Yes.
You need a simple CRM — but the real gap is a compliance-ready call log, not fancy software.
What's really going on
You have 4-10 agents, 50-200 leads a month, and three channels that don't talk to each other. The pain isn't pipeline — it's that a referral calls an agent back three weeks later and nobody remembers the conversation. Annuity sales also means FINRA/state suitability notes, disclosures, and follow-up cadences you can defend if audited. That's a logging problem and a shared-ownership problem, not a marketing-automation problem.
What to do instead
- HubSpot Free CRM (free) — one shared contact record per lead with call logs, email sync, and unlimited agent seats. This alone solves 70% of what you described.
- Zapier (free tier, paid by task volume — check current pricing) — wire your email inbox and your call tool into HubSpot so logging isn't a thing agents have to remember.
- A written follow-up cadence — day 1, day 3, day 7, day 21, day 60. Same for every agent. Pin it in HubSpot as a task template.
Today, do this one thing: in HubSpot, create a Deal pipeline with five stages (New → Contacted → Suitability Review → Application → Issued) and import your last 30 days of leads. One person, 30 minutes.
What you're being oversold
Someone is probably pitching you Sales Hub Professional or an "annuity-specific CRM" at $150+/seat with sequences, forecasting, and an "education portal." At your volume you don't need any of it yet — HubSpot Free plus a shared Google Drive folder for training docs covers the portal piece. Doing nothing isn't free, though: with 50-200 leads a month and annuity commissions what they are, one slipped referral per agent per quarter is real money walking out.
When to revisit this
When your agents start complaining they can't see which leads are theirs vs. the team's — that's when you upgrade to Pipedrive or paid HubSpot.
The part worth getting right
Decide now whether your calls need to be recorded and transcribed into the CRM, or whether a typed note is enough. If your compliance stance is "recorded and searchable," you need a dialer that writes into HubSpot (Aircall, Kixie, JustCall) and the CRM choice follows the dialer. If typed notes are fine, HubSpot Free alone carries you for a year. Picking the wrong path means either overpaying for telephony you don't use, or ripping out your stack the first time a state examiner asks for a call log you can't produce.