Choosing Between Insightly and Notion for Your Professional Services Business
An honest comparison of Insightly and Notion for Australian mid-market Australian businesses. See feature ratings, pricing, pros and cons to make the right choice — or let our Harvard-educated experts help you decide.
Feature Comparison
Side-by-side feature ratings for Insightly and Notion.
| Feature | Insightly | Notion | Notes |
|---|---|---|---|
| Contact management | In terms of contact management, Insightly and Notion perform at a similar level, which is common for mature platforms in this space. | ||
| Pipeline management | Insightly and Notion are evenly matched on pipeline management, so your choice here comes down to preference and workflow fit. | ||
| Email automation | Insightly and Notion are evenly matched on email automation, so your choice here comes down to preference and workflow fit. | ||
| Reporting and analytics | Insightly and Notion are evenly matched on reporting and analytics, so your choice here comes down to preference and workflow fit. | ||
| Integration ecosystem | Notion has a notable advantage in integration ecosystem. | ||
| Mobile app | Insightly and Notion are evenly matched on mobile app, so your choice here comes down to preference and workflow fit. | ||
| Task management | Notion significantly outperforms Insightly on task management, making it the stronger choice for businesses that prioritise this area. | ||
| Project views (board/list/timeline) | Insightly and Notion are evenly matched on project views (board/list/timeline), so your choice here comes down to preference and workflow fit. | ||
| Resource management | Insightly and Notion are evenly matched on resource management, so your choice here comes down to preference and workflow fit. | ||
| Time tracking | Insightly significantly outperforms Notion on time tracking, making it the stronger choice for businesses that prioritise this area. | ||
| Collaboration tools | Insightly has a notable advantage in collaboration tools. | ||
| Reporting and dashboards | For reporting and dashboards, both platforms deliver a similar experience — neither has a clear advantage. |
Contact management
Insightly
Notion
In terms of contact management, Insightly and Notion perform at a similar level, which is common for mature platforms in this space.
Pipeline management
Insightly
Notion
Insightly and Notion are evenly matched on pipeline management, so your choice here comes down to preference and workflow fit.
Email automation
Insightly
Notion
Insightly and Notion are evenly matched on email automation, so your choice here comes down to preference and workflow fit.
Reporting and analytics
Insightly
Notion
Insightly and Notion are evenly matched on reporting and analytics, so your choice here comes down to preference and workflow fit.
Integration ecosystem
Insightly
Notion
Notion has a notable advantage in integration ecosystem.
Mobile app
Insightly
Notion
Insightly and Notion are evenly matched on mobile app, so your choice here comes down to preference and workflow fit.
Task management
Insightly
Notion
Notion significantly outperforms Insightly on task management, making it the stronger choice for businesses that prioritise this area.
Project views (board/list/timeline)
Insightly
Notion
Insightly and Notion are evenly matched on project views (board/list/timeline), so your choice here comes down to preference and workflow fit.
Resource management
Insightly
Notion
Insightly and Notion are evenly matched on resource management, so your choice here comes down to preference and workflow fit.
Time tracking
Insightly
Notion
Insightly significantly outperforms Notion on time tracking, making it the stronger choice for businesses that prioritise this area.
Collaboration tools
Insightly
Notion
Insightly has a notable advantage in collaboration tools.
Reporting and dashboards
Insightly
Notion
For reporting and dashboards, both platforms deliver a similar experience — neither has a clear advantage.
Pricing Comparison
General pricing information for each platform.
Insightly
Free tier available; paid from ~$29/user/month
Pricing may vary based on team size, features, and region. Contact the vendor for the latest Australian pricing.
Notion
Free tier; paid from ~$10/user/month
Prices shown are approximate and may differ based on your plan, team size, and billing cycle. Verify directly with the vendor for current AUD rates.
Pros & Cons
An honest look at the strengths and limitations of each platform.
Insightly
Pros
- Cloud-based with reliable uptime
- Well-documented REST API for custom integrations
- Active user community and resources
- Well-established platform with strong market presence
- Centralised customer data for better sales outcomes
Cons
- Complex data model may require expert configuration
- Can require significant setup and customisation
- May not suit every workflow without customisation
- Data migration from other CRMs can be tricky
Notion
Pros
- Extensive integration ecosystem with 30+ connectors
- Well-established platform with strong market presence
- Rich data model covering pages, databases, blocks and more
- Improves visibility across projects
- Mobile-friendly interface
Cons
- Can become overwhelming with too many features
- Onboarding documentation could be more comprehensive
- Large ecosystem can make choosing the right integrations overwhelming
- Support response times vary by plan tier
Best For
Which tool suits which use case.
Choose Insightly if you need
- ✓ Teams needing extensive third-party integrations
- ✓ Professional Services businesses
- ✓ Managing customer relationships
- ✓ Complex data models (contacts, organisations, opportunities and more)
- ✓ Manufacturing organisations
Choose Notion if you need
- ✓ Task and project tracking
- ✓ Teams needing extensive third-party integrations
- ✓ Education organisations
- ✓ Moderate data needs (pages, databases)
- ✓ Professional Services businesses
Expert Verdict
Our Harvard-educated consultants' take on this comparison.
Clever Ops Recommendation
Insightly and Notion serve different purposes — Insightly focuses on crm & sales, while Notion excels in project management. Many mid-market Australian businesses use both platforms together. Clever Ops can help you decide whether you need one or both, and build integrations between them so data flows automatically. Our Harvard-educated consultants have helped 50+ businesses optimise their tech stacks.
Migration Notes
What to know about switching between Insightly and Notion.
Migrating Between Insightly and Notion
Clever Ops takes a low-risk approach to migrating between Insightly and Notion. We run both systems in parallel during the transition, transferring your core data in stages and verifying data at each step. Your team continues working in the existing system until the new one is fully validated. The process typically takes 4-8 weeks, followed by 3 months of hands-on support.
Insightly vs Notion FAQ
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