Free Resource Tower CRM

CRM Evaluation Checklist

A 20-point framework for small businesses to evaluate CRM software without getting trapped by bloatware, hidden pricing, or "consultant-ware."

1. Usability & Adoption (The "Day 1" Test)

Time to Value: Can a standard user log in, create a deal, and log a note without reading documentation?
Click Efficiency: How many clicks does it take to move a deal to the next stage or log a call? (Target: < 3 clicks)
Speed: Do pages load instantly? Is the UI bloated with unnecessary sidebars and "widgets"?
Data Entry: Does the CRM force salespeople to fill out 15 required fields just to create a basic contact?

Custom Fields: Is it easy to add custom fields to Deals/Contacts? Do they cost extra?
Pipeline Flexibility: Can you create multiple sales pipelines with custom stages?
Views & Filters: Can users build and save their own list views without admin privileges?
Industry Relevance: Does it have industry-specific data models (e.g., policy tracking, effective dates) or just generic "Sales"?

"Add-on" Traps: Is essential functionality (like API access, dashboards, or email sequences) locked behind an "Enterprise" tier?
Implementation Costs: Does the vendor require a "mandatory onboarding fee" or suggest hiring an external consultant?
Seat Minimums: Are you forced to buy seats in packs of 5 or 10, even if you only need 3?
Data Hostage Potential: Can you easily export ALL your data (including notes and activities) to a CSV without restrictions?

Email & Calendar: Does it natively sync with Google Workspace and Microsoft 365?
Auto-Logging: Docs it automatically log email threads and meetings to the right Contact and Deal records?
Open API: Is there a documented REST API allowing you to wire up Zapier, Make, or custom scripts?
Third-Party Connectors: Does it integrate with your specific billing (Stripe) or marketing tools?

Email Sequences: Can you build multi-step email drip sequences natively?
Stage Automations: Can you trigger actions (create task, send email) when a deal enters a specific pipeline stage?
Data Validation: Can you require specific fields to be filled before a deal is marked "Closed Won"?
Reporting: Can you calculate conversion rates between stages and track individual rep activity easily?