MiniCRM for Webmail users: newsletters, follow-ups and customer management

Short version: Your Webmail is great for one-to-one email. MiniCRM is what you add when you want to email a whole list at once, follow up automatically, and keep track of who your customers are and what you promised them. It connects to the mailbox you already have. You start with 14 days of the full GoBIG plan, free, and after that you can either upgrade or keep using the free plan for as long as you like.

What is MiniCRM, in plain words?

A CRM is simply a place where all your customer information lives: who they are, what you talked about, what they bought, and what you still owe them.

MiniCRM is a ready-to-use CRM. You do not have to build or configure anything. You connect your mailbox, your contacts come in automatically, and you can start working the same day. There is nothing to install, and you do not need an IT person.

It is made for people who are currently running their business out of an inbox and a spreadsheet.

What does it cost, and what happens after the free trial?

You get 14 days of MiniCRM GoBIG for free — the complete version, with newsletters, project management and reports included. No payment details are needed to start. Two things work a little differently during the trial: you can build automations but they only start running once you are on a paid plan, and newsletters are sent through a connected Gmail or Outlook account rather than your Webmail address. Both are explained below.

When the 14 days end, nothing is deleted and you are not locked out. Your account moves to the free plan, which you can keep using indefinitely. The free plan keeps the heart of the CRM — your customer records, your notes and history, your sales pipeline, your invoicing and your web forms — for up to 300 contacts and 3 users.

You can still bring your contacts in from your mailbox on the free plan. The features that stop at the end of the trial are the ones that need a paid plan: newsletters, project boards, segment filters and the calendar and Gmail connections — plus automations, which only ever run on a paid plan. If you want to keep them, you upgrade and everything carries on where it left off — there is nothing to move or set up again.

Prices

	Free	Go	GoBIG
Monthly	€0	€15 per user	€25 per user
Paid yearly	€0	€12.50 per user (2 months free)	€20 per user (2 months free)
Contacts	300	Unlimited	Unlimited
Users	3	Unlimited	Unlimited

Prices are per user per month and do not include VAT. On the paid plans there is no limit on how many contacts you store or how many colleagues you add; above 25,000 contacts there is a small charge of €0.003 per extra contact.

Which one do you need? If you mainly want a tidy place for your customers and your invoices, Go is enough. If you want to send newsletters, run automated follow-ups or manage projects — the things most people come looking for — you need GoBIG.

What is included in each plan

	Free	Go	GoBIG
The basics
Customers and sales pipeline	✓	✓	✓
Invoicing	✓	✓	✓
Project management	—	—	✓
Smart setup
Automatic setup based on your website	✓	✓	✓
Help importing a spreadsheet (CSV/Excel)	✓	✓	✓
Automatic contact import from Webmail or Gmail	✓	✓	✓
AI assistant that researches and summarises contacts	—	✓	✓
Connections
Web forms for your website	✓	✓	✓
Mobile app	✓	✓	✓
Chrome extension for grabbing contact details	✓	✓	✓
WordPress forms and WooCommerce	✓	✓	✓
Gmail plug-in	—	—	✓
Calendar sync	—	—	✓
Email and automation
One-to-one emails	✓	✓	✓
Drag-and-drop email designer	—	—	✓
Newsletters and mass email *	—	—	✓
Automated emails and tasks †	—	—	✓
Duplicate cleanup	—	—	✓
Seeing how you are doing
Kanban boards	—	—	✓
Segment filters	—	—	✓
Optional extras (GoBIG, charged separately)
Document generation, Facebook Leads, Google Sheets sync	—	—	available

The AI assistant comes with €10 of free credit, after which it is charged only for what you use.

* Newsletters and mass email are sent through a Gmail or Outlook account that you connect. Sending them from a Webmail address is not supported at the moment. † Automations can be set up during the free trial, but they only start running once you are on a paid GoBIG plan.

Yes — this is one of the main reasons Webmail users add MiniCRM. It is part of the GoBIG plan, so it is included in your 14-day trial.

One thing to know first: newsletters are not sent from your Webmail address. To send them you connect a Gmail or Outlook account to MiniCRM, and your newsletters go out from that address. Everything else in MiniCRM works with your Webmail as normal — this applies only to mass email. If you do not have a Gmail or Outlook account you can use for this, newsletter sending is not available to you yet.

Normal email is built to send one message to one person. If you try to email 200 customers from your inbox, you end up pasting addresses into BCC, you cannot personalise anything, you have no idea who read it, and mail providers are likely to treat it as spam.

With MiniCRM you can:

Send to a whole group at once — for example “everyone who bought last year” or “everyone in Copenhagen”.
Build the email by dragging blocks around. There are ready-made templates, and you do not need to know anything about HTML or design.
Personalise every message — each person sees their own name and details, even though you only wrote the email once.
See what happened. You get to see how many people opened it, who clicked which link, and which emails did not arrive.
Let people unsubscribe properly, which is both a legal requirement and the reason your emails keep landing in inboxes.

How many can I send? The limit is whatever your connected Gmail or Outlook account allows — starting at around 500 a day on a free account, and more on a paid one.

Can emails be sent automatically, without me remembering?

Yes. This is called an automation, and it is the feature most people notice first. It is part of the GoBIG plan.

During the free trial you can build your automations and see exactly how they will work, but they do not switch on until you move to a paid GoBIG plan. So it is worth setting up the follow-ups you want during your trial — they will be ready to run the moment you upgrade.

An automation is a simple rule you set up once: when this happens, do that. You describe it in everyday language and MiniCRM does it from then on, including when you are on holiday.

Common examples:

Someone fills in the contact form on your website → they get a welcome email within a minute, and a task appears for you to call them.
A customer has not bought anything for 90 days → they get a “we miss you” email with a discount code.
Someone books an appointment → they get a confirmation now, and a reminder the day before.
An invoice is past its due date → a payment reminder goes out automatically.
A job finishes → a request for a review or a satisfaction survey goes out two days later.

Automations can also create tasks for you or a colleague, not just send emails, so nothing gets forgotten.

An automation can have several steps, so a whole follow-up sequence runs by itself over days or weeks. A paid GoBIG plan includes 500 automated actions a month.

How does MiniCRM help me keep track of my contacts and customers?

Every person gets one page in MiniCRM that shows everything: their contact details, every email you exchanged, every call you noted, the offers you sent, the invoices they paid, and what you agreed to do next.

That means:

You stop searching your inbox for “what did I promise this person?”
A colleague can pick up a conversation without asking you.
When someone calls, you can see your whole history with them in a second.
Nothing is lost when someone leaves the company or changes their email.

Emails you send and receive in your connected mailbox are saved to the right customer automatically. You do not have to copy anything across.

On the Go and GoBIG plans there is also an AI assistant that can look up background on a new lead, read through the emails and documents attached to a contact, and give you a short summary — so you can walk into a call informed without reading a year of correspondence.

What is a sales pipeline and why would I want one?

“Pipeline” is just a name for the series of stages a customer goes through with you, from first enquiry to signed deal. A typical one runs New enquiry → Contacted → Offer sent → Won — or Lost, which is just as useful to know.

In MiniCRM, every enquiry and every deal has a status: the stage it has reached right now. When something happens — you call them back, you send the quote, they say yes — you set the new status, and that becomes the current state of play. Each customer sits at exactly one stage, so there is never any doubt about where things stand.

MiniCRM records every one of those changes, so it knows when a deal reached each stage and how long it has been sitting where it is. That history is what turns a list of names into answers:

How many potential customers am I working on, and what stage is each one at?
Which ones have not moved in two weeks and need chasing?
Roughly how much money is on the table this month?
Which stage do people usually drop out at?

You can pull up everyone at a given stage as a list, so “show me everyone still waiting on a quote” takes one click instead of a hunt through your inbox.

MiniCRM sets the stages up for you based on what your business does, and you can rename, reorder, add or remove them — no technical knowledge needed. A consultant might have Discovery call → Proposal → Negotiation → Won. A web shop might have Browsing → Abandoned cart → Purchased → Repeat customer.

On GoBIG, a change of status can set things in motion by itself: move a deal to “Offer sent”, and the follow-up email three days later goes out without you doing anything.

Tracking your customers through these stages is included on every plan, including the free one.

Can I manage my to-dos and my team’s work?

Yes, in two ways.

Tasks and reminders. Anything you need to do is a task attached to the customer it belongs to, with a due date and an owner. Your day starts with a single list of what is due, so nothing depends on remembering. On GoBIG, automations can create these tasks for you.

Project boards (GoBIG). For work that runs over days or weeks, you get Kanban boards — visual columns that a job moves through, such as Estimate → Materials ordered → In progress → Final invoice. You can assign each job to a person, attach photos and documents to it, and see at a glance where everything stands. This is popular with agencies, trades, and anyone juggling several client projects at once.

What does “customer lifecycle” mean here?

It is just the journey a customer goes through with you: they first hear about you, they enquire, you make an offer, they buy, they come back, and sometimes they go quiet.

MiniCRM lets you see where each person is on that journey, and on GoBIG you can act on it automatically:

New leads get a fast reply, because a slow reply is the most common reason for losing one.
People who went quiet get an automatic nudge rather than being forgotten.
New customers get a welcome sequence and onboarding information.
Existing customers get relevant offers based on what they already bought.
Lapsed customers get a win-back email after a set period of inactivity.

You can also see which of your customers are worth the most over time, so you know where your attention pays off.

Can I group my customers and email only some of them?

Yes — these groups are called segments, and they are what makes mass email actually work. Segment filters are part of the GoBIG plan.

You build a segment by picking conditions, the same way you would describe it out loud: customers in Germany who bought in the last six months and opened my last newsletter. The list keeps itself up to date as people come and go, so you never re-build it.

Then you send to that segment only. A relevant email to 200 of the right people beats a generic one to 2,000.

What else is included?

Available on every plan, including the free one:

Invoicing. Create and send invoices straight from the customer’s page — their details fill in automatically. Set up recurring invoices for subscriptions and retainers.
Web forms. Ready-made forms you can put on your website. When someone fills one in, they appear in MiniCRM immediately.
WordPress and WooCommerce. Connect the forms and the shop you already run, so orders and enquiries arrive as customer records.
Mobile app. Your customers, notes and tasks in your pocket.
Chrome extension. Pull contact details off a web page into MiniCRM without retyping them.
GDPR built in. Consent tracking, deletion requests and audit trails are handled for you, which matters as soon as you start emailing lists.
15 languages, including English, German, Spanish, French, Italian and Dutch.

Added on GoBIG:

Calendar sync with Google Calendar, Outlook and Apple Calendar, so meetings appear against the right customer.
Gmail plug-in — save an email or add a contact with one click from your inbox.
Duplicate cleanup — MiniCRM finds contacts that look like the same person and offers to merge them.
Optional extras, charged separately: document generation, Facebook Leads connection and Google Sheets sync.

How do I get started?

It takes a few minutes, and most of it happens on its own.

Step 1 — MiniCRM sets itself up. When you sign up, MiniCRM looks at your website and your line of business and configures your workspace for you: sensible pipeline stages, the right fields, and starter email templates. For most businesses this first setup is about 80% right, and you adjust the rest as you go.

Step 2 — Your contacts come in. Connect the Webmail inbox you already use. MiniCRM reads your business correspondence and creates a customer record for each real contact, together with a short summary of what you have been talking about and a suggestion for what to do next. You are not starting from an empty screen.

You are offered this import as soon as you sign up, and you can run it again later at any time — it stays available on the free plan too. On the free plan it fills up to your 300-contact limit.

Step 3 — Your mail stays connected. From then on, emails to and from your customers are filed against the right person automatically. You can also send from inside MiniCRM and see when the message was opened.

That is it. You can add your first deal, send your first offer, or set up the follow-ups you want running.

If your contacts are in a spreadsheet instead, you can import them from a CSV or Excel file on any plan — MiniCRM matches up the columns for you and spots duplicates.

Frequently asked questions

Do I have to give up my current email address? No. You keep using the mailbox you have. MiniCRM connects to it, and your emails still go out from your own address.

What happens to my data after the 14-day trial? Nothing is deleted. Your account moves to the free plan and your contacts, history and pipeline stay where they are. The free plan holds up to 300 contacts and 3 users; if you have more than that, upgrading restores full access to everything.

Can I send newsletters from my Webmail address? Not at the moment. Newsletters and other mass email go out through a Gmail or Outlook account that you connect to MiniCRM. Your Webmail carries on working normally for everything else, including one-to-one emails to customers.

Can I try out automations during the free trial? You can build them and see how they are put together, but they do not start running until you are on a paid GoBIG plan. Setting them up during the trial means they begin working straight away when you upgrade.

Which features stop when the trial ends? Newsletters and mass email, the drag-and-drop email designer, project boards, segment filters, duplicate cleanup, calendar sync and the Gmail plug-in. Automations stay in place but do not run. Your customer records, pipeline, invoicing, web forms, one-to-one emails and the mailbox import all continue on the free plan.

Do I need a credit card to try it? No.

Is it hard to learn? No. Most people are working in it within half an hour, and a team walkthrough of about 30 minutes is normally enough. It is designed for people who have used email and spreadsheets, not for CRM specialists.

How many people can use it? Up to 3 on the free plan, and as many as you like on Go and GoBIG — you simply pay per person. Everyone sees the same customer information, so nothing lives in one person’s inbox.

How many contacts can I keep? 300 on the free plan, and an unlimited number on Go and GoBIG. Above 25,000 contacts there is a small charge of €0.003 per extra contact.

Can I move up later if I grow? Yes. Moving from the free plan to Go, or from Go to GoBIG, is instant — your data, pipelines and connections carry over with no downtime and no reconfiguration. There is also MiniCRM Pro for larger or more complex businesses that need API access, extra workspaces or custom development.

Is it legal to email my customer list? MiniCRM includes the consent tracking, unsubscribe handling and audit trails you need for GDPR, so the paperwork side is handled for you.

Who gets the most out of it

MiniCRM Go suits solo business owners and freelancers, small service businesses such as consultants, coaches and designers, and anyone moving off spreadsheets for the first time.

MiniCRM GoBIG suits growing teams that need to coordinate, agencies running several client projects, businesses that send regular newsletters and campaigns, and service businesses that need project tracking alongside sales.

Typical uses:

Consultants, lawyers, accountants — track cases from first consultation to delivery, bill retainers and hours, send monthly status updates automatically.
Estate agents — capture enquiries from listing sites and follow up every potential buyer automatically.
Online shops — import customers, send targeted promotions by purchase history, and win back people who have not ordered in 90 days.
Trades and construction — track each job from quote to completion on a board, store photos and documents per job, and chase overdue invoices automatically.
Clinics and wellness — manage client records and appointments, send automatic reminders the day before, and follow up with a satisfaction survey afterwards.

More help

Product information and pricing: minicrm.one
Email support: go@minicrm.one — replies normally within 24 hours on working days