How to choose a CRM in 7 steps
Choosing a CRM is a decision you carry for years: migrating later is expensive. This 7-step guide saves you the costliest mistake: buying the wrong CRM.
Step 1 — Map your sales process first
Before looking at software, write down your stages: lead → contacted → proposal → close? The CRM must adapt to YOUR process, not the other way around.
Step 2 — List the essentials (and only those)
Visual pipeline, contacts, tasks, lead capture and reports cover 90% of a small business. Everything else is a "nice to have" that inflates the bill.
Step 3 — Calculate the real 12-month price
Base price × users + add-ons + onboarding. A "from €15" CRM can end up at €250/month with 5 users and automations. Ask for the total with EVERYTHING included.
Step 4 — Verify automatic lead capture
Does it connect to your website, WordPress and Facebook without coding? Here is how to automate lead follow-up. If the answer is "via Zapier" (another bill), deduct points.
Step 5 — Demand a free trial WITHOUT a credit card
If they ask for a card just to try, you already know how the relationship will go. Test with real data: import your CSV and simulate a week of work.
Step 6 — Check language, support and GDPR
Support in your language, EU-hosted data, and easy export of YOUR data if you ever leave.
Step 7 — Validate with your team, not just the boss
The people using it daily must try it. If your most reluctant rep gets it in an afternoon, you have a winner.
The 3 most common mistakes
- Buying by brand: the most famous CRM isn't the best for a small business.
- Overbuying: paying for enterprise features you'll never use.
- Ignoring adoption: an unused CRM is wasted money, however cheap.
Ready for step 5? MizimaCRM offers 30 days free with no credit card and industry-preset modules.