Quick Start
This guide covers every Close CRM feature:
- Getting Started — Create your account and set up the basics
- How to Use Inbox Management — Work every email, call, and task from one prioritized queue
- How to Use Leads Management — Store lead information in a centralized location with custom fields
- How to Use Workflow Automations — Automate lead assignments and follow ups without manual effort
- How to Use Conversations — Record calls, transcribe them, and keep every thread in one place
- How to Use Reports & Analytics — Read funnel reports and activity comparisons for the whole sales team
- How to Use Popular Integrations — Connect Calendly, Zoom, and Zapier to your sales process
- How to Use Sales AI — Get instant call summaries written onto the lead profile
- How to Use Advanced CRM — Build custom activities and opportunity statuses around your sales cycle
- How to Use ROI Calculator — Estimate revenue gains before you commit to a paid plan
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives
Why Trust This Guide
I have run my own sales pipeline in Close CRM for eight months.
Every product screen shot here comes from my own account, not a vendor deck.
The right CRM setup is the backbone of an efficient sales process.
Most teams buy a CRM system and then use a tenth of it.
This guide shows you how to use Close CRM feature by feature.
Step by step, with screenshots and the settings I actually changed.
Close CRM Tutorial
This How to Use Close CRM tutorial walks through setup, daily work, and the reports that drive sales success.
Close CRM
Give your sales reps one place to call, email, and close. Close CRM tracks every lead, automates follow ups, and reports on the whole team. Start free — no credit card needed.
Getting Started with Close CRM
Before touching any feature, finish this one-time setup.
It takes about three minutes.
Here is what my own account looked like on day one:
Now let’s walk through each step.
Step 1: Create Your Account
Go to the Close website and click Start Free Trial.
Enter your work email and create a password.
✓ Checkpoint: Check your inbox for the confirmation email.
Step 2: Set Up Your Organization
Close runs in the browser, with a mobile app for iOS and Android.
The first step is to ensure your account information is accurate.
Add your company name, time zone, and calling number under Settings.
Here’s what this looks like:
✓ Checkpoint: Your organization name appears in the top-left corner.
Step 3: Invite Your Team and Import Contacts
Add each seat, then create user groups for territories or shifts.
Import your contacts by CSV so every lead lands in one account.
✅ Done: You are ready to use any feature below.
How to Use Close CRM Inbox Manager
Inbox Management lets you work every email, call, and task from one prioritized queue.
The Inbox is the primary hub to manage tasks, emails, and calls.
Think of it as a to-do list that rebuilds itself every morning.
Here’s how to use it step by step.
Step 1: Open the Inbox
Click Inbox in the left sidebar of your account.
Clearing it daily is the single habit that lifted my reply rate most.
Step 2: Sort Your Queue
Filter by tasks, emails, or missed calls for today.
Here’s what this looks like:
✓ Checkpoint: Your queue shows only work that is due now.
Step 3: Clear Each Item
Reply, call, or reschedule until the queue is empty.
✅ Result: You finished the day with zero untouched follow ups.
💡 Pro Tip: Snooze low-priority items instead of deleting them, so nothing quietly disappears.
How to Use Close CRM Leads Manager
Leads Management lets you store lead information in a centralized location with custom fields.
Custom fields store lead information in a centralized location.
Importing leads works from CSV or XLS, so normalize your fields first.
Here’s how to use it step by step.
Step 1: Import Your Leads
Upload a CSV or XLS file from the Leads page.
For example, one smart view can hold every deal untouched for ten days.
Step 2: Normalize Your Fields
Map each column so every field stays actionable after import.
Here’s what this looks like:
✓ Checkpoint: Every imported lead shows a status, owner, and contact method.
Step 3: Build a Smart View
Save a filtered search, such as Stalled Deals, for daily work.
✅ Result: Smart views let sales reps prioritize leads effectively each morning.
💡 Pro Tip: Define high-level lead statuses first, then add detail later as your process settles.
How to Use Close CRM Workflow Automations
Workflow Automations lets you automate lead assignments and follow ups without manual effort.
Workflows automate lead assignments and nurturing across your sales team.
Automated sequences keep nurturing running while your sales reps sleep.
Here’s how to use it step by step.
Step 1: Create a Workflow
Go to Settings and click Workflows, then New Workflow.
Add a delay of two or three days between steps to sound human.
Step 2: Set the Entry Rule
Choose a smart view or lead status as the trigger.
Here’s what this looks like:
✓ Checkpoint: The workflow preview lists every lead that will enter it.
Step 3: Add Steps and Delays
Stack emails, calls, and SMS with a delay between each.
✅ Result: Repetitive tasks now run without a manager assigning them.
💡 Pro Tip: Use user groups to round-robin leads inside a workflow and keep ownership clear.
How to Use Close CRM Conversations
Conversations lets you record calls, transcribe them, and keep every thread in one place.
Salespeople can send emails and make calls without leaving the CRM.
Making calls from the lead record keeps context on screen while you talk.
Here’s how to use it step by step.
Step 1: Open a Lead Record
Click any lead to see the full communication history.
Transcripts give you qualitative insights into how buyers describe their own business.
Step 2: Start the Conversation
Use the built-in dialer or the email composer at the top.
Here’s what this looks like:
✓ Checkpoint: The call or email logs itself against that contact.
Step 3: Save a Template
Store frequently used email and SMS templates for one-click reuse.
✅ Result: Every touchpoint sits on one timeline your team can read.
💡 Pro Tip: Record calls and let the transcript surface how prospects describe their own business.
How to Use Close CRM Reports & Analytics
Reports & Analytics lets you read funnel reports and activity comparisons for the whole sales team.
Close CRM offers customizable reports to view account activity.
Funnel reports monitor every stage so you can win more deals per month.
Here’s how to use it step by step.
Step 1: Open the Reports Tab
Click Reporting in the top navigation of your account.
Bring these insights to a weekly pipeline meeting and coach from real numbers.
Step 2: Read the Funnel Report
Check each stage of the sales funnel for stalled volume.
Here’s what this looks like:
✓ Checkpoint: You can see where deals slow down by stage.
Step 3: Compare Activity
Open the Activity Comparison Report for a spreadsheet-like team view.
✅ Result: Activity comparisons show who drives results and who needs coaching.
💡 Pro Tip: Run this report before weekly pipeline meetings for a 30,000-foot view of the pipeline.
How to Use Close CRM Popular Integrations
Popular Integrations lets you connect Calendly, Zoom, and Zapier to your sales process.
Close CRM offers over 100 native integrations, plus no-code and Zapier options.
Once connected, all the information about a prospect sits in one record.
Here’s how to use it step by step.
Step 1: Open the Integrations Page
Find Integrations under Settings in your account.
Zapier covers anything the native list misses, with no code required.
Step 2: Connect Your Tools
Authorize Calendly, Zoom, or Zapier with your login.
Here’s what this looks like:
✓ Checkpoint: Connected apps show a green status badge.
Step 3: Test the Data Flow
Book a test meeting and confirm the activity logs correctly.
✅ Result: Prospect data now passes securely between your tools.
💡 Pro Tip: LinkedFusion creates a lead in Close the moment a prospect accepts your invitation.
How to Use Close CRM Sales AI
Sales AI lets you get instant call summaries written onto the lead profile.
The AI Call Assistant summarizes calls and writes notes on lead profiles.
Instant notes mean the next rep sees what was promised on the last call.
Here’s how to use it step by step.
Step 1: Enable Sales AI
Turn on call recording and AI notes inside Settings.
Search those summaries later to spot patterns across lost deals.
Step 2: Make a Call
Dial from the lead record so the assistant captures audio.
Here’s what this looks like:
✓ Checkpoint: A summary appears on the lead within a minute.
Step 3: Review the Summary
Skim the notes, fix names, and add your own context.
✅ Result: You keep accurate call records without typing them.
💡 Pro Tip: Paste AI summaries into your handoff notes so nobody repeats discovery questions.
How to Use Close CRM Advanced CRM
Advanced CRM lets you build custom activities and opportunity statuses around your sales cycle.
Custom activities help track and manage the sales process at every stage.
Creating one clean activity type beats bolting on five messy custom fields.
Here’s how to use it step by step.
Step 1: Open Custom Activities
Go to Settings and select Custom Activities.
Audit these settings each quarter as your sales process changes.
Step 2: Create an Activity Type
Build a form that captures the data that stage needs.
Here’s what this looks like:
✓ Checkpoint: The new activity type appears on every lead record.
Step 3: Set Opportunity Statuses
Rename statuses so they mirror your real sales cycle.
✅ Result: Common touchpoints outside the CRM are now centralized inside it.
💡 Pro Tip: Skip free-text fields where a dropdown works, and data hygiene stays manageable.
How to Use Close CRM ROI Calculator
ROI Calculator lets you estimate revenue gains before you commit to a paid plan.
The ROI Calculator estimates what a better sales process is worth.
It is a sales tool, so treat the output as a range, not a promise.
Here’s how to use it step by step.
Step 1: Open the Calculator
Visit the ROI Calculator page on the Close website.
Still, it gives finance a starting number for the seat conversation.
Step 2: Enter Your Numbers
Add seat count, average deal size, and current close rate.
Here’s what this looks like:
✓ Checkpoint: The tool returns a projected monthly gain.
Step 3: Compare Against Seats
Weigh that figure against your seat cost before upgrading.
✅ Result: You have a number to bring to your finance team.
💡 Pro Tip: Run the calculation twice, once with your worst month and once with your best.
Close CRM Pro Tips and Shortcuts
After eight months of daily use, these are the shortcuts I keep.
They are small strategies, but they save real hours every week.
Keyboard Shortcuts
| Action | Shortcut |
|---|---|
| Search leads | / |
| Create a lead | C then L |
| Start a call | C then C |
| Write an email | C then E |
Hidden Features Most People Miss
- Bulk email: Select a smart view and send more emails in one pass without leaving the list.
- Custom activities: Log demos, site visits, and other touchpoints that happen outside the CRM.
- Mobile app: Log calls and act on tasks from your phone while away from a desk.
Close CRM Common Mistakes to Avoid
Mistake #1: Working outside the CRM
❌ Wrong: Sales reps call from a personal phone and email from a separate client.
✅ Right: Do the work inside Close so reports stay accurate and complete.
Mistake #2: Too many free-text fields
❌ Wrong: Every rep types industry names their own way, so filters break.
✅ Right: Use dropdowns and consistent naming conventions for data hygiene.
Mistake #3: Copying someone else’s pipeline stages
❌ Wrong: Importing a template pipeline that does not match how you sell.
✅ Right: Custom opportunity statuses should reflect your specific sales cycle.
Close CRM Troubleshooting
Problem: Imported leads look messy
Cause: Your CSV columns were not normalized before upload.
Fix: Fix headers in the spreadsheet, delete the import, then upload again.
Problem: A workflow skips some leads
Cause: The entry smart view excludes them, or they already finished the sequence.
Fix: Open the workflow, widen the entry rule, and check the excluded list.
Problem: Reports show missing calls
Cause: Someone dialed outside the CRM system, so nothing was logged.
Fix: Ask the team to call from Close, then audit the pipeline weekly.
📌 Note: If none of these fix your issue, contact Close support.
What is Close CRM?
Close CRM is a CRM system built for sales teams that call and email daily.
Think of it like an inbox, a dialer, and a sales pipeline in one window.
Watch this quick overview:
It includes these key features:
- Inbox Management: Work every email, call, and task from one prioritized queue.
- Leads Management: Store lead information in a centralized location with custom fields.
- Workflow Automations: Automate lead assignments and follow ups without manual effort.
- Conversations: Record calls, transcribe them, and keep every thread in one place.
- Reports & Analytics: Read funnel reports and activity comparisons for the whole sales team.
- Popular Integrations: Connect Calendly, Zoom, and Zapier to your sales process.
- Sales AI: Get instant call summaries written onto the lead profile.
- Advanced CRM: Build custom activities and opportunity statuses around your sales cycle.
- ROI Calculator: Estimate revenue gains before you commit to a paid plan.
For a full review, see our Close CRM review.
Every plan includes the dialer, so calls never sit outside the CRM.
Close CRM Pricing
Here’s what Close CRM costs in 2026:
| Plan | Price | Best For |
|---|---|---|
| Essentials | $35/seat/month | Solo founders and two-person teams |
| Growth | $99/seat/month | Teams that need workflows and reports |
| Scale | $139/seat/month | Larger organizations with custom activities |
Free trial: Yes, 14 days with no credit card required.
Money-back guarantee: No refund window, but you can cancel any month.
💰 Best Value: Growth — it unlocks the workflow and reporting tools most teams need.
Close CRM vs Alternatives
How does Close CRM compare? Here’s the competitive landscape:
Watch this comparison:
| Tool | Best For | Price | Rating |
|---|---|---|---|
| Close CRM | Outbound calling teams | $35/mo | ⭐ 3 |
| GoHighLevel | Agencies | $97/mo | ⭐ 4.5 |
| Keap | Small business | $249/mo | ⭐ 4.2 |
| ActiveCampaign | Email marketing | $29/mo | ⭐ 4.5 |
| HubSpot | Scaling teams | $20/mo | ⭐ 4.4 |
| ClickFunnels | Funnels | $97/mo | ⭐ 4.1 |
| Folk | Relationship sales | $25/mo | ⭐ 4.4 |
| Instantly | Cold email | $37/mo | ⭐ 4.5 |
Quick picks:
- Best overall: Close CRM — calling, email, and reports in one place
- Best budget: Freshsales CRM — a real dialer on a cheap entry plan
- Best for beginners: HubSpot — a free tier and gentle onboarding
- Best for agencies: GoHighLevel — white-label client accounts
🎯 Close CRM Alternatives
Looking for Close CRM alternatives? Here are the top options:
- 🚀 GoHighLevel: Built for agencies that resell marketing and sales tools under their own brand.
- 💰 Keap: Combines a CRM system with e-commerce and invoicing for small service businesses.
- 🎨 ActiveCampaign: Deep email automation with a light CRM attached for smaller sales teams.
- ⚡ HubSpot: A free tier plus marketing, service, and sales hubs that grow with your company.
- 🔒 ClickFunnels: Landing pages and checkout funnels rather than a full CRM for sales teams.
- 🧠 Folk: A lightweight contacts tool that pulls prospects straight from LinkedIn.
- 👶 Instantly: Cold email sending at scale with inbox warm-up and deliverability tooling.
- 🏢 ClickUp: A task platform with CRM templates for teams that already live in ClickUp.
- 🔧 Monday CRM: Colorful boards that make the sales pipeline easy to read at a glance.
- 🌟 Capsule CRM: A clean, low-cost CRM for small teams that need contacts and simple deals.
- ⭐ Insightly: Joins CRM records with delivery projects so handoffs stay in one system.
- 🎯 Freshsales CRM: Built-in phone, AI scoring, and a generous entry plan for small teams.
- 💼 Salesforce: The most customizable CRM available, with an admin cost to match.
- 📊 Zendesk: Strong ticketing with a Sell product for teams where support drives revenue.
For the full list, see our Close CRM alternatives guide.
⚔️ Close CRM Compared
Here’s how Close CRM stacks up against each competitor:
- Close CRM vs GoHighLevel: GoHighLevel wins on white-label agency features; Close wins on calling and daily sales work.
- Close CRM vs Keap: Keap bundles payments and marketing; Close stays focused on outbound sales reps.
- Close CRM vs ActiveCampaign: ActiveCampaign leads on marketing automation; Close leads on calls and pipeline work.
- Close CRM vs HubSpot: HubSpot has a broader platform; Close is faster for high-volume calling teams.
- Close CRM vs ClickFunnels: ClickFunnels builds the top of funnel; Close manages what happens after the opt-in.
- Close CRM vs Folk: Folk is simpler and cheaper; Close offers real workflows, reports, and a dialer.
- Close CRM vs Instantly: Instantly sends more emails; Close manages the conversations those emails start.
- Close CRM vs ClickUp: ClickUp handles projects better; Close handles calls, follow ups, and deals better.
- Close CRM vs Monday CRM: Monday CRM looks friendlier; Close gives sales reps stronger communication tools.
- Close CRM vs Capsule CRM: Capsule costs less per seat; Close automates far more of the sales process.
- Close CRM vs Insightly: Insightly suits post-sale delivery; Close suits teams chasing new deals daily.
- Close CRM vs Freshsales CRM: Freshsales is cheaper to start; Close has cleaner workflows and better reporting.
- Close CRM vs Salesforce: Salesforce scales further; Close gets a small sales team selling within a day.
- Close CRM vs Zendesk: Zendesk owns support; Close owns outbound calling and pipeline management.
Start Using Close CRM Now
You learned how to use every major Close CRM feature:
- ✅ Inbox Management
- ✅ Leads Management
- ✅ Workflow Automations
- ✅ Conversations
- ✅ Reports & Analytics
- ✅ Popular Integrations
- ✅ Sales AI
- ✅ Advanced CRM
- ✅ ROI Calculator
Next step: Pick one feature and try it today.
Most people start with Inbox Management.
It takes less than five minutes to implement.
Frequently Asked Questions
How to use CRM step by step?
Add your account settings, import leads, define lead statuses, build smart views, then automate follow ups with workflows. Work the Inbox daily and review reports weekly.
What is CRM close?
Close is a CRM system built for sales teams. It combines calling, email, SMS, pipeline tracking, and reporting so sales reps work inside one tool.
How do I create a smart view in close CRM?
Search or filter your leads, then click Save as Smart View. Name it, choose who can access it, and it appears in your left sidebar.
How to use CRM effectively?
Treat it as an action-oriented hub. Log every call and email, keep naming conventions consistent, audit data monthly, and let workflows handle repetitive tasks.
What is CRM software tutorial?
A CRM software tutorial walks you through setup, data import, pipeline stages, and automation. This guide does that for Close CRM, feature by feature.
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