Notion vs Insightly
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
Notion
Notion is a flexible workspace that combines notes, wikis, databases, and project management in one tool. It uses a block-based editor that lets teams build any type of page or database. Notion is popular with startups, remote teams, and knowledge workers who want a single place for documentation and project tracking.
Insightly
Insightly is a CRM and project management platform designed for growing businesses. It uniquely combines sales pipeline management with post-sale project delivery so teams can manage the full customer lifecycle in one place. Insightly is popular with professional services firms and companies that need to track complex projects alongside their sales pipeline.
Pros
- ✓Extremely flexible — can be used as a wiki, project manager, or database
- ✓Beautiful and intuitive block-based interface
- ✓Strong template library to get started quickly
- ✓Generous free plan for individuals and small teams
Cons
- ✗Can require significant setup time to build effective workflows
- ✗Not ideal for complex project dependencies or Gantt charts
- ✗Performance can lag with very large databases
- ✗Project management features less powerful than dedicated tools
Pros
- ✓Unique combination of CRM and project management in one tool
- ✓Good free plan for up to 2 users
- ✓Strong workflow automation on paid plans
- ✓Good fit for professional services businesses
Cons
- ✗Interface feels dated compared to modern CRM tools
- ✗Customer support can be slow on lower tiers
- ✗Mobile app is less polished than competitors
Notion vs Insightly: Side by Side
| Factor | Notion | Insightly |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Project Management | CRM Software |
| Pricing Model | Freemium | Freemium |
| Starting Price | Free | Free |
| Best For | Startups and remote teams wanting a flexible all-in-one workspace for docs and projects | Growing businesses that need CRM and project management in one platform |
| Our Pick | — | — |
Notion Features
- ✓Pages and databases
- ✓kanban boards
- ✓calendars
- ✓wikis
- ✓templates
- ✓collaboration
- ✓API access
- ✓AI assistant
- ✓integrations
Insightly Features
- ✓Contact and lead management
- ✓pipeline management
- ✓project management
- ✓workflow automation
- ✓email marketing
- ✓reporting
- ✓integrations
Pricing Comparison
Our Take
Choose Notion if startups and remote teams wanting a flexible all-in-one workspace for docs and projects. Choose Insightly if growing businesses that need crm and project management in one platform.
Best For
Startups and remote teams wanting a flexible all-in-one workspace for docs and projects
Best For
Growing businesses that need CRM and project management in one platform
Also Consider
If neither Notion nor Insightly is the right fit, Wrike is worth evaluating.
Wrike
Marketing and creative teams needing enterprise project management with approvals and proofing
From Free
Frequently Asked Questions
What is the difference between Notion and Insightly?
Notion is best for startups and remote teams wanting a flexible all-in-one workspace for docs and projects. Insightly is best for growing businesses that need crm and project management in one platform.
Which is better, Notion or Insightly?
Choose Notion if startups and remote teams wanting a flexible all-in-one workspace for docs and projects. Choose Insightly if growing businesses that need crm and project management in one platform.
How much does Notion cost?
Notion starts at Free. Pricing model: Freemium.
How much does Insightly cost?
Insightly starts at Free. Pricing model: Freemium.
Who should use Notion?
Startups and remote teams wanting a flexible all-in-one workspace for docs and projects
Who should use Insightly?
Growing businesses that need CRM and project management in one platform