CRM selection checklist

A short worksheet to compare CRMs on the job you need done, who needs a login, what must connect on day one, and what it takes to leave.

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1. What is the primary job in the next 90 days: inbound leads, outbound pipeline, appointments, or client reporting?
2. How many people need a login in month one, and how many in month six?
3. Which tools must connect on day one (calendar, dialer, payment, forms, ad platforms)? Split them into must-haves and nice-to-haves.
4. Who owns the right to export your data, and have you exported a sample CSV from any system you use now?
5. What is the all-in monthly cost at your seat count, including base price plus phone, SMS, and email add-ons? Ask each vendor for a written quote at that count.
6. How will you measure success at 30, 60, and 90 days (booked calls, closed deals, response time)?
7. What is the exit plan if it fails: export format, downtime, and whether you can run the old system in parallel?
8. Where is data stored, and do you need a BAA or DPA? Ask the provider. Do not assume.
9. Which roles need a usable mobile workflow?
10. Who will own onboarding, and how many hours are budgeted for training?

This worksheet is vendor-neutral. It does not rank products and it is not a hands-on test. Prices and contract terms belong on each vendor's quote.

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