Keap CRM Review and Pricing

Why We Chose Keap as the Best CRM Software for Sales Automation

Unlike many of the other top CRMs we reviewed, Keap offers two tiers of sales automation options: easy and advanced. Business owners who want to set up straightforward “when-then” workflows to gather website leads, follow up with prospects, schedule appointments, send automated notifications and emails, and create deals based on set conditions can choose from a variety of ready-made, customizable templates or build their own in just a few clicks. 

Even though advanced automations give users the option to go much deeper and set up alternative decision paths, delay timers and complex conditions, creating workflow automations can be done on a highly visual canvas with a simple drag-and-drop process. The platform also includes an AI automation assistant, which provides dozens of templated bundles that you can preview, modify and test — all without leaving one consolidated view. 

All in all, Keap stands out from the competition with its ease of use, various thematic templates and modification options, and numerous available integrations, making it our best pick for a CRM focused on sales automation. 

Ease of Use

Keap CRM is simple enough for beginners but flexible enough to handle the advanced capabilities more experienced users need. We particularly liked the following ease-of-use features. 

• Intuitive interface: Your sales team will appreciate that Keap’s tools are clearly labeled and easy to find. Most features include a helpful overview tour and walkthrough video the first time they’re used, which helps users get up to speed faster. We also like that users can complete most tasks, including setting appointments, managing email and text conversations, sending invoices and adding automations, without leaving the contact view. Other CRMs we evaluated often open new tabs or views for these updates, so we found Keap’s approach neater and more efficient.
• Easy AI assistant functionality: We like that Keap’s AI assistant helps streamline campaigns, optimize email communication, generate tailored marketing content and build automation workflows that support the entire customer lifecycle. 
• Onboarding and implementation assistance: All Keap users get access to onboarding checklists, online courses, videos, webinars and other training resources, plus personalized advice from Keap’s expert coaches and 24/7 chat support. The required implementation package accelerates adoption and ensures employees understand how to use the platform effectively. It supports initial data migration, automation and integration setup, and provides a year of strategic assistance to keep the system performing optimally. Once onboarding is complete, Keap’s customer support team remains available for troubleshooting and guidance.  
• Easy integrations: Keap connects with Google and Microsoft 365 suites, as well as core apps like Zoom, QuickBooks, HelloSign and Mailchimp. Additional integrations are available through Zapier or in the Keap Marketplace. These require no coding experience and extend functionality with automations for services like SurveyMonkey, Calendly and Facebook Lead Ads. Small businesses can also use the Marketplace to connect with external Keap experts for extra implementation support or marketing and sales guidance.  

Keap Features

There are key CRM features to look out for when you’re shopping for the right platform to support your sales team. These are the ones that make Keap stand out.

Sales Automation

Keap’s sales automation features are stellar. You can choose to set up easy or advanced workflows, with both options offering a generous selection of customizable templates to power up your lead generation, drive customer loyalty and even help nominate an Employee of the Month.   

• Easy automations: Easy automations work off the basic “when-then” formula and are best suited for businesses that rely on constant communication with their customers. For example, you can follow up on an unpaid invoice after a set period, send a reminder about an upcoming appointment or notify a team member about a new form submission. 
• Advanced automations: Advanced automations allow users to set up alternative paths based on specific conditions and scenarios. For instance, you can establish rules for asking your top clients for reviews and promptly follow up with any unsatisfied customers. 

We love that, thanks to AI-powered automation “plays,” you can launch and automate entire multi-channel campaigns to support customer journeys. The AI will suggest optimal topics and content for each step and help you customize messages to fit a certain tone of voice. It can also translate them — a particularly helpful feature for small businesses looking to expand into international markets. 

We also appreciate that you can automate most of your sales processes. You can create and share custom price quotes from the Keap app, and clients can accept them online. Once accepted, your sales team can be notified via text message so they can convert the quote into an order customers can pay online. You can also use the platform’s sales pipeline management tools for lightweight project management across your sales, marketing and operations teams. We particularly like that Keap’s AI provides suggested workflows based on natural language prompts.

Integrated Email Builder

Keap offers a drag-and-drop tool and templates that make creating and managing email marketing campaigns quick and painless. Its automated sales correspondence helps prevent communication gaps and keeps deals moving forward. The broadcasting feature lets you send email blasts to segmented audiences, accelerating outreach while ensuring messages stay relevant. Pairing email templates and automation with built-in list segmentation tools improves the likelihood of lead conversion by making sure tailored messages reach the right recipient at the right time.

We were impressed by Keap AI’s content-generation capabilities. In addition to offering a wide range of customizable templates, it can work from natural language prompts to create tailored messages, then modify, shorten or translate them as needed. When designing emails for broadcasts, the AI assistant can also suggest optimal calls to action and headings, proofread copy, and help refine your message, streamlining email marketing and freeing your team to focus on closing.

Built-in E-Commerce Automation

While many CRMs can manage aspects of e-commerce, most require third-party integrations to do so — but not Keap. This system includes built-in automated e-commerce functions, making it a viable choice for businesses that live and breathe online. 

Keap lets you create quotes, send invoices with direct payment links, connect bank details to receive payments, add promo codes, set tax rates and build custom checkout forms for your website — all without leaving the app. You can also set up linked automations to pursue upselling and cross-selling opportunities at checkout or to save time chasing overdue payments. To help drive more leads, Keap lets you create custom landing pages and contact forms or use one of many predesigned templates.

Contact Management

Like many CRMs, Keap has a dedicated section to store businesses and contacts. Each customer profile contains detailed records, including contact details, associated deals, and your previous sales interactions and communications. 

What sets Keap apart is the array of actions you can take straight from the contact card, without opening multiple tabs or navigating to a separate CRM area. You can create tasks, schedule appointments, send emails and record payments via handy pop-ups that don’t interrupt your flow. You can also add contacts directly to automation workflows, ensuring each lead is actioned immediately and nothing falls through the cracks.

Custom data fields let you focus on information critical to your business, rather than manipulating preset fields that may be irrelevant. We also like that, unlike many other CRMs, Keap lets you add new custom fields, tags or values directly from the editing form rather than the admin panel, eliminating unnecessary admin steps.

Dedicated Business Line

All Keap users get access to a free business phone number for calls and texts, along with the option to set up voicemails and auto-reply messages. The number is connected to your smartphone, and the caller ID clearly indicates when a call is coming from a business contact. The business line is connected to both mobile and desktop versions of the CRM, making it easy to keep all conversations in one place, attach files to your messages, set up appointments and more. 

We were particularly impressed by Keap’s ability to set up tasks from individual messages, ensuring no customer request or opportunity falls through the cracks. We also like that you can create message templates to streamline communication and reduce admin work.

Keap Pricing

Unlike most CRMs we reviewed, which offer tiered plans with different features, Keap charges based on the number of users and contacts in your account. The more users or contacts you add, the more you’ll pay.

Sample Pricing

Here’s a sampling based on 1,500 contacts (the lowest increment available):

Additional Costs 

Take the following into account when figuring out pricing: 

• Additional users: Each extra user will cost $35 per month. 
• Additional contacts: Extra contacts are sold in progressive bundles (2,500; 4,000; 6,500; 11,500; 16,500; 26,500; and 50,000-plus). Pricing increases as your database grows. For example, if you had 15 users and wanted 6,500 contacts, you’d pay $785 per month (billed annually). We found this surprising, as most competitors offer volume discounts. If you need more than 50,000 contacts, you’ll need to contact Keap sales. 
• Onboarding fee: A one-time $500 onboarding and implementation fee is required. 
• Free trial: Keap offers a 14-day free trial with access to most features.

Included Features

All Keap users get equal access to its CRM, marketing, sales, operations and administrative tools. The core CRM and sales-specific features include:

• Contact, deal and task management
• Reminders
• Easy and advanced workflow automations
• Business analytics and reports
• Sales pipelines
• Business phone line and text messaging
• Appointments, quotes and invoices
• Customizable dashboards
• Internal and external forms
• One-click upsell and cross-sell
• Billing automation
• Subscription management 

Marketing features include:

• Email campaigns and templates
• Lead source tracking
• Landing page builder 

The platform also provides user role management, calendar sync, a built-in Zapier integration and a mobile app.

Keap Text Message Pricing

Keap’s business line feature supports both business text messages and voice calls, so its messaging plans include a bundle of texts and voice minutes. All users start on Tier 1, which includes 500 free text messages, 100 free minutes and a toll-free phone number.

If you want to expand your text and phone marketing efforts, there are five paid tiers: 

You can also purchase a separate text message add-on, which gives you access to 500 texts for $6 per month, and a local number add-on for $10 per month. 

Implementation and Onboarding 

Keap does a good job of ensuring its customers start strong and continue to succeed. 

• Online and self-help resources: Keap’s onboarding checklists and quick in-app video walkthroughs for key features complement its how-to video library and detailed knowledge base, helping you set up your CRM for success from the start. Together, these resources explain how to connect lead sources, create workflow automations, track activities, set up invoicing and payments, design and send email campaigns, and manage customer communication.
• Implementation package: Keap’s required implementation package, priced at $500, provides business owners with access to a team of Keap experts and includes contact import services and migration from select platforms (up to 15 hours). It also offers a dedicated Implementation Strategy Manager who will help set up the CRM to match your business goals and check in regularly to keep you on course. This package can be complemented with separate paid add-ons like e-commerce data import or email list cleaning.
• Enhanced coaching: The Keap Expert Coaching service offers personalized one-on-one support, training webinars, and a custom sales and marketing plan to help you convert more leads. After clarifying your business goals, the coach works with you to develop an action plan for growing sales and encouraging repeat business. The service is available to all users for a one-time $499 fee.
• Ongoing growth support: Keap offers three monthly membership plans, ranging from $99 to $1,997 per month. In addition to premium support and regular strategy calls, the top-tier plans include personalized automation services and list cleaning.   

Customer Service

Keap’s customer support options include email and 24/7 live chat access, as well as a community forum and Keap Academy, an online learning platform with an extensive collection of how-to videos, courses and on-demand webinars. 

Phone support is available Monday through Friday for businesses in the U.S., Monday through Saturday for those in the U.K., and Monday through Saturday for companies in Australia. All users also get access to a dedicated Keap Customer Success Manager who can help resolve issues, provide resources and offer expert business advice along the way.

To test the quality of Keap’s customer support, we contacted the vendor as a small business owner interested in its software. The representative we spoke with was knowledgeable and helpful, describing each feature in detail and reminding us that the support team would be available every step of the way if we needed assistance. They also discussed common challenges small businesses face with CRM software and how Keap’s CRM addresses them. The rep was extremely patient, offering to call us back and set up a demo to help us understand every aspect of the software.

In contrast, the in-app chat option was less effective, with wait times exceeding 30 minutes — a significant drawback in our experience.

Limitations  

Here are a few potential concerns about Keap:

• Limited analytics: We found Keap’s data analytics functionality somewhat limited, especially when it comes to sales enablement and revenue forecasting. While the software offers detailed reports on conversions and campaign performance, businesses looking for deeper team management insights, custom reporting or AI-powered predictions might prefer a solution more tailored to sales management. We’d recommend reading our review of Freshworks’ Freshsales CRM in that case.   
• Not as customizable: Companies with unique or complex needs may find that Keap lacks the deep customization options and business app integrations they need to manage fluctuating sales circumstances. The Keap Expert Coaching service is ideal for this type of situation, though, and can guide you on how to optimize the system for atypical use cases and set up complex automations that adapt to your business needs. Still, our Salesforce CRM review presents an alternative option for businesses most interested in customization.
• Expensive texting: While Keap includes 500 free text messages and 100 call minutes with all subscriptions, higher-tier text marketing packages can be costly. If your sales team heavily relies on texts and phone calls, you may need to factor in up to $279 per month in extra costs. Businesses outside the U.S. and Canada should also note that a dedicated phone line and one-on-one text messages are not available to them. 

Methodology

This review is based on our extensive research comparing dozens of the best CRM software solutions on the market, along with a detailed product review process that included comprehensive communication with the platform’s customer support team, a trial to evaluate the product’s functionality, and an examination of numerous tutorials, webinars, demos and support materials. As part of the review, we took a close look at Keap’s features and functionality, including contact and deal management, sales automation, reporting and analytics, e-commerce capabilities, email marketing and integrations. We also factored in pricing and setup. We chose Keap as the best CRM for sales automation because of its powerful automation tools, user-friendly workflows and breadth of prebuilt templates that make it easy for businesses to streamline sales processes from lead capture to close.

Bottom Line

We recommend Keap CRM for …

• Companies with many repetitive processes that would benefit from straightforward and advanced sales and marketing automations.
• E-commerce businesses looking to automate lead collection, payment processing and basic client communication.
• Sales teams that need personalized onboarding and implementation support.

We don’t recommend Keap CRM for …

• Small businesses and startups that don’t require advanced feature sets designed for large teams.
• Businesses with large contact databases but little room in the budget for upfront fees.
• Businesses that require highly advanced analytics, AI-driven sales forecasting or deep customization beyond Keap’s available options.