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Top 5 Underrated CRM Tools Agencies Prefer Over HubSpot for Lean Client Management

Editorial Staff
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Many agencies default to HubSpot when setting up client relationship management systems, but not every firm needs an enterprise-level platform packed with expansive marketing automation features. For lean agencies focused on agility, cost control, and client delivery speed, simpler and more flexible CRM tools often provide a better fit. These alternatives prioritize usability, customization, and streamlined workflows without overwhelming teams with unnecessary complexity.

TLDR: While HubSpot is powerful, many agencies prefer lighter and more cost-effective CRM tools for streamlined client management. Platforms like Pipedrive, Close, Nimble, Capsule, and Freshsales offer focused functionality, easier setup, and lower costs. These tools help agencies move faster, manage deals efficiently, and reduce operational overhead. For lean teams, less complexity often leads to better results.

Why Agencies Look Beyond HubSpot

HubSpot’s ecosystem is robust, but smaller and mid-sized agencies frequently find themselves paying for features they rarely use. Complex onboarding, higher pricing tiers, and feature bloat can slow down implementation and strain operational budgets.

Lean agencies typically prioritize:

Below are five underrated CRM tools that agencies often prefer for streamlined client management.

1. Pipedrive

Pipedrive is widely appreciated for its visual sales pipelines and intuitive interface. Unlike HubSpot, which integrates marketing, sales, and service into a comprehensive suite, Pipedrive focuses primarily on sales process optimization.

Why agencies prefer it:

Pipedrive works particularly well for agencies that rely heavily on outbound prospecting and relationship-based sales. It keeps teams focused on closing deals rather than navigating complex dashboards.

Best for: Agencies needing clear deal tracking without marketing automation overload.

2. Close

Close is designed specifically for inside sales teams. Agencies that manage high volumes of calls, demos, and follow-ups appreciate Close’s built-in calling and emailing functionality.

Key advantages:

Instead of forcing teams to connect multiple third-party phone systems, Close centralizes communication. This reduces tool sprawl—a common problem among agencies attempting to patch together lightweight CRMs and communication platforms.

While HubSpot offers extensive automation, Close excels at direct revenue-driving activities. Agencies seeking greater sales performance clarity often find Close more aligned with their immediate growth goals.

Best for: Agencies with dedicated sales reps making frequent calls and nurturing prospects directly.

3. Nimble

Nimble distinguishes itself through social relationship management. For digital marketing, PR, and creative agencies, relationship depth often matters as much as lead volume.

Standout features include:

Nimble emphasizes relationship context rather than just revenue forecasting. Agencies that rely on networking, referrals, and long-term engagement appreciate seeing a full picture of their interactions across platforms.

Compared to HubSpot, Nimble provides a more lightweight, relationship-oriented approach. It avoids overwhelming users with advanced workflows and instead centers on maintaining meaningful connections.

Best for: Boutique agencies and consultancies built around personal networks and referral-based client acquisition.

4. Capsule CRM

Capsule CRM often flies under the radar, yet it consistently earns praise for simplicity and customization flexibility. For lean teams without dedicated CRM administrators, this simplicity is a major advantage.

Why it stands out:

Agencies that combine project management and client billing processes find Capsule particularly useful due to its integrations with financial platforms. This creates smoother handoffs between sales and fulfillment.

Unlike HubSpot’s layered ecosystem, Capsule remains approachable. Teams can get up and running within days rather than weeks.

Best for: Small to mid-sized agencies seeking simplicity and strong accounting integrations.

5. Freshsales (by Freshworks)

Freshsales blends automation, AI insights, and affordability into a streamlined experience. While HubSpot’s AI features are powerful, they often require higher-tier subscriptions. Freshsales provides intelligent insights at a more accessible price point.

Key benefits:

Freshsales is often preferred by agencies that want structured insights without the overhead of enterprise software. Its balance between capability and simplicity makes it appealing to growth-focused firms managing multiple client accounts.

Best for: Agencies wanting scalable features without enterprise pricing complexity.

How Agencies Choose the Right Alternative

When evaluating alternatives to HubSpot, agencies commonly focus on three primary criteria:

  1. Operational Alignment: Does the CRM match their internal workflows?
  2. Total Cost of Ownership: Are add-ons or advanced features required for basic productivity?
  3. Ease of Use: Can team members adopt it quickly without lengthy training?

Lean agencies value speed and agility. A CRM should reduce bottlenecks rather than introduce administrative layers. Tools that prioritize clarity, data visibility, and process automation without excessive configuration tend to win out.

Importantly, many agencies do not entirely reject HubSpot. Instead, they often migrate after discovering that their needs are narrower than initially anticipated. For teams focused on pipeline management rather than full-funnel marketing automation, a streamlined CRM can produce equal—or better—results.

Final Thoughts

In the CRM landscape, bigger does not always mean better. Agencies operating with lean principles often value flexibility, accessibility, and clarity over expansive feature sets. Tools like Pipedrive, Close, Nimble, Capsule, and Freshsales demonstrate that powerful client management does not require enterprise complexity.

By carefully aligning CRM capabilities with operational goals, agencies can build efficient tech stacks that empower teams rather than overwhelm them. In many cases, the underrated options deliver precisely what agile firms need: speed, visibility, and simplicity.

Frequently Asked Questions (FAQ)

1. Why would an agency choose a CRM other than HubSpot?

Agencies may find HubSpot too complex or expensive for their needs. Smaller teams often prefer tools that focus strictly on sales pipeline management without extensive marketing automation features.

2. Are these alternatives cheaper than HubSpot?

Generally, yes. Most of the CRMs listed offer lower entry-level pricing and more predictable scaling costs, especially for small teams.

3. Do these tools support automation?

Yes. While not as expansive as HubSpot’s automation ecosystem, each tool provides workflow automation, task generation, and communication sequencing options.

4. Which CRM is best for call-heavy sales teams?

Close is particularly well-suited for teams that rely heavily on phone outreach due to its built-in calling and SMS capabilities.

5. Can agencies switch from HubSpot easily?

Most CRM platforms provide import tools and onboarding support to migrate data from HubSpot. However, complexity depends on how many integrations and automations were previously configured.

6. Are lightweight CRMs scalable as agencies grow?

Yes, many of these platforms offer higher-tier plans and integrations that allow scaling. Agencies should verify feature availability before committing long-term.

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