Can you trust the numbers in Insightly CRM?
Insightly CRM is a customer relationship management system for fast-growing companies that tracks pipeline data in one place, scores leads automatically and handles follow-ups for sales teams. Its own help pages give 4 reasons its numbers can look different from what you expect. The first to rule out: Expected Revenue is a weighted estimate rather than money won, because, as Insightly's help pages say, it multiplies each deal's value by its probability.
Is it broken, or just counted differently?
A number can look wrong because the business changed, or because of how Insightly CRM counts it. Below is what Insightly CRM keeps, where its help pages say the numbers can differ, and how to check them yourself.
What does Insightly CRM keep track of?
Insightly comes with three ready-made dashboards, one each for deals, projects and leads.
In Insightly CRM's own words:
There are three Standard Dashboards for opportunities, projects, and leads.
Insightly's standard dashboards, read 2026-11-12.Insightly adds up the value of the deals in any list you open, and that total can go into a report.
In Insightly CRM's own words:
The total value displays at the top of any list of opportunities and can also be included in reports.
What are Opportunities?, read 2026-11-12.
What can make Insightly CRM's numbers look wrong?
Expected Revenue is a weighted estimate rather than money won, because, as Insightly's help pages say, it multiplies each deal's value by its probability.
In Insightly CRM's own words:
The Expected Revenue field is an opportunity's Opportunity Value field multiplied by its Probability.
What is the Expected Revenue field in opportunity reports?, read 2026-11-12.A count of closed deals is not the same as a count of wins, since Insightly's help pages say every deal state other than Open and Suspended counts as closed.
In Insightly CRM's own words:
Open and Suspended are considered "open" states, and the others "closed" states, meaning their work is complete.
What are Opportunities?, read 2026-11-12.A blank or low dashboard card may only mean a field is not filled in, as Insightly's help pages say, rather than that nothing happened.
In Insightly CRM's own words:
The information on each card depends on your Insightly data, so some may be empty if you don't use certain fields or objects.
Insightly's standard dashboards, read 2026-11-12.A downloaded report will not carry the subtotals shown on screen, as Insightly's help pages note, so totals have to be added up again in the spreadsheet.
In Insightly CRM's own words:
Groupings, summaries, and charts are not exported.
How to export a custom report, read 2026-11-12.
How do I check Insightly CRM's numbers myself?
An owner can download a report from Insightly as a spreadsheet and count the deals row by row.
In Insightly CRM's own words:
Click Actions and select Export to Excel or Export to CSV.
How to export a custom report, read 2026-11-12.The Opportunity History Report shows when a deal's value, stage or state was changed, so an owner can see why a won total moved.
In Insightly CRM's own words:
Under each opportunity, a new line is created each time one of the fields above is changed.
What is the Opportunity History Report?, read 2026-11-12.
How does Insightly CRM work with Feder?
Connect Insightly CRM to Feder and it joins your Wins apps. Feder only reads. It never changes anything in Insightly CRM.
When you connect Insightly CRM, Feder checks the connection straight away and shows Connected only when that check passes. If a reading cannot be taken later, Feder shows it as not read, never as zero.
Other apps that feed Wins
- Stripesuccessful payments
- Google Adsconversions
- Google Analyticskey events
- PayPalpaypal checkout payments
- Pipedrivedeals won
- WooCommercepaid orders
Questions owners ask about Insightly CRM
- Why did deals disappear from Insightly?A deleted deal leaves your lists and reports and waits in the recycle bin, so a delete can look like a drop in deals.
- Why did my won deals change in Insightly?Setting a deal to Won updates its actual close date, so marking an older deal as Won again can move it to a newer date.
- Why do my Insightly won deals differ between people or reports?When deals are set to private sharing, each person sees only the deals their role allows, so two people can count different totals.
Where do these answers come from?
Everything this page says about Insightly CRM comes from Insightly CRM's own pages, quoted above with the date we read them. Last reviewed 2026-11-12. We read them again by 2027-11-12. If one changes, this page changes or comes down.
Know the day a number breaks, not the month after.
Some numbers are too quiet to judge daily, such as a form filled in a few times a week. Until there is enough of your own history to judge a change, Feder says it is still learning and scores nothing, rather than guessing.