Guide
How to choose a CRM: seven questions.
Use this checklist with any CRM vendor, including us. It keeps the decision about your team's real work rather than a feature list.
Checklist
Seven questions to ask.
- Who will use it?
Count the people and the functions: sales, service, billing, HR. Fewer tools means fewer logins.
- What must it do in week one?
Write down the five tasks the team does every week and test those first.
- How does it handle AI?
Ask which actions need approval, what data is sent, and whether your data trains models.
- How hard is it to get data in?
Check CSV import, header mapping and duplicate rules.
- What does security look like?
Ask for workspace isolation, two-factor sign-in, access controls and a clear list of what is not offered.
- How is it priced?
Check seats, plan limits, add-ons and AI credits.
- How will you trial it?
Use your own data and your busiest workflow, not a demo dataset.
Fit
Match the CRM to your team.
A team of three that sells one product needs less than a team of thirty with sales, support and billing. Start from the work, not the feature list, and pay for what you will use in the next six months.
Count the tools you use today for customer records, quotes, invoices, tickets and team chat. Each one is a login, a bill and a place where the customer's details can drift out of date.
Total cost
Look past the sticker price.
Price per user per month grows with the team, so check the price for your headcount.
Forecasting, AI usage and extra storage may cost more.
A product that takes weeks to configure has a cost in people's time.
Check how easily you can export your data later.
Red flags
Warning signs during a trial.
If the vendor will only show a prepared dataset, ask to use your own.
Ask for the price for your team size early.
If you cannot see what the AI can access or switch it off, be cautious.
If you cannot take your records with you, think twice.
Choosing a CRM
Choosing questions, answered.
Should I pick the CRM with the most features?
Not necessarily. Pick the one that handles your busiest workflow in the fewest steps, and add features later.
How do I compare vendors fairly?
Run the same scenario in each trial: a lead arrives, becomes a deal, gets a quote and is invoiced. See our comparisons.
How long should a CRM trial last?
Long enough to run your busiest workflow with real data, usually one to two weeks. Veliq CRM's Starter plan has no time limit.