WP-CRM System

Overview

WP-CRM System is a free WordPress CRM plugin with optional paid extension bundles. Designed for freelancers and small business owners, it stores all data in your WordPress database. Lightweight, simple, and transparent pricing.

Pricing Structure

Free Core Plugin

Cost: Completely free

• Unlimited contacts
• Unlimited projects
• Unlimited users (on same WordPress install)
• Full basic CRM functionality
• Invoicing system included

Paid Extension Bundles

Plan	Cost	Support	Included Extensions	Websites
Plus	$99/year	1 year, 1 site	3 extensions	1
Enhanced	$199/year	1 year, 1 site	All current + future	1
Professional	$249/year	1 year	All extensions + unlimited sites	Unlimited

Included in Plus Bundle:

• Client Area extension
• Custom Fields extension
• Invoicing Pro extension

All Other Extensions (Individual):

• $29-$99/year each
• Can be purchased separately

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Core Features (Free)

Contact Management

• Contact records and profiles
• Custom fields (unlimited)
• Contact organization
• Activity tracking
• Communication history
• Notes and details
• Contact merge capabilities

Project & Task Management

• Project creation and tracking
• Task assignment
• Milestone tracking
• Project timeline views
• Team collaboration
• Project notes and documents
• Status tracking

Invoice Management

• Invoice generation
• Invoice templates
• Payment tracking
• Invoice scheduling
• Recurring invoice support
• Invoice history

Team Collaboration

• Team member access control
• Task assignment
• Activity tracking
• Project visibility
• Comment collaboration
• Notification system

Data Management

• Custom fields (unlimited)
• Data organization
• Import capability (CSV)
• Export functionality
• Activity logs
• Audit trail

Notifications & Automation

• Email notifications
• Event-based alerts
• Activity alerts
• Customizable notifications
• Task reminders

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Paid Extension Features

Plus Bundle ($99/year)

Client Area:

• Customer portal
• View invoices, projects
• Make payments
• Upload documents
• Manage tickets
• Self-service capabilities

Custom Fields:

• Unlimited custom fields
• Field organization
• Conditional logic
• Field validation
• Advanced customization

Invoicing Pro:

• Professional invoice templates
• Payment tracking
• Invoice automation
• Recurring invoices
• Multi-currency support

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Enhanced Bundle ($199/year)

All Plus features + ALL current and future extensions:

• Dropbox Connect
• More integrations
• Advanced features
• Priority access to new extensions

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Professional Bundle ($249/year)

All Enhanced features + unlimited websites:

• Use on unlimited WordPress sites
• Multi-site license
• Deploy to multiple projects
• Centralized management

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Integration Ecosystem

Pre-built Integrations:

• Slack: Notifications and updates
• Zendesk: Support ticket sync
• MailChimp: Email list management
• Dropbox (Enhanced/Professional): File storage
• Google Workspace: Email and calendar

Enhanced + Professional Plans: Additional integrations

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Technical Specifications

WordPress Dashboard Integration

• Complete WordPress dashboard integration
• Uses existing WordPress database
• Leverages WordPress security
• Native WordPress experience
• Custom post types for data storage

Data Storage

• All data in your WordPress database
• No external servers required
• Complete data ownership
• Local hosting independence
• Backup with WordPress backups

Multi-Language Support

• English, Spanish, Polish, Russian
• Right-to-left language support
• Multilingual team support

User Management

• Unlimited users on single install
• Role-based access control
• Custom permissions
• Team member management
• Activity tracking

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Strengths

• Completely free core: Full CRM without cost
• Transparent pricing: Know exactly what you pay
• Unlimited everything (free): Contacts, projects, users, invoices
• Data ownership: Everything in your database
• No per-contact pricing: Not charged per lead
• WordPress integrated: Dashboard native experience
• Simple interface: Minimal learning curve
• Invoicing included: Free invoice system
• Excellent reviews: 4.9/5 stars (141 reviews)
• Lightweight: Minimal server resources
• Flexible extensions: Buy only what you need

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Limitations

• Limited automation: Free tier has no workflows
• Basic reporting: Simpler than enterprise CRMs
• Smaller community: Fewer resources than HubSpot
• Email service separate: No built-in email delivery
• Limited integrations: Only 5 pre-built
• Mobile experience: WordPress mobile app only
• No advanced features: Free tier is straightforward
• Setup complexity: Initial configuration needed
• Reporting limits: Basic dashboard, not advanced
• No CRM automation: Requires manual updates

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Use Cases

Ideal For:

• Freelancers managing clients
• Small agencies (5-20 people)
• Service-based businesses
• Consulting firms
• Contractors and builders
• Virtual assistants
• Small teams wanting data control
• Businesses already on WordPress

Not Ideal For:

• Sales-heavy teams
• Complex automation needs
• Large enterprises
• Non-WordPress users
• Highly technical requirements
• Advanced marketing automation

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Comparison with Alternatives

Feature	WP-CRM	Jetpack	HubSpot	Zoho
Cost	Free	Free	Free	Free tier
Data Location	Your DB	Your DB	Cloud	Cloud
Free Core	✅ Full	✅ Full	⚠️ Limited	⚠️ Limited
Free Users	Unlimited	Unlimited	2	3
Invoicing	✅ Included	✅ Full	❌ Limited	✅ Yes
Automation	❌ No	Limited	Limited	Limited free
Integrations	5 pre-built	Limited	900+	40+ apps
Mobile App	⚠️ WordPress app	❌ No	✅ Native	✅ Native
Email Marketing	❌ No	✅ Yes	✅ Yes	✅ Yes
Setup Time	30-45 min	30 min	1-2 hours	2-3 hours
Learning Curve	Very low	Low	Medium	Medium

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Installation & Setup

Requirements

• WordPress 4.0+ (5.0+ recommended)
• PHP 5.6+
• Any WordPress hosting
• No special requirements

Installation Steps

1. Install plugin from WordPress directory
2. Activate in WordPress dashboard
3. Run setup wizard
4. Create contact fields
5. Set user roles
6. Create first contact
7. Test invoice system
8. Configure notifications

Setup time: 30-45 minutes for basic setup

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Implementation Guide

Phase 1: Initial Setup (1 hour)

1. Install and activate plugin
2. Configure custom fields
3. Set up user roles
4. Create first contacts
5. Test invoice system

Phase 2: Team Onboarding (2-3 hours)

1. Add team members
2. Set permissions
3. Train on interface
4. Start creating projects
5. Generate first invoice

Phase 3: Integration (1-2 hours)

1. Connect Slack (optional)
2. Set up email notifications
3. Configure backups
4. Add external integrations
5. Test workflows

Phase 4: Optimization (ongoing)

1. Monitor usage
2. Adjust custom fields
3. Optimize workflows
4. Regular backups
5. Team feedback incorporation

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Invoice System (Included Free)

Features:

• Professional invoice templates
• Automatic invoice numbering
• Invoice history
• Payment tracking
• Invoice reminders
• Due date management
• Late payment alerts
• Invoice customization

Pro Features (Plus bundle):

• Multi-currency support
• Recurring invoices
• Payment automation
• Advanced templates

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Team Collaboration

Built-in Features:

• Project comments
• Task assignments
• Activity tracking
• Progress visibility
• Team notifications
• Permission control
• Collaboration notes
• File attachments

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Getting Started Checklist

• Install WP-CRM System plugin
• Activate plugin
• Run setup wizard
• Create custom contact fields
• Add team members
• Set user roles/permissions
• Create first contact
• Create first project
• Generate first invoice
• Configure email notifications
• Set up Slack (optional)
• Train team

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Cost Analysis

Scenario: Freelancer + 2 assistants

Item	Cost	Notes
WP-CRM System	$0	Free core
Plus Bundle (optional)	$99/year	Client portal + Invoicing Pro
WordPress Hosting	$20-50/mo	Shared or managed
Total	$0-140/year	Incredibly affordable

vs Alternatives:

• Jetpack: $17/mo($204/year)
• HubSpot: $0-45/mo
• Zoho: $0-100/month
• Pipedrive: $14+/user/mo

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When to Upgrade from Free

Upgrade to Plus when:

• Want client portal access
• Need advanced invoicing
• Using custom fields heavily

Upgrade to Enhanced when:

• Want all current + future extensions
• Need additional integrations
• Dropbox file storage important

Upgrade to Professional when:

• Managing 2+ WordPress sites
• Want to deploy to multiple clients
• Need enterprise flexibility

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Security & Data

Data Storage:

• Your WordPress database
• Your server, your control
• Encrypted credentials
• User permission controls
• Activity audit trail

Backup:

• WordPress backup plugins (e.g., UpdraftPlus)
• Your hosting provider backups
• Manual exports available
• Database backups included with hosting

Security:

• WordPress security best practices
• User role-based access
• No external API calls
• Local data storage
• GDPR-friendly (data in your control)

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Customer Reception

Reviews: 4.9/5 stars (141 reviews)
Active Installations: 1,000+
Regular Updates: Active development
Support: Community forums, plugin support

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Scaling Path

Phase 1 (0-20 contacts):

• Use WP-CRM free
• Simple setup
• 1-3 users

Phase 2 (20-500 contacts):

• Keep WP-CRM free
• Add Plus bundle if needed
• 3-5 users
• Simple projects

Phase 3 (500-5K contacts):

• Consider Jetpack CRM ($17/mo)
• Or stay with WP-CRM + enhanced
• 5-10 users
• More complex projects

Phase 4 (5K+ contacts):

• Migrate to HubSpot/Zoho
• Need advanced features
• Enterprise scaling
• Complex workflows

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When to Choose WP-CRM System

Choose WP-CRM when:

• Already using WordPress
• Want completely free CRM
• Need invoicing
• Small team (1-10 people)
• Data control important
• Simple enough is good
• Budget-conscious

Choose alternatives when:

• Not using WordPress (→ Zoho, HubSpot)
• Need advanced automation (→ FluentCRM)
• Email marketing focus (→ Jetpack, FluentCRM)
• Sales-heavy (→ HubSpot, Zoho)
• Enterprise features (→ Zoho, HubSpot)

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Alternatives to Consider

• Jetpack CRM: WordPress-native, email marketing, $11/mo
• FluentCRM: WordPress-native, automation, free
• HubSpot: Cloud-based, 900+ integrations, paid
• Zoho: Cloud-based, 40+ apps, affordable
• UpiCRM: Free, simple lead capture

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Conclusion

WP-CRM System is the simplest, most affordable WordPress CRM with built-in invoicing. Perfect for freelancers and small teams wanting data control without complexity.

Perfect For: Freelancers, small agencies, service businesses, teams wanting simple WordPress-native CRM with invoicing.