Best Cloud Based CRM Software: Definition & Benefits

Quick Summary

When a CRM is "hosted on the cloud," it means the software and its data are stored on remote servers (the "cloud"). Users can access it anytime via the internet, much like using an online photo service instead of storing photos directly on your phone. Cloud-based CRMs revolutionize customer relationship management by offering flexible, scalable, and accessible solutions. 

In today's fast-paced digital age, how businesses interact with customers can make or break their success. Enter the realm of cloud-based Customer Relationship Management (CRM), the unsung hero quietly reshaping the backbone of customer-centric operations.

You're in the right place if you're wondering what this jargon-filled term means or how it can be a game-changer for your business. This article unravels the intricacies of CRM hosted on the cloud, offering you a clear lens into its significance, workings, and benefits.

From the basics to in-depth comparisons of the top platforms, we've got it all covered. This article walks you through the cloud and shows you the top CRMs. So, sit tight as we embark on a journey to decode and harness the power of cloud-based CRM for your business success!

What is cloud based CRM?

Cloud-based CRM is a customer relationship management system that depends more on an internet connection than downloading software on-premise; it is a cloud computing setup.

What is customer relationship management like on the cloud?

Cloud-based customer relationship management is much more popular than on-site SaaS these days. It's easier to set up and learn to use and requires very little-to-no servicing. When going through cloud-based CRM examples, ensure the vendor does regular fixes and updates.
 

What can web-based CRM software be used for?

CRM solutions hosted in the cloud can be used for all significant customer relationship management purposes.

They keep track of customer information and log all customer interactions. They let you communicate with contacts across multiple channels. You can often use CRMs to set up marketing automation and plan email marketing campaigns. It streamlines the leads gained from marketing and hands them over to sales. At this point, it helps reps manage their sales pipelines and close more deals.

Many cloud-based CRMs have customer support and helpdesk software, too. Finally, CRMs in the cloud offer analytics based on many metrics and, from there, produce excellent reports.

CRM in the cloud vs other tools

So why choose cloud-based solutions over on-premise tools? The significant reasons are simplicity of setup, ease of use, lower costs, and less updating and servicing. What's more, cloud-based CRMs are accessible from any device and are, therefore, ideal for teams who collaborate even remotely.

Benefits of cloud CRM software

There are many clear benefits to the best CRM systems that are fully hosted in the cloud. They are cheaper, easier to use, and great for collaboration. They can also be very customizable to your needs and are great for scalability for businesses that have growth in their sights.

Cost-effective 

Cloud CRM applications aren't heavy systems you must install and run on expensive, on-premise CRM servers. This means you don't have to employ IT specialists full-time or pay to keep the system up-to-date and bugs-free. Those costs are built into the cloud subscription fees.

Easy & trouble-free installation 

When you get cloud CRM software, signing up is as fast as any typical online registration process. The CRM can help you migrate customer information into their database in simple steps. Often, there are tutorials or even personalized training sessions to get your team up to speed in no time.

Ease of use & collaboration 

Online CRM dashboards are designed to be visual, intuitive, and customizable to your team's needs and preferences. The bonus of doing it all on the cloud is that any workforce, no matter how remote or dispersed over offices or locations, all have access to the same info, updated in real-time whenever anyone changes.

Adaptive potential 

Some CRMs are all-encompassing, while others are industry-specific or carve out departmental niches for marketing, sales, or customer service. The cloud advantage lets you pick the right platform but change it up as your company pivots. Plus, cloud SaaS easily integrates with other third-party apps.

Scalability advantage 

A heavy-duty on-premise CRM system must cater to a specific company's needs and scope. However, cloud-based CRMs are light and nimbly scalable with little time or effort. As your business needs change, you can start on a small package and constantly add modules, users, or data capacity in lockstep.

CRM cloud solutions comparison chart (top 10 highest-rated systems)

Here's a quick sneak peek at the best web-based CRM solutions: 

What is the best cloud based CRM software? Here's our top 10 list:

The benefits of cloud based customer relationship management software should now be obvious. So, the next phase is checking out the top CRM applications that are web-based. These 10 CRM platforms are described in terms of pros, cons, and pricing. We also state which apps are best for which purposes. 

1. Agile CRM (Best cloud CRM overall)

Why we chose it:

Agile CRM stands out in the crowded CRM market primarily for its holistic approach to customer relationship management. It seamlessly integrates sales, marketing, and service automation, ensuring no aspect of the customer journey is overlooked.

One particularly distinctive feature is its 360-degree contact view, which presents an in-depth profile of each customer, allowing businesses to tailor their interactions more precisely.

Moreover, with an impressive claim of serving over 15,000 businesses globally, its reputation isn't just built on features and widespread trust. Agile CRM easily earns its spot at the top of our CRM roundup for these reasons and its cloud-based convenience.

For more details, read our Agile CRM review.

Pros:

• The platform is hosted on the Google Cloud and prioritizes top speeds and good data encryption.
• A vast collection of seamless integrations includes LinkedIn, Facebook, and Twitter social plugins.
• Integration with support, email, telephony, SMS, and billing apps is also possible.
• Agile CRM offers unlimited deals, tasks, and documents, even with the free version. 

Cons:

• There can be difficulties with the functionality of the mobile app.
• Many bugs have been reported, and there are often time-consuming updates. 

Pricing:

• Agile CRM has a free version for up to ten users

• The Starter plan is $9.99 per user/month, billed annually

• The Regular plan is $39.99 per user/month, billed annually

• The Enterprise plan is $64.99 per user/month, billed annually

Visit site
^{Go to Agile CRM's official website}

2. Copper CRM (Best cloud based CRM software for Google users)

Why we chose it:

We'll always recommend Copper to anyone using Google Workspace. Copper's main angle is that it is a CRM system designed and built to work in real-time harmony inside G Suite, working with Gmail, Google Calendar, Docs, Slides, and more.

A standout feature is its automatic data entry, which captures and fills in data points from emails, eliminating tedious manual input. What's also impressive is that users have touted its ability to visualize complex sales processes through its intuitive pipeline management system.

We prepared a detailed Copper CRM review for you if you'd like to familiarize yourself with the tool's features.

Pros:

• Copper has all the essential CRM tools like contact management, deal tracking, workflow automation, and reports.
• It does decent data enrichment by gathering customer data from social media profiles, company information, and phone numbers to fill out contact details.
• Integrates with a solid stack of necessary tools like Slack, Quickbooks, Zendesk, and MailChimp.
• This CRM emphasizes data protection, including independent third-party audits of their systems and data security training for all their staff.

Cons:

• Copper sometimes requires refreshing your Gmail inbox to update the Copper panel.
• Setting up the CRM requires some time and patience.
• The workflow automation is not as robust as those of some other competing CRMs 

Pricing:

• The Basic plan is $25 per user/month, billed annually
• The Professional plan is $59 per user/month, billed annually
• The Business plan is $119 per user/month, billed annually

Visit site
^{Go to Copper CRM's official website}

3. SugarCRM (Top cloud based CRM system for customer support)

Why we chose it:

Our favorite thing about Sugar CRM is its unparalleled flexibility and robust features. Tailored for businesses seeking a highly customizable solution, Sugar allows deep personalization to match specific workflows and processes.

A noteworthy feature is its 'Hint' tool, an automatic intelligence service that rapidly gathers and populates customer data from various external sources.

Additionally, its Time-Aware core lets businesses track changes over time, offering insights into historical data and predictive analytics. Given its powerful toolset and adaptability, it's no surprise that Sugar CRM often shines brightly in top cloud-based CRM discussions.

Our SugarCRM review will give you all the details you need to decide if this is the right CRM for you.

Pros:

• The marketing wing of SugarCRM offers beneficial SEO and SEM suggestions when planning email marketing campaigns, landing pages, and social media ads.
• The CRM combines insights from various social and business data resources to keep your sales team ahead of top-priority opportunities.
• The customer support console is critical for maintaining customer experience. It helps keep track of SLAs and ticket progress and provides constantly up-to-date reports on how the support department is faring.

Cons:

• The file management module is not so intuitive.
• Customer service has been known to take a little while to respond occasionally.
• Creating reports seems to take up a lot of processing power, slowing down the software.

Pricing:

• Sugar Market starts at $1,000 per month, billed annually

• Sugar Sell begins at $80 per user/month, billed annually

• Sugar Serve begins at $80 per user/month, billed annually

• Sugar Enterprise begins at $85 per user/month, billed annually

• Sugar Pro starts at $52 per user/month, billed annually

Visit site
^{Go to Sugar CRM's official website}

4. EngageBay (Great hosted CRM solution for integrations)

Why we chose it:

If you're looking for something basic – EngageBay has a free CRM system for basic contact organization and sales pipeline management. And, if you develop more requirements over time, you can always get paid marketing and service modules and all-in-one packages.

Engagebay's standout attraction is the unified platform design, which ensures that companies don't have to juggle multiple tools, enhancing productivity and user experience.

Unique to Engagebay is its robust marketing automation capabilities combined with a free CRM, ensuring that businesses can nurture leads without breaking the bank. Moreover, their visual deal pipeline clarifies sales processes, helping teams prioritize efforts effectively.

Pros:

• It logs every customer interaction directly into the CRM database, like email with contacts, and lets you write emails or make calls from within the system.
• You can publish your calendar online for customers to easily pick dates for meetings or phone calls and get helpful follow-up reminders.
• The seamless integration with Zapier, Mailgun, SendGrid, and more helps streamline everything from business processes and transactional emails to invoicing and payment tracking.
• Straightforward migration of all your contact data from your previous CRM software.

Cons:

• The dashboard is aesthetically old-school and not as intuitive as one has come to expect from modern CRM interfaces.
• Some automation features, like email notifications, can be a bit wonky.
• Users have mentioned that the email templates aren't great or numerous, but the vendor is supposedly working on improving the issue.  

Pricing:

• CRM and Sales Bay has a free version

• The Basic plan is $11.99 per user/month, billed annually 

• The Growth plan is $39.99 per user/month, billed annually

• The Pro plan is $63.99 per user/month, billed annually

Visit site
^{Go to EngageBay's official website}

5. Salesflare (A good cloud CRM system for task management)

Why we chose it:

We recommend Salesflare to any company that desires an intuitive yet powerful CRM, especially those in the small to medium business sector.

One of its most distinct features is the automatic data input. While many CRMs claim automation, Salesflare takes it up by actively pulling relevant data from emails, calendars, phone calls, and social profiles, reducing manual data entry to nearly zero.

Additionally, it boasts a visual pipeline that is not just a mere representation but an interactive tool allowing dragging and dropping deals between stages, offering a tactile experience.

Pros:

• Data from your calendar, phone, and other mobile apps get logged into the system automatically.
• Salesflare has solid document uploading, organizing, quick search, and retrieval functionality.
• The tool scans your data and tasks intelligently and sends mobile notifications about top-priority tasks in real-time updates.
• Team collaboration is made more accessible by giving teams great accessibility and letting them work directly in your Gmail or Microsoft Outlook email inbox. 

Cons:

• While there is a mobile app, some features are a bit fussy compared to the web browser version.
• The tool could use more shortcuts and simple buttons to mark things as favorites or essential. 

Pricing:

• The Growth plan is $29 per user/month, billed annually

• The Pro plan is $49 per user/month, billed annually

• The Enterprise plan is $99 per user/month, billed annually 

Visit site
^{Go to Salesflare's official website}

6. HubSpot CRM (Top cloud CRM for marketing automation)

Why we chose it:

HubSpot CRM stands out in the cloud-based realm for its seamless blend of functionality and user-friendliness. As a pioneer of inbound marketing, HubSpot emphasizes the sales process. This means tools to generate leads, close more deals, and keep customers returning.

The real gem here is its real-time chat tool, allowing companies to engage with website visitors instantly and facilitating a more dynamic lead-generation process directly from the cloud.

Plus, HubSpot isn't just about the tool itself; with its "HubSpot Academy," users can access a cloud of knowledge filled with resources and tutorials.

Read our Hubspot CRM review for more details on the tool's features.

Pros:

• Contact records are enriched with data that HubSpot collects from its connections to over 20 million worldwide businesses.
• There's a library builder where all team members can contribute useful sales material and monitor which works best for reuse.
• You get fantastic template generators to create business plans, invoices, blog suggestions, email signatures, and marketing plans.
• The basic CRM is free for unlimited numbers of users and complete data.

Cons:

• The learning curve might be steep, not only in terms of using the features, but the overall HubSpot language and terminology are unique.
• Spotting repeated data and de-duplicating contacts does not always work so well.
• The free version does have limits regarding things like bulk actions, notifications, templates, and document uploads.

Pricing:

• HubSpot CRM is free

• CRM Suite Starter starts at $45 per month, billed annually

• CRM Suite Professional starts at $1,600 per month, billed annually

• CRM Suite Enterprise starts at $4,000 per month, billed annually

Visit site
^{Go to HubSpot CRM's official website}

7. Less Annoying CRM (Best cloud based CRM for ease of use)

Why we chose it:

Less Annoying CRM (LACRM) is as straightforward as its name suggests, ensuring businesses have a cloud-based solution that genuinely lives up to the promise of being, well, less annoying.

Positioned as one of the most accessible cloud CRMs, it's ideal for small businesses looking for a no-fuss, straight-to-the-point tool. What sets LACRM apart is its incredibly transparent pricing—no hidden fees, just one flat rate, making budgeting a breeze.

Feature-wise, it boasts a shared calendar and task report, allowing team members to collaborate in real-time on the cloud without any cumbersome setup. This ensures everyone's on the same page, quite literally, regardless of where they are.

Our Less Annoying CRM review brings you many more details on the tool and its features, so check it out.

Pros:

• While the basic interface is set up for maximal ease of use, there is also a great deal of customization options.
• LACRM makes the most out of being cloud-based. It is fast, easy, and reliable access on any device anywhere, including mobile devices.
• It also comes with full auto backups and top data security.
• LACRM is known for excellent reliability and always-available customer support. If customer satisfaction on a budget is your goal, LACRM is a superb option.

Cons:

• Some of the collaborative functions are lacking.
• While they've put a lot of effort into making their mobile web version as great as possible, some users still prefer a dedicated app they do not have.
• Once one gets used to the minimal features and their simplicity, some might crave added tools with more complex functions.

Pricing:

• LACRM is $15 per user/month

Visit site
^{Go to LACRM's official website}

8. Zoho CRM (Good cloud CRM software for mobile devices)

Why we chose it:

Zoho CRM is often hailed as one of the dynamos in the cloud-based CRM universe, and for good reason. It caters to a broad spectrum of businesses, from budding startups to seasoned enterprises, making it versatile and scalable.

What we love about Zoho is its AI-powered sales assistant, "Zia," which provides predictive sales analytics, trend predictions, and even sentiment analysis - all in the cloud. This means data-driven insights are just a click away, regardless of where you work.

Additionally, its multichannel communication lets you connect with customers via email, phone, chat, and social media, all integrated under one cloud umbrella. In essence, Zoho CRM doesn't just provide a cloud solution; it ensures that every aspect amplifies efficiency and connectivity.

Check out our Zoho CRM review for more details!

Pros:

• This is a good platform for the serious organization of customer data.
• Zoho CRM has an AI tool called 'Zia,' which has pre-programmed macros to automate repetitive tasks, and you can create custom macros.
• It sends you real-time notifications and follow-ups around the clock to any device whenever your contacts engage with you across any channel.
• Includes a range of data security systems and assignable roles so admins can decide who gets what kind of access.
• The mobile CRM app for iOS and Android is uncrowded and a breeze to use.

Cons:

• Importing leads directly from email or a web browser could be more accessible.
• Reporting bugs to the customer support department does not always get a speedy resolution.
• Many advanced features like workflow, marketing automation, and Zia are reserved for the more expensive plans.

Pricing:

• Zoho CRM has a free version

• The Starter plan is $14 per user/month, billed annually

• The Standard plan is $23 per user/month, billed annually

• The Professional plan is $40 per user/month, billed annually

• The Enterprise plan is $52 per user/month, billed annually

Visit site
^{Go to Zoho CRM's official website}

9. Apptivo (Top free hosted CRM solution)

Why we chose it:

Apptivo is like a Swiss Army knife in cloud-based CRMs, packing in versatility and adaptability. We would recommend it for businesses that require a more tailored approach, as Apptivo offers a suite of integrated apps that can be mixed and matched to fit unique business needs.

One of its standout features is its 360-degree view, which, unlike many other CRMs, doesn't just focus on contacts. Instead, it gives you a panoramic view of everything from contacts and sales to projects and invoicing in one cloud dashboard.

This holistic approach ensures no detail slips through the cracks. Couple that with its seamless integrations with popular cloud platforms like G Suite and Office 365, and you have a CRM that's not just in the cloud but truly optimized for it.

Our Apptivo CRM review has more details on the tool and its features, so hop over and read it.

Pros:

• With Apptivo, there is extensive lead sourcing, which uses web forms, emails, and other APIs.
• Your CRM data is amenable to highly advanced searching and various customizable viewing options.
• Every contact is considered an 'opportunity' for which you can quickly create orders, estimates, invoices, and project plans.
• The contact management available on the mobile app runs very smoothly.

Cons:

• Some of the other features on the mobile version are somewhat buggy, like calendar features and email syncing.
• The CRM sometimes experiences latency issues, particularly when switching between modules.
• The interface is very crowded, but what's more, it falls short of capturing more common youthful CRM aesthetics. 

Pricing:

• Apptivo CRM has a free version

• The Lite plan is $8 per user/month, billed annually

• The Premium plan is $12 per user/month, billed annually

• The Ultimate plan is $20 per user/month, billed annually

• For the price of the Enterprise plan, contact the vendor

Visit site
^{Go to Apptivo's official website}

10. Salesforce (Great web-based CRM solution for sales teams)

Why we chose it:

When people think cloud-based CRM, Salesforce often springs to mind, and it's not by chance. As one of the pioneers in the cloud CRM space, Salesforce has honed its platform to cater to a vast array of business needs, from SMBs to global enterprises.

What sets it apart is its robust "AppExchange" marketplace. Think of it as an app store but for your CRM—offering thousands of solutions that can be plugged into Salesforce, enhancing its capabilities to suit almost any niche requirement.

Another defining feature is its AI-driven tool, "Einstein," which makes predictive insights, trend analyses, and personalized recommendations, harnessing the power of cloud data analytics as few others can. This means businesses aren't just storing data in the cloud but actively drawing actionable insights from it. 

Read our Salesforce review for more details!

Pros:

• This is way more than a basic CRM application. Salesforce has dozens of packages based on specific needs, business size, or industry solutions. 
• As a CRM provider, you get all the basic tools at a relatively reasonable price.
• While most people think of Salesforce as an enterprise-level on-premise CRM, this app has good scalability for even startups to begin using.

Cons:

• There are so many CRM tools, features, packages, and deals that it can be overwhelming to know where to start.
• Salesforce will also require a bit of time to learn all the ins and outs of the app, mainly if your sales team is not used to CRM platforms.

Pricing:

• Visit Salesforce's website or contact the vendor to find out more about pricing for your specific needs.

Visit site
^{Go to Salesforce's official website}

What is the best CRM cloud software for me? Our key takeaways

In the vast landscape of cloud-based CRM solutions, choosing the right tool can feel like finding a needle in a haystack. However, after diving deep into some of the top contenders, a few key takeaways emerge:

1. Adaptability is Key: Whether it's HubSpot's educational resources, Zoho's AI-powered insights, or Apptivo's tailored approach, the best CRMs offer adaptability to various business needs.

2. Cloud Power: Salesforce, often regarded as the gold standard, underscores the importance of leveraging the cloud's potential, not just for storage but for actionable insights. Similarly, Zoho and HubSpot bring cloud-centric features that enhance connectivity and efficiency.

3. Unique Features Matter: Each CRM brings something special to the table. From LACRM's transparency in pricing to Apptivo's 360-degree view and Salesforce's AppExchange, these distinguishing features can tip the scales in favor of one solution over another for specific business requirements.

Our top pick, Agile CRM, stands out because of its impressive features and because it offers an optimal balance of functionality, user experience, and value for money. Its holistic approach to sales, marketing, and service provides businesses with a seamless experience, making it a worthy leader in this list.

Copper CRM, hot on Agile's heels as the runner-up, offers an intuitive user interface and a deep integration with Google Workspace, making it a favorite for businesses deeply embedded in the Google ecosystem.

In conclusion, the right cloud-based CRM for your business hinges on your unique needs, the size of your operation, and the specific features you value most. While this list provides a snapshot of the best in the market, taking a test drive, exploring integrations, and assessing scalability before settling on your perfect cloud companion is essential. Here's to smarter, cloud-powered customer relationships!

Cloud-Based CRM FAQs

What Does Cloud-Based CRM Mean?

Cloud-based CRM stands for Customer Relationship Management software hosted in the cloud rather than on local servers. In simpler terms, the CRM software and data are accessed and stored online rather than on your computer's hard drive. As you can imagine, this setup offers several advantages.

Those advantages include easy accessibility from anywhere with an internet connection, automatic updates, and often lower upfront costs than traditional, on-premise CRM systems.

What Does a Cloud-Based CRM Platform Offer You?

A cloud-based CRM platform offers easy access from anywhere, scalability to grow with your business, automatic updates for hassle-free maintenance, cost-effectiveness with a subscription model, seamless team collaboration, robust security measures, smooth integration with other tools, and real-time updates for instant visibility across your team.

What is the Difference Between Traditional CRM and Cloud CRM?

Traditional CRM keeps things in-house, requiring manual upkeep and upfront expenses, while Cloud CRM operates online, offering accessibility, automatic updates, and a subscription model for cost-effectiveness. The distinction is in how you manage and deploy—traditional for in-house control and cloud for a more flexible and scalable approach.

Is Salesforce CRM on Cloud?

Yes, Salesforce CRM is a cloud-based CRM platform. It operates in the cloud, allowing users to access their customer relationship management tools and data online without the need for on-premise servers. This cloud-based approach provides advantages such as easy accessibility, automatic updates, and scalability for businesses of varying sizes.