Why We Left Zoho One
For nearly three years, Zoho One has been the backbone of our business operations. Offering over 50 applications in a single, affordable plan, Zoho One provided an all-in-one solution for CRM, project management, communication, and more. However, as we grew, we found that:
- Many Zoho apps weren’t necessary for our operations.
- We needed more flexibility and control over our tools.
- Paying per user quickly became unsustainable as our team expanded.
At the end of 2024, we decided to transition to open-source and open-core tools. Our goal was to replicate (and in some cases, improve) the functionality of Zoho apps while maintaining control over our tech stack. Here’s a detailed look at the alternatives we chose and how they compare to Zoho.
CRM: Twent CRM
Why We Needed a CRM Replacement
Zoho CRM offered excellent features for managing customer data, automating workflows, and analyzing sales performance. However, it came with a steep learning curve, and we needed a solution that was simpler, more customizable, and didn’t require per-user payments.
Why We Chose Twent CRM
Twent CRM is a free and open-source CRM designed for developers. Its minimalist design and focus on customization appealed to us immediately. Key features include:
- Unlimited Custom Fields: Tailor the CRM to your exact needs.
- RESTful APIs: Seamlessly integrate the CRM with other systems.
- Developer-Friendly UI: Built with simplicity and flexibility in mind.
Twent CRM: Pros and Cons
Pros:
- Free and open-source.
- Highly customizable with no restrictions on fields or properties.
- Easy to integrate with existing tools via robust APIs.
Cons:
- No permissions management (e.g., salespeople can access and edit everything).
- Lacks advanced analytics and reporting features.
Comparing Twent CRM to Zoho CRM
| Feature | Twent CRM | Zoho CRM |
|---|---|---|
| Cost | Free | Paid (per user) |
| Customizability | Unlimited fields | Limited fields |
| Permissions | None | Granular control |
| Ease of Use | Simple for developers | Steeper learning curve |
| Integration | RESTful APIs | Native integrations |
Score: Twent CRM: 7/10, Zoho CRM: 9/10
Twent CRM is a great choice for small teams that prioritize customization, but its lack of permissions makes it less suitable for larger organizations.
Project Management: Plane
Why We Needed a Project Management Replacement
Zoho Projects provided task management, time tracking, and collaboration tools. However, we found its UI clunky and wanted something more tailored to agile workflows. Paying per user also became a significant issue as our team grew.
Why We Chose Plane
Plane is an open-core project management tool that combines simplicity with powerful features. While it’s designed with agile teams in mind, it supports other methodologies like Kanban and waterfall. Key features include:
- Active Cycles: Flexible sprints tailored to agile workflows.
- Custom Fields: Personalize tasks and projects.
- Community Edition: Free for up to 12 users, with a one-time license option for larger teams.
Plane: Pros and Cons
Pros:
- Free for up to 12 users.
- Excellent for agile workflows with flexible cycle management.
- Self-hosted for full control over data and configurations.
Cons:
- Limited to 12 seats in the free edition.
- Requires technical knowledge for setup and maintenance.
Comparing Plane to Zoho Projects
| Feature | Plane | Zoho Projects |
|---|---|---|
| Cost | Free for 12 users | Paid (per user) |
| Customizability | High (open-core) | Limited |
| Agile Support | Advanced | Basic |
| Setup | Requires technical skills | User-friendly |
Score: Plane: 8/10, Zoho Projects: 8/10
Plane excels in agile environments, while Zoho Projects offers a more user-friendly experience for non-technical teams.
Omni-Channel Communication: Chatwoot
Why We Needed a Communication Replacement
Zoho Desk centralized customer interactions across multiple channels like WhatsApp, Messenger, and email. We loved its unified view but needed a self-hosted solution that gave us full control over our data.
Why We Chose Chatwoot
Chatwoot is an open-core omni-channel communication tool that provides:
- Customer Linking Across Channels: See all interactions with a customer in one place.
- Custom Fields: Assign account owners and track additional client information.
- Omni-Channel Support: Manage WhatsApp, Messenger, LinkedIn, email, and more.
Chatwoot: Pros and Cons
Pros:
- Self-hosted for data control.
- Deep integrations with multiple communication platforms.
- Highly customizable for team workflows.
Cons:
- Requires technical skills for setup and ongoing maintenance.
- No built-in advanced analytics.
Comparing Chatwoot to Zoho Desk
| Feature | Chatwoot | Zoho Desk |
|---|---|---|
| Cost | Free (open-core) | Paid (per user) |
| Omni-Channel | Comprehensive | Comprehensive |
| Setup | Requires expertise | Simple setup |
| Customizability | High | Moderate |
Score: Chatwoot: 7.5/10, Zoho Desk: 8.5/10
Chatwoot is perfect for teams with technical expertise, while Zoho Desk offers easier onboarding.
Knowledge Base: Outline
Why We Chose Outline
Zoho Knowledge was great for creating internal documentation, but we needed a simpler, self-hosted solution. Outline stood out for its:
- Real-Time Collaboration: Multiple users can edit documents simultaneously.
- Version Control: Track changes and revert if needed.
- Intuitive UI: Easy to use for all team members.
Comparing Outline to Zoho Knowledge
| Feature | Outline | Zoho Knowledge |
|---|---|---|
| Cost | Free (open-source) | Paid (per user) |
| Ease of Use | Intuitive | Intuitive |
| Collaboration | Advanced | Basic |
| Integration | Limited | Strong with Zoho apps |
Score: Outline: 8/10, Zoho Knowledge: 7.5/10
Outline wins for internal collaboration, while Zoho Knowledge shines in customer-facing use cases.
Password Management: Bitwarden
Why We Chose Bitwarden
Zoho Vault helped us manage sensitive data, but we wanted more control over our secrets. Bitwarden provides:
- Team Sharing: Share secrets securely with teams and individuals.
- Cross-Platform Support: Use on web, mobile, and desktop.
- Self-Hosting: Full control over data and configurations.
Comparing Bitwarden to Zoho Vault
| Feature | Bitwarden | Zoho Vault |
|---|---|---|
| Cost | Free (self-hosted) | Paid (per user) |
| Ease of Use | High | High |
| Customizability | Advanced | Moderate |
| Security | Self-hosted control | Cloud-based |
Score: Bitwarden: 9/10, Zoho Vault: 8/10
Bitwarden offers more control and flexibility, making it the better choice for security-conscious teams.
Conclusion
While leaving Zoho One wasn’t an easy decision, transitioning to open-source and open-core alternatives has given us more control, flexibility, and cost savings. If you’re considering a similar switch, we hope this comparison helps guide your journey.
Stay tuned for part two, where we’ll dive into additional tools and how we’ve integrated them into our daily operations. Join our email list to be notified when the next post is live!