Caflou is a Czech online business management system that combines CRM, projects, tasks, invoicing, cash flow, team collaboration and automation in one environment. In this review, I looked at the current international pricing, features, plan limits, support, user ratings and the most relevant alternatives for small and medium-sized businesses.
Quick summary
I rate Caflou 9/10 and consider it a very interesting solution, especially for small and medium-sized service businesses. Its main advantage is the connection between CRM, projects, finance, invoicing, cash flow and automation. The downside is that its broad feature set may be more than you need if you only want a simple CRM or project management tool.
Another strength is the availability of an English interface, a free entry-level plan and a 14-day trial of paid plans. Caflou makes the most sense for companies that currently use several separate tools and want to manage clients, projects, invoices, costs, revenue and their team from one system.
What is Caflou?
Caflou is a cloud-based business management system that combines CRM, project management, work management, invoicing and financial oversight. It is aimed mainly at small and medium-sized companies that want to reduce switching between multiple applications and keep customers, tasks, projects, documents and business economics in one place.
In practice, you can use Caflou to manage contacts and sales opportunities, plan projects and tasks, track time, monitor team capacity, issue invoices, record incoming invoices, work with budgets and monitor company-wide and project-level cash flow.
The connection between sales, project delivery and finance is the main difference compared with a conventional CRM. A simple CRM may stop at the customer and sales opportunity, while Caflou can continue through project delivery to invoicing, costs, revenue and profitability analysis.
Pricing and plans
Caflou offers a free Turtle plan and paid Trout, Carp and Dolphin plans. The international pricing structure uses a flexible model based partly on the number of active users. At the time of this review, the EUR pricing corresponding to the current plans was €16 per month for Trout, €42 per month for Carp and €200 per month for Dolphin. Prices are shown excluding VAT, and Caflou advertises a 20% saving with annual billing.
| Plan | Monthly price | Best for | Selected limits |
|---|---|---|---|
| Turtle | Free | New entrepreneurs | 1 user, 100 objects, 1 automation, 10 API requests/month, 100 MB file storage |
| Trout | €16/month | Professionals | 1 user, limited automation and AI, 5 digital signatures and 5 invoice extractions/month, 60 API requests/month |
| Carp | €42/month | Growing companies | 15 digital signatures and 15 invoice extractions/month, 12,000 API requests/month |
| Dolphin | €200/month | Larger teams | 100 digital signatures and 100 invoice extractions/month, 600,000 API requests/month |
You can try the paid plans free for 14 days. When choosing a plan, I would look beyond the headline price and pay close attention to the number of users and the limits for automation, API usage, digital signatures and invoice extraction. For larger teams, the user configuration can have a significant impact on the final price.
Tip: You can find current promotions and coupons in the deals section. Before subscribing to Caflou, I recommend checking the current user count and limits for your chosen plan because the final price may vary by configuration.
Features and specifications
Caflou covers most of the key processes of a service business, from the first customer contact to evaluating project profitability. In one system you get CRM, sales opportunities, projects, tasks, timesheets, invoicing, cash flow, team capacity, automation, documents and reporting. The main benefit is that these modules operate on shared data rather than in isolated applications.
CRM and sales opportunities
Caflou’s CRM is used to manage customers, suppliers, contacts and the full sales process. For each client, you can keep an overview of activities, quotes, contracts, invoices, projects and documents. Sales opportunities can be tracked in a pipeline and then naturally connected to a project or invoicing.
For service businesses, it is useful that sales data does not end in an isolated CRM. After winning a deal, you can continue using the same information for budgets, projects, tasks, timesheets and invoices, reducing the need to manually copy data between systems.
Projects, tasks and team capacity
Project management in Caflou includes planning tasks, deadlines, responsibilities, team capacity and project economics. You can manage projects through Kanban, Gantt charts or WBS while also tracking time and workload. A major strength is the connection between project work and budgets, costs, revenue and final profitability.
You can assign tasks according to available capacity, track time worked and compare plans with actual results. For agencies, consultants and IT service companies, this is useful when you need to know not only whether a project was completed, but also whether it was financially successful.
Invoicing, costs and cash flow
Caflou connects issued and received invoices with projects, customers and cash flow, so financial management is not separated from day-to-day work. You can create invoices from quotes, timesheets or projects, record supplier documents and monitor income, expenses, budgets and expected cash flows.
The system also supports matching bank transactions, working with price lists and stock items, and exporting data to accounting tools. For a business owner, the most useful part is often the ability to view cash flow and profitability by project, client or team member rather than simply issuing invoices.
Automation and AI
Caflou lets you automate routine processes without programming and continues to expand its AI features. Automations can create tasks, projects or contacts based on rules, handle recurring processes and reduce manual data entry. AI is also used for areas such as invoice extraction and financial forecasting.
Another interesting feature is the MCP server. Caflou states that it allows users to work with their account directly from tools such as Claude or ChatGPT while respecting account permissions. For companies looking to connect internal business data with AI workflows, this is a promising addition.
Integrations and API
Caflou provides an API and integration options for other business tools, so you do not have to move every process into a single application. Integrations matter especially for accounting, banking, email and automation platforms. However, the specific API request limit depends on the selected plan and is much lower on entry-level plans.
If you have internal systems or expect a high volume of automations, I would review the API limits before migration. They may be more than sufficient for a typical small business, but the difference between plans becomes important when several applications are connected intensively.
Pros
Caflou’s biggest advantage is the breadth of its features and how closely they are connected. Instead of using separate tools for CRM, project management, time tracking, invoicing and cash flow spreadsheets, you can manage most of these processes in one system. This is especially useful for service businesses that need to connect clients, projects and financial performance.
- CRM, projects, tasks, invoicing and finance in one system,
- budget, cost, revenue and cash flow tracking,
- Kanban, Gantt and WBS for project management,
- time tracking and team capacity planning,
- no-code automation,
- AI features and MCP server support,
- English interface and international availability,
- free entry-level plan and trials for paid plans,
- API and integration options,
- visibility into project and client profitability.
Cons
Caflou may not be ideal if you only need a simple CRM or a narrowly focused project management tool. Its broad feature set means more configuration choices, and the initial rollout requires some thought around processes, user roles and automation. Lower-tier plans also have noticeably tighter limits for API usage and some automation or AI features.
- more features mean a more involved initial setup than with a simple CRM,
- the final price can increase as your team grows and user configuration changes,
- lower plans have substantial limits on API usage and some automation features,
- a specialist tool may be simpler if you only need one or two functions,
- migrating from several existing systems may require careful preparation of processes and data.
My experience
For this review, I went through Caflou’s current pricing, features, documentation, support resources and independent user reviews. I have not used Caflou as the main system in my own company on a daily basis for a long period, so I will not pretend to have experience that I do not have. My rating focuses mainly on practical functionality, pricing and suitability for small and medium-sized businesses.
What stands out most to me is the connection between project delivery and business economics. Many tools handle tasks or CRM well, but you often need a separate spreadsheet to find out how much a project actually earned. Caflou tries to keep that information directly alongside the customer and project, which is practical for agencies and service companies.
I also like that the system is not simply “CRM with tasks.” It includes invoicing, incoming documents, cash flow, budgets, team capacity and automation. However, if you already have strong accounting, project management and CRM systems with reliable integrations, migrating just for consolidation may not automatically be worthwhile.
I consider the free entry plan and trial option important. Before paying, I would create a real project, customer, several tasks and invoices and test your actual workflow. With an all-in-one platform, the key question is not how many features it has, but whether the system matches the way your company really works.
User reviews
Caflou’s user ratings are very positive, although the number of independent reviews is smaller than for major global CRM platforms. When checked in September 2026, Capterra showed a rating of 5.0 out of 5 from 28 reviews, 4.8 out of 5 for ease of use and 5.0 out of 5 for customer support. G2 showed 4.8 out of 5 from 6 reviews.
User feedback repeatedly praises the overview, cash flow management, project handling and customer management. Support and the ability to replace several separate applications are also rated positively. On the other hand, G2 still has a very small review sample for Caflou, so I would not overemphasize the score alone.
Alternatives
The most interesting Caflou alternatives here are Odoo, FLOWii and Pipedrive, but each targets a different type of company. Odoo is a broader modular ERP ecosystem, FLOWii is a regional all-in-one platform close to Caflou in scope, and Pipedrive is primarily a sales CRM with project management options. The right choice therefore depends on your company’s core process.
Odoo
Odoo is a better fit if you want a broad modular ERP and plan to connect CRM with accounting, sales, inventory, purchasing and other business processes. Its ecosystem is wider than Caflou’s, which brings more flexibility but usually also more configuration choices and a more involved implementation.
I would prefer Caflou for a small or medium-sized service company that wants a compact system for clients, projects, team management and finance without building out a large ERP environment. Odoo becomes more attractive when you need to cover many departments and processes with one modular platform.
FLOWii
FLOWii is a close alternative to Caflou because it combines CRM, jobs, projects, tasks, finance, invoicing and other business processes. It is particularly focused on the Central European market and also includes features such as attendance and inventory. If you want a regional all-in-one solution, it is one of the most logical systems to compare directly with Caflou.
Caflou looks stronger to me in the connection between project economics, cash flow and modern automation including AI. FLOWii may be more appealing if attendance or inventory are important parts of the same environment and its regional focus fits your business.
Pipedrive
Pipedrive is a better alternative if your main priority is the sales process, pipeline management and the work of the sales team. It is built primarily as a CRM, with project management available through Projects. Caflou goes further into invoicing, cash flow, budgeting and overall business economics, making it broader beyond sales itself.
I would choose Pipedrive when a company needs a highly focused sales CRM and already handles the rest of its processes elsewhere. Caflou is more suitable if you want a closed deal to continue through project delivery, timesheets, costs, invoicing and profitability analysis in the same system.
Support and contact
Caflou provides online support, chat and an extensive education centre covering everything from basic use to advanced automation. The international contact page lists support@caflou.com and online chat. The product is available in English, and the provider offers consultation and implementation support for companies that need more help with rollout.
The service is operated by Petr Macek & Co. s.r.o., based in Prague, Czech Republic. For companies introducing Caflou on a larger scale, it is worth noting that paid plans and partners can provide consulting and implementation services. I would at least consider this support before migrating a large amount of business data.
Summary and rating
I rate Caflou 9/10 and recommend it to companies that want CRM, projects, teams and finance in one system. Its biggest strength is the combination of project management with cash flow and profitability. The main downside is greater complexity than a simple CRM and tighter limits for some features on lower-priced plans.
I recommend Caflou for marketing and digital agencies, IT companies, consultants, construction and project-based businesses, accounting and professional services, and smaller teams that currently use several separate applications for clients, projects, invoicing and business finance.
Caflou may not be ideal if you only need basic contact management or a standalone task manager. In that case, a specialist tool may be cheaper and simpler. For a more complex service business, however, Caflou makes sense precisely because it connects sales, delivery and economics without forcing you to move data manually between several applications.
Frequently asked questions
The most common questions about Caflou concern pricing, the free plan, invoicing, CRM, project management and suitability for different types of companies. It is important to understand that Caflou is neither just a CRM nor just a project management system. It is designed as a connected business environment where customers, projects, team work and finance share one database.
Is Caflou free?
Yes. Caflou offers a free Turtle plan aimed mainly at new entrepreneurs. It currently includes one user, a limit of 100 objects, one automation, 10 API requests per month and 100 MB of file storage. For real team use or more intensive automation, you will probably need a paid plan.
How much does Caflou cost?
At the time of this review in October 2026, the EUR pricing used for the current paid plans was €16 per month for Trout, €42 for Carp and €200 for Dolphin, excluding VAT. Caflou advertises a 20% saving with annual billing. The final price can vary for plans where the number of active users is configurable.
Does Caflou include CRM?
Yes. Caflou includes CRM for managing customers, suppliers, contacts and sales opportunities. The CRM connects with quotes, contracts, projects, tasks, invoices and documents. One advantage is that after closing a deal, you can continue with project delivery without moving the job into a completely separate system.
Does Caflou include project management?
Yes. Caflou offers project management with tasks, deadlines, responsibilities, Gantt charts, Kanban, WBS, timesheets and capacity planning. Projects connect to budgets, costs, invoicing and cash flow, so you can monitor not only project status but also its financial performance and profitability.
Can Caflou issue invoices?
Yes. Caflou supports both issued and received invoices and can connect them with clients, projects and financial reporting. You can create invoices from quotes or timesheets, track payments and use the data for cash flow planning. Higher plans also include larger allowances for automatic invoice data extraction.
Is Caflou available in English?
Yes. Caflou provides an English interface, international website and English-language support resources. This makes it practical for international teams that do not want to rely on the original Czech interface. The application also supports several other languages, which can help multilingual teams work in the same account.
Who is Caflou best for?
Caflou is best suited to small and medium-sized service businesses that need CRM, projects, teamwork, invoicing and financial oversight in one system. It delivers the most value when you want to follow the full process from winning a client through project delivery to invoicing, costs, cash flow and final project profitability.
