportunity management, email integration.
Pro Suite: $100/user/month, billed annually
Features: Includes all Starter Suite features, plus greater customization and automation, sales quoting and forecasting, enhanced real-time chat.
Enterprise: $165/user/month, billed annually
Features: Includes all Pro Suite features, plus advanced pipeline management and deal insights, conversation intelligence, workflow and approvals automation.
Unlimited: $330/user/month, billed annually
Features: Includes all Enterprise features, plus predictive AI, conversation intelligence and sales engagement, premier success plan, full sandbox.
Einstein 1 Sales: $500/user/month, billed annually
Features: Includes all Unlimited features, plus generative AI, performance management, sales programs, team collaboration with Slack, data integration with Data Cloud, revenue intelligence.
SalesRabbit: Best for field sales tracking
Overall Score
4.16/5
User scores
4.23/5
Pricing
4.17/5
General features and interface
4.63/5
Core features
5/5
Advanced features
3.33/5
Integration and compatibility
3.75/5
UX
4/5
Pros
- Sales territory mapping
- Supports mobile e-signatures
- Monitors real-time location and activities of sales reps
- Integrated weather maps
- Lead stacking and management
Cons
- Geared toward door-to-door sales rather than B2B construction sales
- Lacks in-depth reporting compared to competitors
Why we chose SalesRabbit
If your construction business relies heavily on field sales teams, SalesRabbit is an ideal solution. It stands out for its specialized tools designed to enhance the efficiency of your sales reps while they are on the move. Unlike more general CRM solutions, SalesRabbit focuses specifically on the unique challenges of field sales, offering features that allow your team to operate smoothly and effectively in the field.
One of the standout features of SalesRabbit is its sales territory mapping, which enables you to assign and manage territories efficiently. This tool is particularly useful for construction companies that need to ensure their sales reps are covering all necessary areas, especially when dealing with large geographical zones. HubSpot, while robust in many areas, doesn’t offer the same level of territory management or real-time location tracking that SalesRabbit provides.
Additionally, SalesRabbit excels with its mobile e-signature capabilities, allowing your reps to close deals on the spot. This feature is integrated into the app’s digital contract tools, enabling your team to create, customize, and sign contracts directly from their mobile devices.
While Salesforce offers similar contract management features, SalesRabbit’s mobile-first approach makes it more practical for field sales teams who need to act quickly and efficiently in diverse environments.
SalesRabbit also includes unique tools like integrated weather maps and new mover lead integration, which further set it apart from other CRMs on this list. The weather-based scheduling feature is particularly beneficial for construction companies that must adapt their schedules according to weather conditions. This integration helps you avoid delays and optimize your team’s efficiency by adjusting plans in real-time, a feature not commonly found in general-purpose CRMs like HubSpot or Pipedrive.
However, SalesRabbit does have some limitations. Its focus on door-to-door sales makes it less versatile for B2B construction sales compared to more comprehensive platforms like HubSpot or Salesforce. Additionally, its reporting tools are less advanced, lacking the in-depth analytics that competitors offer, which could be a drawback if your business requires detailed sales performance tracking.
Pricing for SalesRabbit is competitive, with plans starting at $29 per user per month. This makes it accessible for small to medium-sized construction businesses.
However, for larger enterprises with more complex needs, you might find that SalesRabbit’s lack of advanced features and customization options requires you to explore their more expensive, customized Enterprise plans or consider alternatives like Salesforce for more comprehensive reporting and scalability.
Also read: Construction Risk Management: A Comprehensive Guide
Exceptional sales tools: Enhances field sales by providing mobile access to interactive presentations, documents, and digital contracts, enabling sales reps to close deals in-person with e-signatures.
Canvassing: Allows contractors to assign and rate sales areas, analyze historical data, and monitor progress.
Digital contracts: Features a form builder and contract designer for creating custom digital contracts with electronic signatures.
Team communication: In-app messaging and media sharing capabilities.
Weather-based scheduling: Integration with weather maps helps adjust schedules and assign tasks in response to changing weather conditions.
New mover lead integration: Automatically adds leads from new movers into the CRM.
Lite: Free for a single user
Features: Provides basic canvassing capabilities, including lead tracking on a map, status filtering, note-taking, appointment setting, reminders, and route planning. Access is available via iOS and Android apps.
Team: $260/month billed quarterly (includes 5 seats; additional seats at $52/user/month) or $195/month billed annually (includes 5 seats; additional seats at $39/user/month)
Features: Includes all Lite Plan features plus advanced canvassing tools such as territory and area management, representative location tracking, a sketch board, data import functionality, and sales materials. Additionally, it offers Amplify Analytics features like dashboards, leaderboards, reports, TV displays, and a social feed. Users also gain access to the web app.
Pro: $325/month billed quarterly (includes 5 seats; additional seats at $65/user/month) or $245/month billed annually (includes 5 seats; additional seats at $49/user/month)
Features: Has all the Team Plan features and adds map overlays, a customer locator, lead file attachments, and data export functionality. It also includes Amplify Gamification features, enabling competitions and a rewards store.
Enterprise: Custom pricing; Contact Sales for a qoute
Features: Offers all Pro Plan features plus custom branding, access to 60+ native integrations, API access, Amplify Coaching, an Enterprise Service Level Agreement (SLA), feature requests, IP security, two-factor authentication, professional services, and custom integration requests.
BasisBoard: Best for bid management for subcontractors
Overall Score
4.11/5
User scores
4.17/5
Pricing
4.17/5
General features and interface
4.38/5
Core features
5/5
Advanced features
3.33/5
Integration and compatibility
3.75/5
UX
4/5
Pros
- Tracks bid deadlines and open projects through automation
- Emails are well-organized and easy to manage
- Successfully eliminates overhead
- Easy to use
Cons
- Difficulty when attempting to merge projects
- Navigating plans can be somewhat tedious
Why we chose BasisBoard
BasisBoard is a great choice for subcontractors who need a powerful tool for managing bids and keeping track of multiple deadlines. By centralizing all your bid management activities into one easily accessible hub, BasisBoard significantly reduces the risk of missing out on crucial opportunities due to disorganization.
The platform excels in automating the bid tracking process, providing real-time updates on bid statuses without the need for manual monitoring, setting it apart from other platforms.
One of BasisBoard’s key features is its ability to streamline vendor management. You can efficiently manage subcontractor bids and track responses directly within the platform, preventing duplications and keeping all communication organized.
This is particularly useful when handling numerous bids simultaneously, as it eliminates much of the overhead typically associated with bid management. While competitors like HubSpot are robust in other areas, they don’t offer the same level of specialized bid tracking and vendor management tools that are so essential for subcontractors.
BasisBoard’s seamless integration with industry-leading tools like Procore, Autodesk Construction Cloud, Gmail, and Outlook ensures that your workflow remains smooth and uninterrupted. You can manage bids within the software ecosystem you’re already using, which is a significant advantage over more general CRM solutions that may require additional manual data entry or don’t integrate as deeply with construction-specific software.
Despite its strengths, BasisBoard does have some limitations. Users have reported difficulties when trying to merge projects, which can become tedious if you’re handling a large volume of bids. While the interface is generally easy to use, navigating through plans can be cumbersome, potentially slowing down your team’s efficiency compared to more streamlined systems like Salesforce.
In terms of pricing, BasisBoard is not as transparent as some other platforms. You’ll need to contact them directly for a customized quote, which can be a drawback if you’re looking for upfront cost comparisons. However, the platform does offer a free trial, allowing you to evaluate its capabilities before making a commitment.
Centralized Bid Management: Organizes all bid activities in one hub to prevent duplications and streamline the bidding process.
Automated Bid Tracking: Provides real-time updates on bid status, ensuring no opportunities are missed.
Vendor Management: Manages vendor and subcontractor bids efficiently, tracking responses within the platform.
Advanced Integrations: Seamlessly integrates with Procore, Autodesk Construction Cloud, Gmail, and Outlook for smooth workflow.
Free trial available
Contact Basis Board for a customized quote
Pipedrive: Best for sales pipeline management
Overall Score
4.04/5
User scores
4.43/5
Pricing
2.71/5
General features and interface
4.32/5
Core features
4.11/5
Advanced features
3.39/5
Integration and compatibility
4.79/5
UX
4.5/5
Pros
- Workflow automation
- Affordable paid plans
- Unlimited and fully customizable sales pipelines
- Simplified application programming interface (API) access
Cons
- No free plan
- No phone support on low-tier plans
Why we chose Pipedrive
Pipedrive is particularly effective for construction businesses that prioritize streamlining and managing sales pipelines efficiently. With its user-friendly, visually intuitive interface, your team can easily track deals and leads through various stages.
Pipedrive focuses specifically on optimizing your sales process, making it less overwhelming and more accessible for teams that want to hit the ground running without extensive onboarding, unlike HubSpot, which offers a broader, more complex suite of CRM tools.
Pricing is a primary reason to prefer Pipedrive over HubSpot. Starting at just $15 per user per month, Pipedrive is far more affordable compared to HubSpot’s much steeper costs, which can quickly escalate, especially as you add more features and users. For small to medium-sized construction firms, Pipedrive provides all the essential CRM tools needed without the hefty price tag that comes with HubSpot’s advanced features.
Another significant advantage of Pipedrive is its integration capabilities. With seamless connections to over 300 third-party applications, including construction-specific tools, your CRM can work harmoniously with the software you already use. This integration capability is more streamlined and focused compared to HubSpot, which, while offering a wide range of integrations, can sometimes feel overly complex for users who don’t need its extensive marketing and customer service functionalities.
It’s important to note that Pipedrive does have limitations. While its AI-powered Sales Assistant offers helpful recommendations for improving sales performance, it doesn’t match the depth of HubSpot’s AI features, like ChatSpot, which can automate more complex tasks and provide richer insights.
If your business requires highly detailed analytics or extensive customization options, HubSpot’s more advanced reporting tools and customization capabilities might make it a better fit, despite the higher cost.
Sales pipeline management: Provides a visual pipeline tailored for tracking and managing construction bids and contracts.
Activity and goal tracking: Tracks deal and activity progress using the Goals tool, optimizing sales efforts in construction projects.
Customizable workflows: Offers workflows that can be customized to align with the specific processes and stages of construction projects.
Integration with construction tools: Supports integration with QuickBooks, map software, and other essential field service management tools.
Mobile accessibility: Enables on-site workers and managers to access and update project information directly from construction sites.
Comprehensive reporting: Includes reporting tools that offer insights into project performance, client interactions, and financial metrics specific to construction.
Document management: Facilitates easy storage and retrieval of essential construction documents, including blueprints and contracts.
Custom fields and data management: Allows for the addition of custom fields to track data specific to construction projects.
14-day free trial available
Essential: $24/user/month billed monthly or $14/user/month billed annually
Features: Lead and pipeline management, as well as reports. Other important tasks and features include data imports, 400+ integrations, and personalized onboarding.
Advanced: $49/user/month billed monthly or $39/user/month billed annually
Features: Everything in the previous tier, plus email sync with access to templates, email tracking, and group emails. You also get access to automations builder, email and meetings scheduling, and live chat support.
Professional: $69/user/month billed monthly or $49/user/month billed annually
Features: On top of everything from the previous plan, this tier offers a host of features like an AI-powered Sales Assistant and tools. You also have access to revenue forecasts and other important ways to retrieve and process important data points.
Power: $79/user/month billed monthly or $64/user/month billed annually
Features: Even more benefits and access on top of the already-available features in the Professional tier, including Increased control of permissions and visibilities, project planning and tracking, as well as 24/7 live chat support.
Enterprise: $129/user/month billed monthly or $99/user/month billed annually
Features: everything in the previous tiers, including added security preferences and unlimited reports and customizations. Reports and automations also get a huge boost per seat.
Insightly: Best for contact relationship linking
Overall Score
3.88/5
User scores
3.75/5
Pricing
4.17/5
General features and interface
3.63/5
Core features
4.29/5
Advanced features
2.92/5
Integration and compatibility
4.17/5
UX
3.75/5
Pros
- Integrated project management
- Integration with QuickBooks, Dropbox and more
- Easy to navigate and adopt
- Highly-praised mobile app
Cons
- Lack of industry-specific templates
- Struggles to handle large datasets
Why we chose Insightly
Insightly is a top choice for construction firms that need a CRM focused on managing and linking contact relationships, especially when working with multiple stakeholders on various projects. Unlike more generalized CRMs, Insightly connects the dots between your contacts, projects, and tasks, making it easier to maintain clear communication and follow-up processes throughout the project lifecycle.
Its integrated project management capabilities allow you to manage sales, projects, and tasks within the same platform. This is particularly valuable for construction firms that need to keep track of project milestones while maintaining strong client relationships. While Salesforce offers more advanced project management tools, Insightly’s integration of CRM and project management functions in a more straightforward interface makes it easier to navigate, especially for smaller teams or those new to CRM systems.
Insightly’s strong integration capabilities, particularly with widely-used tools like QuickBooks and Dropbox, are essential for managing the financial and document-sharing aspects of construction projects. This level of integration is comparable to what Salesforce offers but is available at a much more accessible price point, with plans starting at $29 per user per month. For construction firms that rely heavily on these tools, Insightly provides a seamless experience that helps keep all aspects of the project linked and organized.
The downsides: Its lack of industry-specific templates means that you might need to spend extra time customizing the CRM to fit your construction business’s unique needs, which can be a drawback compared to more specialized platforms like BasisBoard.
Additionally, Insightly can struggle with handling large datasets, which could be an issue for larger construction firms that need to manage extensive contact lists and project data. This limitation makes Insightly more suitable for small to medium-sized businesses that require a simple yet effective CRM without the complexity and overhead of more advanced systems.
Business card to lead conversion: Allows users to capture business cards via mobile, instantly converting them into new leads within the CRM.
Automated email scheduling: Automates customer and lead emails, saving time and reducing manual tasks through workflow automation.
Integrated project management:Combines CRM and project management, enabling users to manage sales, projects, milestones, and tasks in one system.
Advanced reporting and analytics: Provides real-time performance tracking and customizable reports, offering insights into sales trends and customer behavior.
Mobile app accessibility: Mobile app supports real-time updates on customer data, project details, and tasks, enhancing on-the-go collaboration and communication.
14-day free trial available
Plus: $35/user/month billed monthly or $29/user/month billed annually
Features: Lead and contact management, project management, advanced reports, and pre-built business dashboards.
Professional: $59/user/month billed monthly or $49/user/month billed annually
Features: Includes all Plus Plan features, plus lead assignment and routing, workflow automation, and custom page layouts.
Enterprise: $129/user/month billed monthly or $99/user/month billed annually
Features: Includes all Professional Plan features, plus sandboxes, products, pricebooks, quotes, and comprehensive audit logging.
Houzz Pro: Best for payment scheduling and invoicing
Overall Score
3.73/5
User scores
4.2/5
Pricing
3.3/5
General features and interface
3.63/5
Core features
4.11/5
Advanced features
3.54/5
Integration and compatibility
3.33/5
UX
4/5
Pros
- Ease of use
- Strong customer support
- Client portal
- Lead generation and advertising
- 3D visualization tools
Cons
- Basic UI compared to competitors
- Limited website customization
- Lead quality issues reported
Why we chose Houzz Pro
With its comprehensive suite of tools designed to streamline these crucial financial processes, Houzz Pro offers a specialized solution that sets it apart from competitors like Insightly, which provides more general financial management tools.
One of the most notable features of Houzz Pro is its client portal, which enhances transparency and communication between your team and your clients. By allowing clients to view project progress, approve or reject selections, and manage their payments directly through the portal, Houzz Pro can significantly improve client satisfaction. This is an area where Houzz Pro really shines, offering a client-focused feature that even powerful platforms like Salesforce lack.
The platform’s intuitive payment scheduling tool allows you to automate invoices and payment reminders, ensuring a consistent and predictable cash flow. This is particularly beneficial for construction firms juggling multiple projects and clients, as it helps keep track of payments and maintains financial stability.
Houzz Pro’s 3D visualization tools are also worth mentioning, as they can enhance client engagement and satisfaction. By creating detailed floor plans and visual representations of projects before construction begins, you can help clients visualize the end result and make informed decisions during the planning phase. While not directly related to payment scheduling, this feature can lead to smoother project execution and timely payments.
But while easy to navigate, it may feel more basic compared to the advanced customization options offered by Salesforce or HubSpot. Additionally, some users have reported issues with lead quality when using Houzz Pro’s lead generation tools, which could be a concern if you’re relying on the platform for both client acquisition and project management.
Houzz Pro is also on the higher side pricing-wise starting at $65 per month, and the Ultimate plan escalates to $499 per month, which may not be feasible for all companies.
Scheduling tool: Houzz Pro’s takeoffs tool offers gantt, calendar, and list views for project mapping, task assignment, and dependency creation, tailored specifically for the construction industry.
Comprehensive project management: The platform includes progress tracking and lead management features that enhance overall project oversight and client communication through client dashboards.
Personalized communication: Features like quick replies, email nudges, and reminders streamline client interactions and improve response times.
Virtual consultations: Integrates with calendars for easy scheduling of video meetings and phone calls, facilitating remote client interactions.
3D visualization tools: Houzz Pro offers 3D floor planning tools that enhance project visualization, allowing clients to see detailed representations before construction begins.
Client portal: Provides a portal where clients can check project progress, approve or disapprove selections, and communicate directly with the team, improving client engagement.
30-day free trial available
Essential: $149/user/month ($60 for every additional user)
Features: Provides essential tools for managing projects, clients, and business operations in one place.
Pro: $249/user/month ($60/for every additional user)
Features: Includes all Essential Plan features, plus additional marketing tools to enhance business growth.
Custom: Contact Sales for a quote
Features: Encompasses all Pro Plan features, offering a comprehensive suite of tools for project management, client collaboration, business analytics, and targeted advertising. Plus, you get a lot of extra benefits, such as unlimited users, dedicated customer support, etc.
What is construction CRM software?
Construction CRM software is a specialized tool designed to meet the unique needs of the construction industry, going beyond the capabilities of traditional CRM software. While a standard CRM focuses on managing customer relationships, leads, and sales pipelines across various industries, construction software integrates these functionalities with construction-specific tools such as project management, resource allocation, and scheduling. This allows construction companies to not only track client interactions but also manage the complexities of large-scale projects, from bidding to completion, all within a single, centralized platform.
Unlike traditional CRMs, which require significant customization to fit the unique workflows of the construction industry, construction software is tailored to handle the intricate details of construction projects right out of the box. It offers features like document management for blueprints and contracts, real-time project tracking, and mobile accessibility for on-site updates. These specialized tools enable construction businesses to optimize their operations, ensure projects are completed on time and within budget, and maintain the highest possible standards of quality.
By consolidating customer and project data into one platform, construction software streamlines both client management and project execution, providing a more comprehensive solution for the construction sector. Whether you’re a small residential contractor or a large commercial construction firm, investing in the right construction software can help you improve efficiency, strengthen client relationships, and achieve greater success in all of your projects.
Also read: Construction Management Software: 5 Features to Consider
Choosing the best construction & contractor CRM software solution
The best CRM for contractors or construction will depend on the size of your business, its budget, and whether a given software system addresses the issues your business is currently facing.
HubSpot is a great all-around CRM platform that over-delivers on its free plan. While you can opt for HubSpot’s paid plans with added tools and features, most contracting businesses will have a great starting point with its free CRM plan.
While costly, Salesforce is a CRM aimed at established businesses with larger budgets and is fully customizable, with powerful add-on tools available. Similarly, Pipedrive supports robust third-party add-ons, as does Insightly, which comes complete with full-tool integration.
Houzz Pro is a great option for online advertising, profile customization, and industry-specific tools. It’s also excellent for team collaboration. BasisBoard is another great option for automation and eliminating overhead. For door-to-door in-field sales, you’d be hard-pressed to find a better CRM than SalesRabbit.
Frequently Asked Questions (FAQ)
The post Best Construction CRM Software appeared first on TechnologyAdvice.
]]>Key takeaways Top methods for paying employees There are four primary payment options when it’s time to run payroll: Direct deposit payroll Direct deposit is the most common wage payment method in the US, especially for salaried employees. More than 95% of employees earn their pay this way, according to the 2023 Getting Paid in […]
The post How to Pay Employees? Complete Guide for 2024 appeared first on TechnologyAdvice.
]]>Key takeaways
- There are several options for paying employees: cash, checks, direct deposit, and payroll cards.
- Each method has its own benefits and drawbacks.
- The best payment method depends on your business’s compliance requirements, your employees’ preferences, and the tools you use to run payroll.
- Jan. 16, 2025: Robie Ann Ferrer updated the article with current data and statistics, added links to relevant sources, and made revisions to the copy for conciseness. She also placed jump links to specific sections for easy browsing. Kara Sherrer wrote the original version of this article, which was published on August 26, 2023.
Featured partners
Good For
Micro, Small, Medium Sized Companies
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Core Features
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Integrations
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Top methods for paying employees
There are four primary payment options when it’s time to run payroll:
Direct deposit payroll
Direct deposit is the most common wage payment method in the US, especially for salaried employees. More than 95% of employees earn their pay this way, according to the 2023 Getting Paid in America survey by National Payroll Week.
How does direct deposit work?
With this payment method, a direct deposit provider automatically transfers money from your business bank account to each employee’s bank account at the end of each pay period. You might be able to set up direct deposit through your bank, but most payroll software providers support direct deposit as well.
When choosing a direct deposit provider, be sure to identify any fees associated with running payroll this way. Some charge a fee for each transaction, whereas others only charge an expedited fee when you need same-day or next-day turnaround. If you’re considering a full-service payroll provider, these fees will likely be baked into the total cost for using the software.
Also, be prepared with at least one alternative payroll method as a backup. Most employees will prefer direct deposit, but you may run into a situation where an employee doesn’t have a bank account or their bank rejects the deposit for some reason.
Pros
- Convenience: Everything is handled electronically, so HR and accounting staff can spend their time doing more important things than running payroll manually, and employees get access to their money quickly and easily.
- Flexibility: Direct deposit also offers a lot of flexibility while maintaining compliance with important payroll laws.
Cons
- Eligibility restrictions: Direct deposit won’t work for employees who don’t have bank accounts.
- Cost: There are per-transaction fees to use direct deposit as well as initial setup costs, depending on the provider.
Direct deposit payroll in action
One of my favorite payroll platforms, ADP’s Workforce Now allows you to have up to four direct deposit accounts and makes it easy to pay your workers — whether they are exempt, nonexempt, or international employees — via direct deposit. All transactions are recorded automatically, and any discrepancies can be addressed quickly and efficiently.
Cash payroll
Cash payroll is less common today and is often associated with paying workers without a paper trail. However, it is legal to pay workers in cash if you follow employment laws.
How does cash payroll work?
Though cash is perhaps the most straightforward option since it doesn’t require any waiting period or bank involvement, it takes the most manual effort of all the payment methods. Some accounting platforms and other resources offer free calculators that can simplify the math involved in calculating how much to pay each employee.
1. Calculate gross pay
The first step is to calculate gross pay, or how much you owe each employee before deductions. This requires an accurate record of each employee’s working time, with careful attention to any hours that may be considered overtime.
There are many other factors that may affect how much you owe one employee versus another, though overtime is the only one mandated by law. Depending on your employment contract, you may also need to account for unpaid time off, holiday pay, hazard pay, salaried versus hourly wages, and different pay rates among other factors.
Other factors to consider may include paid and unpaid time off, holiday pay, hazard pay, salaried versus hourly wages, and any other differences in pay rates from one employee to another.
If you choose this payment method, you must be very familiar with payroll laws and how they apply to each of your employees. Even small errors with tax calculations or time tracking can have significant financial and legal implications.
2. Calculate net pay
Once the gross pay amount has been calculated for each employee, you must calculate the necessary taxes and other deductions. Tax withholdings include federal income tax, Medicare tax, Social Security tax, and state and local income taxes, if applicable. The exact tax rate depends on each employee’s W-4 filing as well as your business’s location.
Other deductions include insurance premiums, retirement contributions, wage garnishments, and union dues. Some of these deductions must be taken before taxes, but others should be included in the employees’ taxable income.
Any reimbursements owed for work-related expenses are considered nontaxable income and should therefore be added to the post-tax payment amount.
3. Distribute and document payment
Once you’ve calculated how much to pay each employee and organized the cash amounts, it’s essential to have each employee acknowledge when they’ve received their pay. This may look like a ledger that includes the payment amount, date, pay period, and a spot for each employee’s signature. Documentation like this may be important if an employee ever claims they weren’t paid for their work or disputes the amount.
If you are ever audited, you will need to provide all employee pay records with clearly documented payments toward taxes and other deductions. Depending on your state, you may be required to provide your employees with paystubs, so they can see their net pay, gross pay, and deductions. Check payments, direct deposits, and payroll cards offer a more streamlined way to keep track of these records and produce copies if needed.
Pros
- Straightforward: Many businesses may choose to pay employees in cash because it’s more direct, especially for those that only accept cash payments from customers.
- Low-tech: Cash-only businesses don’t have to worry about learning new software or working with a bank to cut checks or process direct deposits.
- No bank fees: Cash payroll avoids any fees associated with processing payments through a bank.
- Universal: Cash is the only payment method that any employee can accept, so you can run payroll without worrying about whether it will work for everyone.
Cons
- Risk of miscalculations: Though payroll calculators can help with the math involved, the manual nature of cash payroll means there’s a larger margin of error.
- Record-keeping: Cash payments can make maintaining accurate records a bigger headache compared to other payroll methods.
Payroll checks
Before digital banking gave rise to direct deposits, printed checks were the most common payroll method. It’s a reliable payroll method that balances flexibility and efficiency.
How do payroll checks work?
Payroll checks work similarly to cash payments, except each check gets routed through your business bank account. This means checks are generally easier to prepare than cash payments, too. Rather than counting out the exact amount of dollars and cents you owe to each employee, you can write or print checks that they can then cash or deposit.
Handwriting checks takes time, but it can be a good option for a small business with few employees. Printing checks is a faster option, but it requires special equipment and supplies that can get expensive. You can use check stock that is pre-printed with your banking information or you can use blank check stock and a MICR printer that uses magnetic ink.
Some payroll software providers like QuickBooks support paper checks, which means you can get the convenience of automatic payroll calculations while still maintaining control over how you distribute payments to employees. Alternatively, some payroll software integrates with check printing services like Printech.
Pros
- Familiarity: Many businesses still pay employees via paper checks do so because it gets the job done, and moving to a digital payroll method isn’t worth the hassle of learning a new process.
- Flexibility: Some businesses prefer to pay their employees with paper checks because it works for most employees — many banks now support same-day electronic check deposits, and those who don’t have a bank account can use a check cashing service for a small fee.
- Privacy: Payroll checks are a compelling choice for employers that want to maintain a privacy boundary with their employees. Whereas direct deposit requires employees to provide their bank account and routing numbers, paying with paper checks allows employees to remain in control of their personal information.
Cons
- Manual processing: Not only does it take longer to print and distribute checks than it does to process a direct deposit, but check deposits also take longer to clear. This means employees could be waiting several days to get access to their available funds, especially if payday falls on a bank holiday or weekend.
- Security risks: If an employee’s paycheck is stolen or lost, you will have to void the check, pay an additional fee to issue a new one, and update your payroll records to reflect the correct paycheck number.
Payroll cards
Also known as paycards, payroll cards are prepaid cards that are directly managed by a payroll software provider. Some providers also use payroll cards to offer on-demand payments, which allows employees to access earned wages at any time.
How do payroll cards work?
Payroll cards function similarly to debit cards, except instead of a bank, the account is managed by a payroll software provider or a payment processor such as Visa or Mastercard.
The employee can use their paycard to make purchases, pay bills, and withdraw money from an ATM, just like they would use a debit card. Because it’s not a true bank account, though, an employee can access their funds immediately without waiting for the deposit to clear.
Pros
- Convenience: Payroll cards are a convenient solution for employees that don’t have a bank account. They offer all of the flexibility and speed of paying employees in cash, but with the convenience and accuracy of digital payroll processing.
- Employee financial wellness: Some payroll card providers offer unique tools that support financial wellness and help employees with budgeting, saving, investing, and other goals.
Cons
- More compliance hoops: As payroll cards have become more popular, they’ve also become more heavily regulated. In some cases, this makes payroll cards more of a headache than they’re worth.
- Harder to replace: Since payroll card service providers don’t have local branches like banks do, payroll cardholders may be temporarily cut off their funds if their card is lost or stolen.
- Fees: With paycards, you might have to pay setup fees and recurring maintenance fees, and your workers might have to pay transfer or transaction fees to move their money into different accounts.
Pay cards in action
Gusto, one of our top payroll providers, offers a separate mobile app to help employees manage their payroll cards and earnings. The Gusto Wallet app includes embedded features for time tracking that make it easy to verify an employee is being paid accurately for the time they worked.
Understanding payroll compliance and payment laws
Before choosing a payroll method, review your state laws and relevant federal laws for regulations that dictate how employees should be paid. For example, if you plan to make electronic payments mandatory, some states like Michigan have specific conditions or requirements, such as a written consent from the employee to receive salaries only through direct deposits (or paycards).
It’s also a good idea to offer two payment options—even if the state only mandates one. This provides more flexibility and helps avoid potential discrimination issues in case some employees prefer to remain “unbanked” due to cultural, moral, or personal reasons.
Fortunately, most payroll systems have built-in compliance with state and federal laws, so the right software can give you peace of mind when it comes to paying employees. Whether you need to track hours worked and holiday pay for an hourly employee, log paid time off and employee benefits for a salaried employee, or pay international employees in their local currency, there’s a payroll app that can help.
Check out our Payroll Software Guide to find the right solution for your business, or explore our other payroll resources:
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]]>Are you looking for an AI CRM? See the top artificial intelligence CRM platforms including a comparison of the top AI software features and pricing.
The post The Best AI CRM for 2025 appeared first on TechnologyAdvice.
]]>Businesses constantly seek innovative ways to understand, engage, and retain customers. AI-powered customer Relationship Management (CRM) software facilitates this by blending artificial intelligence and customer relationship management. This breakthrough addition to sales software promises to transform how companies interact with their clientele.
At its core, an AI-powered CRM system integrates artificial intelligence capabilities with traditional CRM functionalities. It’s not just about storing customer data anymore; it’s about analyzing, predicting, and automating real-time interactions.
As AI is becoming an integral factor in the software we use daily, we decided to curate a list of our top picks for AI CRM solutions:
- HubSpot CRM: Best free AI CRM
- Freshsales: Best for AI-powered chatbot tools
- Pipedrive: Best for AI sales suggestions
- Zoho CRM: Best for broad AI capabilities
- Zendesk Sell: Best for AI lead management
Software Spotlight: HubSpot
HubSpot’s AI capabilities are transforming CRM from a reactive tool into a proactive, strategic asset for businesses.
- Embedded directly on your website, chatbots understand user behaviors and predict needs, offering instant, personalized solutions without human intervention.
- The AI website builder can create an aesthetically pleasing, SEO-optimized site with just a few prompts.
- By analyzing your business’s tone, audience demographics, and content preferences, HubSpot’s content assistant helps in crafting blog posts, emails, landing pages, and ad copies that resonate with your target audience.
- HubSpot’s AI features include enhanced reporting tools, providing detailed sales forecasts and analytics.
Our choices for the top AI CRM software
HubSpot CRM: Best free AI CRM
Pros
Cons
Our Rating: 4.6/5
Lead scoring: HubSpot’s AI assigns scores to leads based on their conversion likelihood, aiding sales prioritization.
Email sentiment analysis: The tool gauges email sentiments to categorize them as positive, negative, or neutral.
Chatbots: Customizable chatbots in HubSpot handle inquiries, schedule meetings, and qualify leads.
Content recommendations: The AI recommends content based on a visitor’s website behavior, enhancing engagement.
Sales forecasting: HubSpot predicts future sales trends using past data, assisting in strategy planning.
Marketing Hub Free: $0/month
Features: Forms, contact activity, contact management, contact & company insights, and ad management.
Marketing Hub Starter: $25/month billed monthly or $20/month billed annually (for 1,000 marketing contacts)
Features: All Free features, plus email marketing, lists, mobile optimization, and removal of HubSpot branding.
Starter Customer Platform: $20/month per seat billed monthly or $15/month per seat billed annually
Features: Includes the Starter editions of HubSpot’s core products for marketing, sales, customer service, content management, operations, and commerce. Key features encompass email marketing, forms, landing pages, ad management, live chat, contact management, and more.
Marketing Hub Professional: $1,100/month billed monthly or $890/month billed annually (for 2,000 marketing contacts and 3 seats)
Features: All Starter features, plus marketing automation, SEO tools, blog and content creation tools, social media tools, custom reporting, A/B testing, and phone support.
Marketing Hub Enterprise: $4,200/month billed monthly or $3,600/month billed annually (for 10,000 marketing contacts and 5 seats)
Features: All Professional features, plus multi-touch revenue attribution, custom event reporting, custom event triggers, adaptive testing (AI-powered A/B testing), advanced reporting, predictive lead scoring, and custom objects.
HubSpot offers a user-friendly interface that seamlessly integrates AI-driven features, enhancing the efficiency and accuracy of sales and marketing processes. The AI-assisted lead scoring system is particularly noteworthy, as it automatically prioritizes leads based on their likelihood to convert, ensuring that sales teams focus their efforts where they matter most.
Additionally, the platform’s email sentiment analysis provides invaluable insights into customer sentiments, allowing for tailored communication strategies. Predictive lead scoring, customizable chatbots, content recommendations, and sales forecasting further cements HubSpot’s position as a leader in the CRM space.
These advanced features, combined with its availability at no cost, make HubSpot CRM an unbeatable choice for businesses seeking an AI-enhanced CRM solution without the hefty price tag.
Pricing: 5/5
General features and interface: 4.6/5
Core features: 5/5
Advanced features: 4/5
AI and automation: 3.8/5
Integration and compatibility: 5/5
UX: 4.8/5
HubSpot is a developer and marketer of software products for inbound marketing, sales, and customer service. Founded in 2006, the company’s software has been adopted by businesses worldwide to “attract, engage, and delight customers,” according to HubSpot.
HubSpot’s journey began with a focus on inbound marketing, a strategy that aims to attract customers through content and interactions that are relevant and helpful. Over the years, the company expanded its product suite to include CRM, sales, and service hubs. The introduction of AI into its platform was a natural progression, given the increasing importance of data-driven decision-making in modern business.
Freshsales: Best for AI-powered chatbot tools
Pros
Cons
Our Rating: 4.3/5
Visitor tracking: Monitors website user journeys, providing insights into how potential customers interact with your online presence.
Real-time customer service: Engages with customers in real-time, answering queries and providing instant support.
Automated email campaigns: Automated marketing campaigns, ensure timely and relevant communication with leads and customers.
360-degree customer profiles: Provides comprehensive profiles of customers, including insights into previous interactions.
Lead qualification and intelligent insights: Qualifies leads based on various parameters, ensuring that the sales team focuses on high-potential prospects. It also provides intelligent insights to guide sales strategies.
Automated triggers: Automatically triggers actions such as sending welcome emails, making calls, or sending notifications based on specific customer behaviors or milestones.
Free plan available for up to 3 users
Growth Plan: $11/user/month billed monthly or $9/user/month billed annually
Features: Contact, deal & account management, tasks, appointments, notes, activity dashboard, rename modules, basic custom fields, product catalog, workflows (20), visual sales pipelines, multiple sales pipelines (10), sales goals, data storage (2 GB per user), two-way email sync, sales sequences (5 per user), custom reports, website tracking, built-in phone.
Pro Plan: $47/user/month billed monthly or $39/user/month billed annually
Features: All features from the GROWTH plan plus advanced custom fields, workflows (50), sales sequences (10 per user), predictive contact scoring, and live chat.
Enterprise Plan: $71/user/month billed monthly or $59/user/month billed annually
Features: All features from the PRO plan plus workflows (100), sales teams (max 100), data storage (100 GB per user), sales sequences (25 per user), AI-powered deal insights, WhatsApp Business, AI-powered forecasting insights, transactional emails, custom modules, dedicated account manager.
The primary reason for this selection is Freshsales’ integration of Freddy AI, a state-of-the-art artificial intelligence system to enhance customer interactions. Freddy AI automates routine tasks and offers predictive insights, making the sales process more efficient and data-driven. Furthermore, Freshsales’ AI chatbot capabilities excel in real-time customer engagement, providing instant support and nurturing leads outside regular business hours. The platform’s seamless integration capabilities mean the chatbot can access customer data in real time, offering personalized responses based on past interactions and preferences. Additionally, the intuitive interface and robust analytics tools of Freshsales make it easier for businesses to track chatbot performance and optimize strategies.
Pricing: 4.8/5
General features and interface: 4.6/5
Core features: 5/5
Advanced features: 3.1/5
AI and automation: 3.8/5
Integration and compatibility: 4.2/5
UX: 4.5/5
Freshsales, developed by Freshworks, is a CRM solution that offers tools that streamline the sales process, from lead management to email and event tracking.
Its chatbots are designed to engage customers in real time, providing immediate responses to queries, offering support, and nurturing leads around the clock. This ensures that businesses remain responsive to potential opportunities at all times. Freshsales boasts the inclusion of Freddy AI, a sophisticated artificial intelligence system. Freddy AI not only automates routine tasks but also delivers predictive insights, enhancing the efficiency and data-driven approach of the sales process. Its ability to access real-time customer data allows for personalized interactions, making each engagement more meaningful and tailored to individual customer needs.
Pipedrive: Best for AI sales suggestions
Pros
Cons
Our Rating: 4.3/5
AI-powered sales assistant bot: Provides next-step suggestions by analyzing sales data to enhance salespeople’s productivity.
Performance-based tips: Uses algorithms to offer insights and tips for improving the sales workflow.
Notifications and insights: Centralizes all notifications, enhancing transparency and team collaboration.
Progress updates: Offers AI-powered insights on performance trends through graphical representations.
Activity-based suggestions: Reacts to user activity with quick tips and data for workflow optimization.
Automated sales expertise: Sends intelligent notifications, insights, and advice to streamline the sales process.
Essential: $24/user/month billed monthly or $14/user/month billed annually
Features: Lead and pipeline management, as well as reports. Other important tasks and features include data imports, 400+ integrations, and personalized onboarding.
Advanced: $49/user/month billed monthly or $39/user/month billed annually
Features: Everything in the previous tier, plus email sync with access to templates, email tracking, and group emails. You also get access to automations builder, email and meetings scheduling, and live chat support.
Professional: $69/user/month billed monthly or $49/user/month billed annually
Features: On top of everything from the previous plan, this tier offers a host of features like an AI-powered Sales Assistant and tools. You also have access to revenue forecasts and other important ways to retrieve and process important data points.
Power: $79/user/month billed monthly or $64/user/month billed annually
Features: Even more benefits and access on top of the already-available features in the Professional tier, including Increased control of permissions and visibilities, project planning and tracking, as well as 24/7 live chat support.
Enterprise: $129/user/month billed monthly or $99/user/month billed annually
Features: everything in the previous tiers, including added security preferences and unlimited reports and customizations. Reports and automations also get a huge boost per seat.
Pipedrive’s AI-Powered Sales Assistant Bot can analyze vast amounts of sales data and provide actionable next-step suggestions. This feature not only enhances the productivity of sales teams but also ensures that no potential lead or opportunity is overlooked.
Pipedrive’s performance-based tips, driven by sophisticated algorithms, offer invaluable insights that guide sales strategies and decision-making. The centralized notification system further ensures that sales reps are always informed and aligned, fostering efficient collaboration. The platform’s progress updates, presented through intuitive graphical representations, provide a clear view of performance trends, enabling teams to adjust strategies in real time.
Pricing: 3.6/5
General features and interface: 4.6/5
Core features: 5/5
Advanced features: 3.1/5
AI and automation: 4.3/5
Integration and compatibility: 4.6/5
UX: 5/5
Pipedrive is a leading CRM platform emphasizing ease of use, visual sales pipelines, and effective lead management. What truly sets Pipedrive apart, however, is its integration of advanced AI features and tools. The AI-Powered Sales Assistant Bot analyzes sales data in real time to provide actionable next-step suggestions, ensuring that sales reps are always focused on the most promising leads and opportunities.
The platform also boasts centralized notifications and insights, keeping sales reps informed and aligned, and its progress updates give a clear snapshot of performance trends.
Zoho CRM: Best for broad AI capabilities
Pros
Cons
Our Rating: 4.2/5
Generative AI: Zia, powered by ChatGPT, can autonomously generate business emails and social media posts.
Ticket answering: Zia can automatically respond to customer support tickets.
Meeting summaries: Zia is capable of creating concise meeting minutes from discussions.
OpenAI integration: Zia integrates with OpenAI to enhance its content generation capabilities.
Native AI capabilities: Zia offers built-in AI tools that seamlessly integrate with the Zoho ecosystem.
Privacy emphasis: Zoho ensures AI operations prioritize user data privacy and security.
Free Plan: Available for up to 3 users.
Features: Includes essentials like leads, documents, and mobile apps.
Standard Plan: $20/user/month billed monthly or $14/user/month billed annually
Features: Mass email, custom fields, workflows, sales forecasting, lookup fields, Canvas, Office 365 integration, Google Calendar sync, access to Zoho Marketplace with 900+ third-party CRM extensions.
Professional Plan: $35/user/month billed monthly or $23/user/month billed annually
Features: Includes all Standard features. Adds Blueprint, CPQ (Configure, Price, Quote), SalesSignals, inventory management, webhooks, assignment rules, validation rules, Kiosk Studio, and Google Ads integration.
Enterprise Plan: $50/user/month billed monthly or $40/user/month billed annually
Features: all Professional features included. This tier adds Zia (AI assistant), territory management, custom modules, custom functions, journey orchestration, multi-user portals, page layouts, client scripts, and sandbox.
Ultimate Plan: $52/user/month billed annually
Features: Includes all Enterprise features. Adds enhanced feature limits, extended AI capabilities, advanced customization, data preparation, augmented analytics, data storytelling, unified business insights, and advanced administration.
Zoho CRM’s AI assistant has multifaceted features, ranging from autonomously generating business emails to responding to customer support tickets. The integration with OpenAI further amplifies Zia’s content generation capabilities, making it a powerful tool for diverse business needs. Additionally, Zia’s ability to create concise meeting summaries ensures that key discussions are never missed, streamlining team communication. The platform’s native AI tools, designed to integrate with the Zoho ecosystem seamlessly, offer a holistic approach to managing and analyzing data.
Pricing: 3.9/5
General features and interface: 4.6/5
Core features: 4.5/5
Advanced features: 3.1/5
AI and automation: 4/5
Integration and compatibility: 4.4/5
UX: 4.3/5
Zoho’s Zia AI is an intelligent assistant designed to enhance the capabilities of the Zoho ecosystem. As an integral part of Zoho CRM, Zia offers predictive sales analytics, lead scoring, and even sentiment analysis to gauge customer feelings based on their interactions. Beyond CRM, Zia’s capabilities extend to automating routine tasks, offering smart solutions based on data-driven insights, and even assisting in content generation. The AI is designed to learn from user interactions over time, continuously improving its suggestions and automating more tasks. Zia can also answer queries, provide real-time notifications, and generate reports, making it a versatile tool that aids in various business processes.
Zendesk Sell: Best for AI lead management
Pros
Cons
Our Rating: 4/5
Lead scoring: Utilizes AI to prioritize leads based on their conversion likelihood, ensuring sales teams focus on the most promising prospects.
Sales forecasting: AI-driven predictions provide insights into future sales trends, helping teams prepare and strategize.
Email sentiment analysis: Analyzes email content to gauge the sentiment of the communication, allowing sales reps to tailor their approach.
Automated data entry: Reduces manual data input by automatically populating lead and deal information from various sources.
Smart notifications: AI-driven reminders and alerts ensure timely follow-ups and actions on important tasks or deals.
Recommendation engine: Offers suggestions on the next best actions to take with leads or deals based on historical data and predictive analytics.
Sell Team Plan: $25/user/month billed monthly or $19/user/month billed annually.
Features: Customizable sales pipelines, email integration, call tracking, and basic reporting.
Sell Growth Plan: $69/user/month billed monthly or 55/user/month billed annually.
Features: Includes all Sell Team features, plus unlimited pipelines, advanced reporting, sales forecasting, and task automation.
Sell Professional Plan: $149/user/month billed monthly or $115/user/month billed annually.
Features: Includes all Sell Growth features, plus custom roles and permissions, product and price books, and advanced call analytics.
Sell Enterprise Plan: $219/user/month billed monthly or $169/user/month billed annually.
Features: Includes all Sell Professional features, plus custom objects, advanced customization options, and a dedicated success manager.
Zendesk Sell’s AI-driven lead scoring system ensures that sales teams prioritize leads with the highest potential, optimizing both time and resources. Automated lead nurturing, encompassing email and SMS, ensures consistent and personalized engagement, enhancing conversion rates. Furthermore, its predictive sales forecasting offers invaluable insights into future sales trends, enabling proactive strategy adjustments. The platform’s intuitive design, complemented by features like email sentiment analysis and smart notifications, empowers sales teams to deliver tailored interactions, fostering stronger customer relationships.
Pricing: 3.6/5
General features and interface: 4.5/5
Core features: 4.1/5
Advanced features: 3.1/5
AI and automation: 4/5
Integration and compatibility: 4/5
UX: 4.7/5
Zendesk Sell is a dynamic CRM offering a blend of traditional CRM functionalities and advanced AI capabilities. At its core, Zendesk Sell streamlines the sales process, ensuring leads, contacts, and deals are efficiently managed. What sets it apart, however, is its AI integration.
The platform boasts an AI-driven lead scoring system that intelligently prioritizes leads, ensuring sales efforts are directed towards the most promising prospects. Automated lead nurturing, facilitated through AI, ensures personalized and timely engagement with potential customers. Predictive sales forecasting, another AI feature, provides invaluable insights into potential sales trends, enabling teams to strategize proactively. Features like email sentiment analysis offer a deeper understanding of customer interactions, allowing for more tailored communication.
What is AI CRM?
Artificial Intelligence Customer Relationship Management (AI CRM) integrates machine learning and other AI technologies into CRM software to automate, enhance, and optimize customer relationship management processes. It enables businesses to analyze vast amounts of customer data in real time, offering predictive insights, automating routine tasks, and personalizing customer interactions.
AI CRM can intelligently prioritize leads, forecast sales trends, and provide chatbot support, among other functionalities. By harnessing AI, CRM systems become more proactive, helping businesses anticipate customer needs, streamline operations, and ultimately drive sales and customer satisfaction. The integration of AI into CRM represents the next evolution in customer relationship management, making it more efficient and data-driven.
How does AI work in CRM?
AI in CRM works by leveraging machine learning, natural language processing, and predictive analytics to enhance customer relationship management. It sifts through vast amounts of data to identify patterns, trends, and insights that would be challenging for humans to detect. For instance, AI can analyze customer interactions to predict which leads are most likely to convert, helping sales teams prioritize their efforts. It can also automate routine tasks, such as data entry or lead scoring, improving efficiency.
Chatbots, powered by AI, can handle basic customer inquiries 24/7, ensuring immediate response. Predictive analytics can forecast sales trends, helping businesses strategize effectively. Furthermore, natural language processing aids in sentiment analysis, gauging customer feelings from their communications.
Benefits of integrating AI into CRM
Integrating AI into CRM offers a plethora of benefits that enhance business operations and customer relationships:
- Enhanced lead scoring: AI can analyze vast amounts of data to prioritize leads based on their likelihood to convert, ensuring sales efforts are directed efficiently.
- Automated routine tasks: AI can handle repetitive tasks such as data entry, appointment scheduling, and follow-up reminders, freeing up staff for more strategic activities.
- Predictive analytics: AI can forecast sales trends, customer behaviors, and potential churn, enabling businesses to strategize proactively.
- Personalized customer interactions: AI analyzes customer data to tailor marketing campaigns, product recommendations, and communications to individual preferences.
- 24/7 customer support: AI-powered chatbots can handle basic inquiries round the clock, ensuring immediate response and improved customer satisfaction.
- Sentiment analysis: By analyzing customer communications, AI can gauge sentiments, helping businesses address concerns and capitalize on positive feedback.
- Enhanced data analysis: AI can sift through vast datasets, extracting actionable insights that can drive decision-making.
- Improved efficiency: With AI handling data analysis and automation, CRM processes become faster and more streamlined.
- Reduced errors: AI minimizes human errors in data entry, analysis, and prediction, ensuring more accurate outcomes.
- Continuous learning: As AI systems process more data, they continually refine their algorithms, improving performance over time.
Real-world applications
Einstein GPT (Salesforce):
Salesforce’s Einstein GPT is a generative AI technology that enhances the CRM platform’s capabilities. It processes real-time data, performing over 1 trillion predictive analyses every week. Its integration with platforms like OpenAI further amplifies its AI capabilities, enabling businesses to refine their consumer engagement strategies.
Generative AI for Call-Center CRM (IBM Consulting):
Bouygues Telecom, a mobile phone company, collaborated with IBM Consulting to boost its call center operations using generative AI. IBM introduced generative AI models for automatic call summarization and topic extraction. This integration updated the CRM with precise and actionable insights, leading to over $5 million in savings and a 30% reduction in call operations.
Use cases of generative AI in CRM
These real-world applications and use cases underscore the transformative potential of integrating generative AI into CRM systems, offering businesses innovative tools to enhance customer interactions and streamline operations.
- Answering simple requests: Generative AI can autonomously respond to basic CRM queries, such as details about a customer’s last purchase or address updates.
- Shipping process control: It can manage shipping processes by generating optimal shipping routes based on real-time data, predicting potential shipping issues, and auto-generating customer updates about their order’s shipping status.
- Payment automation: Generative AI can craft payment-related communications tailored to each transaction or client. For instance, it can auto-generate polite reminder messages for overdue invoices.
- Recommendation system: By analyzing a customer’s purchase history and preferences, generative AI can suggest products they might be interested in, enhancing personalized marketing efforts.
- Data collection: Generative AI can auto-populate CRM fields with minimal input, streamlining data entry processes for sales and service teams.
Measuring ROI of AI CRM
Integrating Artificial Intelligence (AI) into Customer Relationship Management (CRM) systems has been a game-changer for many businesses. But how can companies effectively measure this integration’s Return on Investment (ROI)?
- Enhanced customer interactions: With most CRM users seeking AI or machine learning capabilities when choosing software, the improved customer interactions resulting from AI integration can be a significant metric. Track customer satisfaction scores, Net Promoter Scores (NPS), and customer retention rates before and after AI implementation.
- Operational efficiency: AI can automate routine tasks, freeing up employees for high-value work. Measure the time saved on tasks like data entry, lead scoring, and customer query responses. For instance, Bouygues Telecom reduced call operations by 30% with AI integration.
- Sales forecasting accuracy: AI-enhanced CRMs, like Salesforce’s Einstein GPT, can perform predictive analyses, improving sales forecasting. Compare the accuracy of sales forecasts before and after AI integration to gauge improvements.
- Increased sales and upselling: AI-driven recommendation systems can suggest products based on a customer’s purchase history. Monitor the uptick in sales and the success rate of upselling campaigns post-AI integration.
- Cost savings: Track cost savings resulting from AI-driven efficiencies. For example, IBM’s generative AI models led to savings of over $5 million for Bouygues Telecom.
- Data-driven decision-making: AI can provide actionable insights from vast datasets. Measure the increase in data-driven decisions and the success rate of strategies based on these insights.
To effectively measure the ROI of AI in CRM, businesses must set clear benchmarks before implementation and continuously monitor performance metrics post-integration. By doing so, they can understand the value AI brings to their CRM processes.
The future of customer relationships
As we stand on the cusp of a new era in customer relationship management, integrating AI into CRM systems heralds a transformative shift. No longer are CRM systems mere repositories of customer data; they are evolving into intelligent platforms capable of proactive decision-making, predictive analytics, and personalized customer interactions.
The fusion of AI with CRM is not just enhancing operational efficiency; it’s reshaping the very fabric of customer relationships. Businesses can anticipate customer needs, tailor interactions with unparalleled precision, and foster deeper, more meaningful connections. As AI advances, we can expect even more nuanced and personalized customer experiences, solidifying its role as an indispensable tool in shaping the future of customer relationships.
In this landscape, businesses that embrace and integrate AI-driven CRM solutions will undoubtedly lead the charge, setting new standards for customer engagement and satisfaction.
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]]>Key takeaways Workflow automation is used in many industries to perform tasks automatically with the help of software, along with machine learning (ML) and artificial intelligence (AI). This basic feature is often added to process-driven software at a higher tier level, though some free and low-priced software plans include limited access. The value of workflow […]
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]]>Key takeaways
- Workflow automations streamline task management, work handoffs, updates, and notifications, ensuring smooth transitions between project phases.
- Automated workflows provide real-time insights into project progress, resource allocation, and potential bottlenecks, enabling project managers to make data-driven decisions and adjust plans proactively.
- Automating repetitive tasks frees you and your teams up to dedicate more time to strategic planning and problem-solving, driving project success while minimizing manual overhead.
Workflow automation is used in many industries to perform tasks automatically with the help of software, along with machine learning (ML) and artificial intelligence (AI). This basic feature is often added to process-driven software at a higher tier level, though some free and low-priced software plans include limited access. The value of workflow automation cannot be overstated, as it helps reduce tedious recurring tasks that take up a lot of a worker’s or manager’s time.
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Meaning of workflow automation
What is workflow automation without an understanding of process? The reason to use workflow automation in business is to trust software to handle repetitive tasks automatically. To be able to set up automated workflows successfully, you must first understand the processes you use in your work. As long as you understand triggers (if this happens) and actions (then this happens), you have a basic understanding of the meaning of workflow automation.
Workflow automation can be as simple as sending you an email alert when a co-worker has completed a task. Alternatively, it can be as complex as a trigger setting off a series of tasks to complete an email campaign without you having to initiate each step of the process.
Importance of an automated workflow
An automated workflow provides considerable value to most workplaces, especially those in technology. Replacing manual labor to create a task that needs to be done each day, week, sprint, or session can free up time for workers to allow them to complete work that cannot be automated. Workflow automation can be used in many industries and departments, and there are many workflow automation examples that show how it can benefit any small business. Below are a few ways in which you can use workflow automation.
Performance tracking
One of the most common ways to use workflow automation is in tracking performance, whether it’s gathering data on key performance indicators (KPIs), running calculations on sales data, setting goals, or collecting feedback. You can set up notifications via email or alerts for regular feedback, updated metrics, and reminders about milestones, all of which give insight to employees, human resources (HR) departments, and managers.
In addition to saving all team members time from manual performance tracking, using workflow automations lends itself to more unbiased results for employee reviews.
High-value tasks
When you employ automated workflows to handle small, tedious, and recurring tasks such as qualifying leads, sending welcome emails, or creating new tasks in a sprint for bug tracking, you’re freeing workers up for high-value tasks. Whether it’s a marketer, software developer, or manager, their time could be better spent on strategic work.
For customer service
Automating basic customer support functions has double benefits: It can reduce the workload on supervisors and support agents while also increasing satisfaction for customers. A chat bot is a good example of robotic process automation (RPA) to answer customer questions. However, when you use RPA with automated workflows, you get an end-to-end automated process.
For example, if the chat bot isn’t able to answer a customer’s question, you can have it route customers to the most appropriate agent, which is an example of a dynamic workflow (more on that below). Customers with sales questions go to the right queue to speak with a live agent, while customers whose questions are tech-related can speak with a tech support representative.
Crucial tasks
Automating simple tasks is easier to adopt because it seems less intimidating and more trustworthy than leaving crucial tasks in the proverbial hands of a computer. However, there can be added value in handing over more important processes to automation. Part of the reason to use automation is for increased accuracy because human error is common.
Although workflow automation seems easy enough to set up, it can be more complex and therefore comes with risks in implementation. You must assess each workflow automation carefully. The crucial steps you should take start with identifying what process you intend to automate, the triggers and actions needed within the workflow, and then you should monitor the automation to determine its success or failure rate.
Visibility
A key reason to use workflow automation is to gain insight into the work your company does. It can provide you visibility into each team’s progress, which helps you make better decisions for a project. For example, if a team is moving quickly through tasks, as shown through the automations triggered and deadlines met, you can reallocate resources to a project that needs more of a lift. Vice versa, if a team is struggling, automations of data can highlight those areas as well, so you can add more members to a project.
The obvious increase in visibility is with KPIs. Stakeholders and managers can set up automated workflows to have graphs and charts to give them a look at daily, weekly, or monthly numbers. This means less time emailing or meeting to get up to speed on how a project is faring.
Scaling a business
Another excellent use of workflow automation is in scaling a business. This can work a few different ways. In some of the best HR software, you can use automated workflows to streamline onboarding processes. Set up workflows with triggers such as welcome emails with links to an onboarding project within your project management software with a list of tasks for a new employee to complete. As each task is finished or milestone reached, an automation could perform the action of notifying an HR representative of the work done.
With processes automated, all employees can focus more on strategy and allow workflows to perform the redundant work. This could free up workers to launch more projects, thereby increasing productivity and potentially cutting costs, which could affect the bottom line positively, allowing for quicker growth.
How does workflow automation work?
Technology-driven workflow automation works with logic-based tasks, triggers, and actions. It starts with creating tasks that you want to run automatically with only input from you at the start. When you create a trigger, such as a task moving from one lane to another in a sprint or a prospect signing up for emails on your website, you can have the automation start working.
Using if-then statements (if this happens, then do this), you can set up a series of actions to perform. Following the two examples, an automated workflow “looks” for the trigger of a task moved or a new user signs up on your site, then it will start the process of sending a notification to the proper person or emailing a discount to the lead or any other action you’d like performed. As an employee or customer interacts with the result of the action, it can act as a new trigger for more actions, and so on.
Advantages of workflow automation
There are many advantages of workflow automation, as referenced above. There are many more ways in which automating workflows can benefit your company, including your employees, customers, and your finances. Here’s a list of all the ways in which workflow automation can give you a competitive edge:
- Increase productivity and efficiency
- Reduce time and errors
- Save money
- Improve accountability and transparency
- Ensure compliance
- Better user experience (UX)
- Improve collaboration
Workflow automation is like putting some of your business processes on auto-pilot, so you can handle the work that requires more strategy or more of a human touch.
Uses of workflow automation
Workflow automation arguably started in manufacturing, though processes were handled by humans in the beginning. Once computers were able to take over execution, it became more viable in other industries. Given the nature of automated workflows being handled by machines, it’s common to see it show up in technological fields.
Information technology
At the core of any IT development is collaboration and communication, and workflow automation can facilitate both well. Software developers often use workflow automation to share code, assign tasks, track progress, format code, and route error-related tasks to the right devs. Automated testing frameworks are also common among software devs who want to test features before deployment. All of these automated workflows can save time and money, and increase accuracy in various ways.
Healthcare industry
Though the healthcare industry is known for slow adoption of technology, workflow automation is proving to be such a help with time-consuming tasks that it’s a huge benefit to administration, nurses, pharmacists, and doctors. With automated workflows, staff can share health-related data, respond to appointment requests, send reminders to patients and staff, handle accounting, and generate reports. Most of these automated workflows free up staff to handle more tasks that are patient-facing, so this can improve quality of care and time management.
Financial
In the finance sector, workflow automation is key to saving time and money for institutions and customers alike. Certain automation software can be configured to detect anomalies in purchases to flag potential fraud, for example. Compliance reporting, credit evaluation, and communication can all be automated. Even though financial companies deal with sensitive information and decisions, automated workflows help expedite long processes and move decisions that require a human element to the proper persons.
Sales
Given that a big portion of the value of a product comes from how it’s sold and marketed, companies put forth a big chunk of budgets toward those departments. Using automated workflows to reduce costs and increase productivity in these areas could be helpful for everyone involved. The less time managers spend on simple tasks, the more time they have for developing marketing strategy and sales processes. Whether the focus is on sales support automations, expense reports, tracking leads, or analyzing markets, automated workflows can help sales and marketing teams streamline operations.
Cybersecurity
One of the biggest financial risks for any company is via cybercrime. According to Statista’s market research, the cost of cybercrime to companies worldwide is expected to hit $17.65 trillion in 2025. Those in cybersecurity use automated workflows to aid them in automatic threat detection, actions to protect data such as automatically quarantining files or drives, and scheduled updates to software.
E-commerce
Through marketing automation platforms, e-commerce businesses have been able to set goals and parameters in marketing, ad management, retention, and acquisition for relatively hands-off operations. Automated workflows and tools can take a prospect to lead to a customer and maintain a relationship with that customer for its lifetime. Customers that abandon carts get an automatic email. When the email isn’t enough to get them to check out with a product, a discount code may entice them back. Even more powerful is when automated workflows connect with inventory management and logistics to ensure marketing efforts aren’t pushing when a product is out of stock.
Types of Workflows
As you adopt automation for your workflows, you’ll find there are two different types of workflows you can automate: dynamic and static. The most common and easiest automated workflow is static, but dynamic workflows can be a game changer for many businesses.
Dynamic
As the name suggests, dynamic workflows are ever changing. You can create a trigger, but this doesn’t lead to one specific action and can instead lead to many different actions depending on the parameters. If you have multiple salespeople who specialize in separate areas, say B2C and B2B solutions, and you get a lead who wants to speak to a representative, a dynamic workflow can route the lead to the right salesperson based on the lead’s responses to questions.
Static
A static workflow is exactly what it sounds like: It performs a single function. For example, if you have a group of tasks in a lane that are currently being worked on and an employee finishes a task and marks it complete, that may trigger the automated workflow to move that task to another lane for the next person to take a look, whether that’s for editing or quality assurance.
How to set up workflow automation
Setting up workflow automations requires you to have software with the proper tools. Typically, workflow automations are included in work management, project management, HR, or accounting software. Each software solution will have its own process for creating and managing workflow automations, but many of them are no- or low-code, so it’s easy to do. Here’s the basic idea on how to set up workflow automation:
- Identify which tasks you want to automate
- Map out your workflow from trigger to action to result
- Choose the trigger for the automation (if this)
- Pick the actions you want (then that)
- Name your automation and turn it on
Be sure to test your automation so you know it’s working as intended. You may want to add to your automation with additional actions or triggers. Again, make sure you test it after changing anything.
Common challenges in implementing workflow automation
Although the consensus is that workflow automation is a big benefit for almost any business, it doesn’t come without challenges. Staff may find it difficult to adopt or they may be resistant to it, fearing job security issues. There’s also an upfront cost you have to consider. Below are some common challenges you may face in implementing workflow automation.
- Too impersonal: There may be resistance from customers that find automated responses from chatbots or AI-powered callers are impersonal. This could lead to frustration when a customer cannot reach a live agent, for example. Stay on top of customer surveys to determine which automations make sense for your business.
- Potentially expensive solution: Automating workflows may save money in the long term, but it can be a pricey choice at the start. Many software companies that offer automation tend to keep these features for high-tier subscription plans.
- Long downtime: If your team or company is new to workflow automation, it may take a while to get everyone up to speed on how to use the technology. Expect some downtime for training on how to create and use automated workflows.
- Lack of skilled workers: Related to the above, there’s a chance that you don’t have anyone on board who understands how to use workflow automation. The good news is that most software with these features include documentation or training, and the tools are user friendly. You can also outsource when needed.
- Staff resistance: There’s often a knee-jerk response to automation of insecurity. Some staff members may fear robots are going to take over their jobs.
What makes a good workflow automation software
As mentioned earlier in this article, many software solutions include workflow automation in their feature sets, and these are typically low- to no-code tools. This makes it much easier for teams to adopt automated workflows quickly and successfully. When considering which software is right for you, keep in mind what’s right for your staff and your business. Speaking broadly, these are the factors that make good workflow automation software:
- User-friendliness
- Training resources
- Regular updates to features
- Good uptime
- Mobile accessibility
- Affordable options
- Integration with current tech stack
- Customization
- Scalability
Recommended Workflow Automation Tools
Depending on how you plan to use workflow automation tools, some may be more suitable than others. For example, Bitbucket is excellent for software devs, but would be too complicated and not helpful for an e-commerce business. Zapier is great for using with many popular apps to connect them all and trigger workflows between them.
A common use of workflow automation is for accounting, and one of the best mobile accounting apps is QuickBooks Online. It offers custom workflows in its Advanced plan, which you can create from a template or use pre-built workflow templates.
Many work management apps (monday.com), project management apps (Asana), and HR apps (BambooHR) include workflow automations that are easy to set up. Some include pre-built scripts to make getting started even easier.
Difference between Robotic Process Automation (RPA) and Workflow Automation
The difference between an RPA and workflow automation was answered earlier in this article with the example of a chatbot. A chatbot that’s “taught” to respond to a question with the same answer is an RPA. While a chatbot that takes a query and goes through a database of answers to “look” for answers to multiple questions and then routes a customer to a support agent if it can’t help is a good example of workflow automation.
Automated workflows can be more complex, especially dynamic workflows. Both RPAs and workflow automation can help a business achieve better accuracy, transparency, time management, and savings overall.
Difference between Workflow Automation and Business Rule Engine (BRE)
Workflow automations differ from business rules engines (BRE) in that workflows don’t make decisions, per se. You set the parameters of a workflow with conditional logic (if this, then that). Workflow automation is involved in setting up BREs, but it’s more complex than a simple workflow for task automation. A BRE is similar in that you set parameters, but this is at both a granular and broader level to allow business decisions to be made automatically. That is, without a manager or stakeholder approving the decision, or rather, they’re approving decisions conditionally in advance.
An example of a BRE is ensuring your company adheres to the General Data Protection Regulation (GDPR) by displaying a banner about the use of cookies on your website. This BRE also has automations in place in case a customer who wants to unsubscribe to a newsletter is removed from your contact list. This sort of BRE ensures compliance.
Another example is for health insurance companies. If a prospect inquires about eligibility, you can have them take a questionnaire about pre-existing conditions. As the person answers these questions, the BRE automatically determines whether the person is insurable based on the rules set at the start.
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