Managing a congregation without breaking the budget is a challenge every church faces. The good news: there are genuinely useful free CRM options available in 2026. The bad news: "free" means different things to different vendors. This guide cuts through the marketing to help you find what actually works.
What "Free" Actually Means
Before we compare options, let's be clear about terminology:
- Free forever tier: A limited version that remains free indefinitely (this is what most churches want)
- Free trial: Full access for a limited time, then you must pay
- Freemium: Basic features free, but key functionality requires payment
Most vendors mix these approaches. We'll be specific about what each platform actually offers.
The Contenders
Here are the main options churches consider when looking for free church CRM software:
Sendifai
Free tier: Unlimited contacts on the free CRM, plus a free Member Portal, plus a permanent free tier on every Add-on (Community, Email, Messaging, Giving, Ticketing, Runsheet, Media Hub, Guest Management, Spaces). No credit card required.
Best for: Churches and membership organisations of any size — start free and only pay for the Add-ons you outgrow.
Honest assessment: We built Sendifai specifically for churches and membership organisations. The CRM is unlimited and free forever. Each Add-on has its own free tier so you can use it without paying anything until you need to scale up. When you do need to scale, you drag a slider to the level you need and the price updates live — there are no fixed pricing tiers and no contracts. Registered charities get 30% off all subscription Add-on fees.
UK advantage: We're based in London and built GDPR compliance in from day one. Data stays in the UK.
Planning Center
Free tier: Limited to very small churches (under ~50 people across all products)
Best for: Churches wanting an all-in-one Sunday operations suite
Honest assessment: Planning Center is excellent software, and their church management tools are industry-leading. However, their free tier is very limited—it's more of a trial than a permanent solution. Most churches end up paying $50-200/month depending on which modules they use. If you can afford it, Planning Center Services (worship planning) and Check-Ins are outstanding. But calling it "free" is a stretch for most congregations.
Breeze
Free tier: None—14-day trial only
Best for: Mid-sized churches wanting simple, clean software
Honest assessment: Breeze is a solid, user-friendly church management system. But there's no free tier—just a 14-day trial that requires a credit card. Pricing starts at $72/month for up to 750 people. If you have budget, it's worth considering. For genuinely free options, look elsewhere.
ChurchTrac
Free tier: 50 records (people or families)
Best for: Very small churches with basic needs
Honest assessment: ChurchTrac has been around for decades and offers a genuinely free tier. The 50-record limit is tight—if you count families rather than individuals, it might work for a small congregation. The interface feels dated compared to newer options, but it's functional and the free tier is real.
Google Sheets / Airtable
Free tier: Unlimited (with limitations)
Best for: Tech-savvy churches with simple needs
Honest assessment: Many churches use spreadsheets or Airtable because they're free and flexible. This works if you have someone willing to set it up and maintain it. But you lose church-specific features like family linking, attendance tracking, and pastoral care notes. It's not really a CRM—it's a database you have to build yourself.
Quick Comparison
What to Prioritise
Every church is different. Here's how to think about priorities:
If You're Under 50 People
You have the most options. ChurchTrac's free tier might cover you entirely. Sendifai's 750-contact limit gives you room to grow. Even Google Sheets might work at this scale.
Recommendation: Start with Sendifai or ChurchTrac. Both are genuinely free at this size.
If You're 50-250 People
This is where choices narrow. ChurchTrac's free tier won't work. Planning Center becomes expensive. Sendifai's free tier still covers you for contact management.
Recommendation: Sendifai for contact management and pastoral care. Add email marketing when budget allows.
If You're Over 250 People
You're probably going to pay for something. The question is what matters most:
- Sunday operations (worship planning, check-in): Planning Center
- Communication and pastoral care: Sendifai
- Simple all-in-one: Breeze
Check our pricing page to see how costs scale.
The Hidden Costs
"Free" software still has costs:
- Time: Setting up, learning, and maintaining the system
- Migration: Moving data if you outgrow the free tier or switch platforms
- Limitations: Working around missing features
- Support: Free tiers often have limited support options
A slightly more expensive tool that saves hours of volunteer time might actually be cheaper in the long run.
Making the Switch
If you're currently using spreadsheets or a tool you've outgrown, switching to a proper CRM is easier than you think:
- Export your current data to CSV (Excel format)
- Choose a platform based on the criteria above
- Import your contacts (most platforms have import wizards)
- Add family relationships (this is the tedious part)
- Train your team on the new system
Most churches complete migration in a few hours, spread over a week or two.
Our Recommendation
We're obviously biased, but here's our honest take:
- If you need Sunday operations (check-in, worship planning, giving): Planning Center is excellent, but budget for it
- If you need contact management and pastoral care on a tight budget: Sendifai's free tier is genuinely useful
- If you want simple and don't mind paying: Breeze is clean and user-friendly
- If you're very small and just need basics: ChurchTrac's free tier works
Try a few options with their free tiers or trials. The best CRM is the one your team will actually use.