So, you’re running a small business and you’ve heard you “need a CRM.” Maybe someone swears by Honeybook, or another friend loves Dubsado, or your inbox is full of sales pitches from everyone under the sun. Here’s the thing: You don’t need a CRM, you need the right CRM for your business—one that actually makes your work easier, not just adds another subscription.
This guide will walk you through how to compare Honeybook with other CRM solutions, without wasting hours on sales demos or drowning in buzzwords. Whether you’re a freelancer, run a creative agency, or manage a service-based business, these steps will help you figure out what matters, what’s hype, and what you can safely ignore.
1. Get Clear on What You Actually Need
CRMs range from all-in-one platforms to tools that just help you track clients. Before you start comparing features, nail down what you’re trying to fix or improve.
Questions to ask yourself: - What’s broken or annoying about your current process? (Is it chasing invoices? Forgetting follow-ups? Too much manual data entry?) - How many clients/projects do you juggle in a month? - Do you need to automate things (like contracts, proposals, or scheduling), or just keep track of contacts? - Will you be the only user, or is this for a team? - Do you need integrations with tools like QuickBooks, Google Calendar, or Zapier?
Pro Tip:
Write down your top 3 “must-haves” and your 2 “nice-to-haves.” Ignore everything else—for now.
2. Understand What Honeybook (and Its Competitors) Actually Do
A lot of CRMs sound the same on their websites. The trick is to look past the marketing and figure out what the tool really handles for you.
What Honeybook does well: - Combines client management, invoicing, contracts, project tracking, and scheduling in one place. - Designed for solo operators and small teams—especially in creative and service industries. - Has solid templates for proposals, contracts, and questionnaires. - Workflow automation for common tasks (like sending forms or reminders). - Clean, modern interface that most people can figure out quickly.
Where Honeybook falls short: - Not as customizable as some competitors (like Dubsado or Zoho CRM). - Limited to English and USD (for now). - Reporting is pretty basic—don’t expect deep analytics. - Some integrations are missing or require third-party tools (like Zapier). - Not ideal if you need granular sales pipeline management (think B2B sales teams).
What to look for in competitors:
- Dubsado: Similar all-in-one approach, more customizable, but a steeper learning curve.
- 17hats: Good for solopreneurs, simpler but less flexible.
- Zoho CRM / HubSpot CRM: More features, better for sales-focused teams, but can be overkill for small service businesses.
- Airtable / Trello / Notion: Not true CRMs, but some folks hack these for client tracking—cheap, but very DIY.
3. Compare Features That Actually Matter (Skip the Fluff)
Every CRM touts dozens of features, but most small businesses use a handful. Here’s what to actually check:
a. Client Management
- Can you easily see all client info in one place?
- Is it simple to add notes, files, and history?
- Can you search and filter your contacts without a headache?
b. Proposals, Contracts, and Invoicing
- Can you send branded contracts and get e-signatures?
- Are invoices easy to create, and can clients pay online?
- Does it automate reminders so you’re not chasing payments?
c. Workflow Automation
- Does it save you time (not just add steps)?
- Can you automate follow-ups, onboarding, or recurring tasks?
- Is it flexible, or do you have to work around weird limitations?
d. Scheduling
- Does it sync with your calendar?
- Can clients book time without a dozen emails back and forth?
- Is rescheduling painless?
e. Integrations
- Does it play nice with your accounting, calendar, or email tools?
- Are integrations built-in, or do you need Zapier (which can cost extra)?
f. User Experience (UX)
- Is it easy to set up and use, or will you spend weeks “onboarding”?
- Is support responsive if you get stuck?
- Will your team (or clients) actually use it, or will it gather dust?
Ignore: - Fancy dashboards you’ll never look at - AI-powered “insights” that are just glorified charts - Niche features you’ll never use (unless you really need them)
4. Test the Tools Yourself (Don’t Rely on Reviews)
Product reviews are helpful, but nothing beats trying it with your own workflow. Most CRMs offer a free trial—use it.
How to test: 1. Set up a real (not fake) client or project. 2. Try sending a contract or invoice to yourself. 3. See if you can automate a simple workflow (like onboarding). 4. Sync your calendar or accounting tool. 5. Ask support a “dumb” question and see how fast they respond.
Red Flags: - You’re overwhelmed or lost after an hour of testing. - Key features are hidden behind pricey tiers. - Support is slow or unhelpful. - You’re already dreading using the tool every day.
Pro Tip:
If you can’t get value from a tool in the first week, it’s probably not the right fit (no matter how many five-star reviews it has).
5. Price Is Simple—Until It’s Not
CRMs love to hide real costs in “premium” features, user seats, or add-ons. The sticker price rarely tells the whole story.
- Honeybook: Flat monthly/annual fee, all features included, unlimited projects/users. No nickel-and-diming, but no free plan.
- Dubsado: Similar pricing, but watch for add-ons if you need advanced automation.
- 17hats: Tiered pricing, pay more as you grow.
- Zoho/HubSpot: Free basic plans, but many crucial features are paid (and can get expensive fast).
Things to check: - Are there limits on projects, clients, or automations? - Do you pay extra for e-signatures, integrations, or support? - Is there a long-term contract, or can you cancel anytime?
Don’t get sucked into “startup discounts” unless you’re sure you’ll stick around. It’s not a deal if you end up switching in six months.
6. Think About the Future—But Not Too Far
You want a CRM that can handle your business if you double in size, but don’t obsess over “future-proofing.” Most small businesses outgrow tools not because of features, but because their needs change.
Ask yourself: - Will this CRM still work if I hire one or two more people? - Can I export my data if I want to switch later? - Are there active updates and a real support team, or is it a ghost town?
Don’t stress about “enterprise features” unless you’re planning to become the next Salesforce. Focus on what solves today’s pain points and doesn’t box you in tomorrow.
7. Make Your Choice—and Don’t Overthink It
After all this, pick the tool that checks your top needs, fits your budget, and feels good to use. Switching later isn’t as painful as you think, especially if you’re just starting out.
Remember: - No CRM is perfect—go for “good enough to save me time.” - If you’re stuck between two, flip a coin and commit for three months. You’ll learn fast. - Keep your old process as a backup until you’re sure.
Bottom Line:
Choosing a CRM is about making your day-to-day life easier, not scoring the shiniest tech. Start simple, focus on your real needs, and don’t get distracted by features you’ll never use. Most of the magic comes from how you use the tool, not which tool you pick. Try a few, trust your gut, and don’t be afraid to switch if something better comes along.