HubSpot Starter vs. Pipedrive (2026): The Real Cost Comparison for Service Businesses

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Why Service Businesses Need CRM

If you run a service business—IT consulting, marketing agency, accounting firm, home services—client history is scattered across spreadsheets, email inboxes, and text messages. A CRM centralizes this information so you can answer one question instantly: When did I last talk to this client, and what did we discuss?

This guide compares the two best options for service businesses: HubSpot Starter Suite and Pipedrive.

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Quick Comparison: HubSpot Starter vs. Pipedrive

Pricing verified January 2026

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HubSpot Starter Suite: The "All-in-One" Value Play

What You Get

HubSpot's positioning has evolved significantly. The Starter Customer Platform bundles Marketing, Sales, Service, Content, and Operations Hubs at a combined discount—creating genuine value for service businesses wanting one platform instead of five tools.

Included in the Starter Suite ($15/seat/month annual, $20 monthly):

• CRM: Contact storage up to 15M, but 1,000 marketing contacts at Starter tier
• Marketing Hub Starter: Bulk email at 5x your marketing contacts (e.g., 5,000 emails for 1,000 contacts), landing pages, forms (no HubSpot branding)
• Sales Hub Starter: Email tracking, 2 sales pipelines, meeting scheduler
• Service Hub Starter: Ticketing, live chat, conversational bots
• Breeze AI: AI-powered content creation, chat summaries, and recommendations

Real-World Pricing

Free tier reality check: HubSpot's free CRM includes up to 5 users with full edit access, contact management, email tracking, and basic reporting. The upgrade to Starter makes sense when you need:

• Bulk email marketing without HubSpot branding
• More than 1,000 marketing contacts
• More automation actions (10 vs. 0)
• Basic ticketing for client support

Where HubSpot Falls Short

• Automation limits: Starter caps at 10 automated actions—serious users hit this quickly
• The Pro cliff: Jumping from Starter ($15/mo) to Professional ($800+/mo) is a massive leap if you need just one Pro feature
• Complexity: More features means more to learn; the UI can feel overwhelming initially

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Pipedrive: For Visual Thinkers Who Just Want Deals

What You Get

Pipedrive does one thing exceptionally well: visual pipeline management. If you think in terms of "these leads are here, those projects are there," Pipedrive's kanban-style interface will feel immediately intuitive.

Pipedrive Lite ($14-24/user/month) includes:

• Visual sales pipelines (unlimited)
• Contact and company management
• Email integration (Gmail, Outlook)
• Mobile apps with offline access
• 400+ marketplace integrations
• Basic reporting and dashboards

Pipedrive Pricing Tiers

Prices verified January 2026

Real-World Pricing

Where Pipedrive Falls Short

• The email sync tax: Pipedrive Lite ($14) does not include 2-way email sync. To see client emails inside Pipedrive automatically, you must upgrade to Growth ($39/user)—making HubSpot significantly cheaper for email-heavy workflows
• Deal limits per seat: The entry tier caps at 2,500 active deals per seat (pooled across team)
• No marketing tools: You'll need a separate platform (Mailchimp, etc.) for bulk email
• No support ticketing: Client support tracking requires an external tool
• Hidden add-on costs: LeadBooster ($32/mo), Smart Docs ($32/mo), and Campaigns (~$16/mo) push that $14/mo price toward $50+

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The Secret Weapon: Integrating Phone & Proposals

Here's where CRM becomes genuinely useful: connecting your phone system and proposal tools so every client interaction lives in one place.

Connecting Your Business Phone

Both HubSpot and Pipedrive integrate with modern VoIP systems, but HubSpot's integration with Quo (formerly OpenPhone) is particularly notable:

What syncs automatically:

• Incoming and outgoing calls (with recordings)
• Text messages and voicemails
• AI-generated call summaries and transcripts
• Contact details from HubSpot displayed on incoming calls

The result: When a client calls, you see their name, company, recent deals, and last conversation—before you answer. After the call, the summary auto-logs to their record. No manual notes, no "what did we discuss?" moments.

When set up properly, your CRM becomes a living history that maintains itself—no manual note-taking required.

Connecting PandaDoc for Proposals and Contracts

The HubSpot + PandaDoc integration creates a closed loop for your sales process:

What syncs automatically:

• Proposals and contracts populated with HubSpot deal data
• Document status (sent, viewed, signed) visible in HubSpot
• Signed contracts attached to client records
• Deal stage updates when documents are signed

The workflow:

1. Create a deal in HubSpot
2. Generate a proposal in PandaDoc (auto-filled with deal data)
3. Client views and signs electronically
4. Signed PDF auto-attaches to HubSpot record
5. Deal stage automatically advances

This eliminates the chaos of "where's that signed contract?" and "did they ever open that proposal?"

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Which CRM Should You Choose?

Choose HubSpot Starter If:

• You want one platform for CRM, marketing email, and basic support
• You need 2-way email sync without paying $40/month extra
• You want to turn client emails into tracked support tickets
• Email marketing is part of your client acquisition strategy
• Budget allows $15/seat/month (or start free)

Choose Pipedrive If:

• You're focused on cold calling and sales without post-sale support needs
• You want maximum simplicity with minimal learning curve
• Your team handles email outside the CRM
• You prefer a purpose-built sales tool over all-in-one platforms
• You can afford Growth tier ($39/user) if you need email sync

Stay with Spreadsheets If:

• You have fewer than 50 contacts total
• You genuinely don't need client history
• You're a solo operator with an excellent memory
• Budget is genuinely zero and the free tier feels like too much

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Getting Started: The 30-Minute Setup

HubSpot Quick Start

1. Sign up for free at hubspot.com (no credit card required)
2. Import your contacts from Excel/Google Sheets (HubSpot provides a template)
3. Create your first deal pipeline with stages matching your sales process
4. Connect your email for automatic tracking of client conversations
5. Install the mobile app for inbox-style access to client communication

Pipedrive Quick Start

1. Start your 14-day trial at pipedrive.com
2. Customize your pipeline stages (Pipedrive suggests sensible defaults)
3. Import contacts from CSV or other CRMs
4. Connect your email (full sync requires Growth tier)
5. Drag your first deal through the pipeline to experience the visual workflow

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Frequently Asked Questions

Is HubSpot free CRM actually free?

Yes, HubSpot's free CRM has no time limit and includes up to 5 users with full edit access and 1,000 marketing contacts. The paid Starter tier adds bulk email (without branding), enhanced automation, and better forms. Most service businesses can start free and upgrade when they hit the contact limit.

Is Pipedrive good for service businesses?

Absolutely. Pipedrive's visual pipeline approach works for any business with deals or projects moving through stages—IT projects, consulting engagements, home service jobs, marketing retainers. It lacks built-in marketing and support tools, so you'll need separate solutions there.

What's the cheapest way to get started with a real CRM?

HubSpot's free tier is the cheapest starting point—up to 5 users, no time limit. If you want paid features immediately, Pipedrive Lite at $14/user/month (annual) is the most affordable structured option.

Can I migrate from one CRM to another?

Yes, both HubSpot and Pipedrive allow CSV exports and have import tools for competitor data. Migration is straightforward if you decide to switch, though you'll lose activity history that doesn't export cleanly.

Do these CRMs integrate with my business phone system?

Yes. HubSpot has native integrations with OpenPhone (Quo), RingCentral, Aircall, and others. Pipedrive connects with similar providers and offers its own Caller add-on. Both can log calls automatically.

For more on business phone systems, see our VoIP guide for small business.

Which CRM is better for a team of 1-5 people?

For budget-conscious small teams, HubSpot's free tier is unbeatable. For teams wanting immediate structure without a learning curve, Pipedrive Lite provides excellent visual pipeline management at $14/user/month.

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Final Verdict

HubSpot Starter Suite: 8.5/10

HubSpot wins on value and ecosystem. The free tier is genuinely useful, the Starter bundle provides real breadth, and the integration options create a platform you can grow into. The learning curve and automation limits are real drawbacks, but the "all-in-one" positioning delivers for service businesses.

Pipedrive Lite: 8/10

Pipedrive wins on simplicity and focus. If you want a CRM that does sales pipeline management exceptionally well without feature bloat, Pipedrive respects your time. The lack of marketing and support tools means you'll need other solutions, but that focused approach is a feature for some users.

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Related Resources

• Monday.com Review 2026 – If you're using Monday.com for lead tracking, see how it compares as a dedicated CRM alternative
• VoIP Small Business Guide – Compare business phone systems that integrate with HubSpot and Pipedrive
• Google Workspace vs Microsoft 365 – Productivity platforms that connect with both CRMs
• Complete Business Software Stack Under $200 – Build your entire tech stack affordably
• New Employee IT Onboarding Checklist – CRM setup should be part of your onboarding process