March 6

How To Choose The Best CRM Services And Software


Relationships with customers play a vital role in the success of a business. Keeping track of the details of each customer proves to be challenging and overwhelming for most businesses.

A CRM tracks all of your customers' information and organizes the sales process. Some companies offer supplemental software for their marketing and customer service departments.

Opening yet another spreadsheet can make your head spin just as much as not knowing what's available.

We are here to help. Let's talk about what CRM systems cost, which ones work best for your company, and which ones are the most popular. You can check out our Pipeline CRM review and other CRM reviews so you can find what works for your particular business.

What Exactly Are CRM Services?

Managing customer relationships is at the core of an CRM system

By using a data-driven approach, CRM software enables employees to keep track of customer information in one central place using phone numbers, emails, and previous interactions.

Automations are easy to set up through various tools, from sending and receiving emails to dashboards that analyze business performance and insights and analytics that are generated using artificial intelligence. Various CRM software packages offer different features.

A CRM system is normally offered as a SaaS (software-as-a-service). CRM software is hosted on a central server, and this software is accessed through a monthly subscription fee.

Subscriptions are typically billed monthly, though the actual agreement lasts for a full year. A subscription extension is sometimes offered at a discount.

Large companies may need to purchase CRM plans that are enterprise-level, while smaller companies may be able to get away with free editions of CRM that come with less features.

In addition to CRM software, many CRM companies offer an array of software extras, such as training tools and tools for team collaboration.

When you buy all your software in one place, data sharing between teams is simplified because the software works together. Consequently, businesses often get locked into a single digital ecosystem.

Is A CRM Right For You?

As your contacts list grows and you notice you are forgetting client information, it may be time to invest in CRM software. 

CRM software can be used to track and manage sales, handle social media, and even take care of your customer service needs.

Increased sales and improved customer service are likely to result. You can identify customer relationship needs, and then choose the correct CRM software based on your requirements.

The reason that businesses use a CRM is because of the system's ability to help them streamline the sales process.

CRM systems have many advantages. A single dashboard displaying customer information makes accessing the customer’s data easy to access which results in improved customer relations.

Sales processes are improved by CRM systems but the information they gather helps other departments in the business.

Many systems offer supplemental tools which allow businesses to create and track their emails, as well as provide automation tools to improve efficiency.

In the same way, a CRM can provide information about past purchases so that customer service representatives can provide a more consistent customer experience.

Some CRM systems offer social media integration which is very useful for finding new leads. Any business that deals with multiple customers will benefit by using a CRM tool.

Avoid These Mistakes When Choosing A CRM

Several factors need to be considered when picking a new CRM system, so here are a few to keep in mind.

  • The best way to make sure you like a particular CRM service before buying it is to try it out for free.
  • Many CRMs offer free trials, which means your team can test drive the CRM to determine if it is right for your business before committing.
  • A common mistake is buying software that fails to solve any of the problems your business faces.
  • You can only avoid this pitfall if you develop a list of all the difficulties your sales team faces and figure out which CRM tools will resolve these issues. A CRM should include features that you need.
  • Many organizations purchase a CRM and only a small portion of their staff tends to use it. In most cases, it’s because the software is just too difficult to learn to use.

Getting familiar with CRM software can be done through written guides and tutorials, as well as on-site training.

You need to have your sales team decide which training method would work best for them. Additionally, some salespeople have specific needs that prevent them from utilizing certain CRMs.

If your sales team is always on the go, a mobile-friendly CRM would be easier to use than a desktop-only CRM.

In addition to functionality, it is also important that the CRM software be scalable. 

While a basic CRM may be sufficient for a small business, one that can grow as your company grows may save you the hassle of switching CRMs later in your business’s development.

Review The Software Features

You usually have to spend the extra time doing research for this part. Our team did all the searching for you, so you don’t have to. You can check out our list of the best cloud-hosted CRMs by clicking here:

These products represent the leading CRM tools in the market today. The products we reviewed are among the highest-rated solutions as determined by the criteria we set when reviewing any software product. These include:

  • Main features and functionality
  • Collaborative features
  • A customized solution
  • Integration of technology
  • User-friendly
  • Information security
  • Mobility
  • Support and assistance

What CRM Features Should You Look For?

What are some important features you should look for in a CRM application? Many vendors offer products similar to one another. You should, however, make sure that the CRM software includes the following:

  • Prospecting and lead management – to ensure the complete lifecycle management of leads.
  • Management of contact information – for managing contact information and storing it.
  • Automation – To be able to automate sales processes, tasks, and workflows for leads.
  • Management of campaigns – ensuring campaigns are created and executed, and assessing their effectiveness.
  • Email tracking – to visualize campaign performance.
  • Social media management – for analyzing audience interactions on social media sites.
  • Reports and dashboards – to analyze and forecast trends.
  • Mobile apps – mobile versions of CRM software for devices running iOS and Android operating systems.
  • Vendors may offer additional tools and features based on pricing and plans.

Costs Should Be Considered

Is CRM software expensive? Different cloud-based CRMs are offered on different subscription plans offering an array of deployment options. They are quite affordable.

Since software cost is a major concern for SMBs, many of them start out with free CRM solutions and later upgrade to paid CRM solutions as their venture grows.

Read Up About The Vendor

A software company or vendor is as critical as software itself. Why is that so? As long as you're using the software, you'll need the company's support and assistance.

Therefore, the vendor must be dependable and trustworthy. All channels and means should be available for  reaching customer service, including tickets, phone, email, social media, live chat, mobile, and so on.

Furthermore, the company should also be able to provide in-house seminars, webinars, or online courses on product- or service-related topics.

Research Vendors Image

Their resources should include a full knowledge base that includes product documentation, answers to frequently asked questions, tutorials, and guides.

In addition to product-related readings, some companies provide insightful articles on topics such as maximizing lead generation, improving agent productivity, and so forth.

HubSpot, Freshsales, Pipedrive, and Zoho are some of the most successful CRM companies in the industry. When you buy from reputable vendors, you’ll get world-class support, quick resolution of issues, updates, and new features.

Other than the well-known names, how do you check the credibility of a vendor? From sites like ours that review software, you can obtain vendor profiles and information.

Other people's experiences can also serve as a gauge of a company's reputation. Social media platforms, online forum sites and community sites are full of user comments and feedback.

Consumers visit online review sites in search of information about a product, service, or company. A purchaser's purchasing decision is heavily influenced by negative and positive reviews, as well as the company's responses. This is something you should also consider.

Test The Software Out

It's time to experience the software and features yourself after reviewing the vendor's features and narrowing your product choices.

Almost every leading CRM vendor offers free trials of the product. Our recommendation is that you take these so that you can become familiar with the software and see how easy it is to use.

It gives you the best opportunity to know if the software matches your requirements and expectations without having to worry about extra cost. You can easily switch from a free trial to the paid version if you find it’s what you need.

During a free trial, if it is not for you, you can cancel anytime during the free trial period to explore other software that you have shortlisted.

Use these brief checklists to find the best CRM software and services that will work for you and your business.

What To Look For In The System

  • Can you develop your own process using the software/product?
  • Are on-demand (Internet-based) solutions easy to use or to configure?
  • How well will it perform?
  • Does it let you and your coworkers collaborate with one another?
  • Does the software or on-demand solution make it easy to integrate data from other sources?
  • Is it scalable?

What To Look For In A Vendor

  • Have they been in business for long?
  • Do they have any financials available?
  • In terms of vertical thrust, where have they gone? Or do they concentrate on one sector?
  • Is it compatible with your platform?
  • How well do they know your specific business?
  • Do they offer professional services to get you up and running?
  • Do they have partnerships with companies like Microsoft Outlook that enhance your CRM’s workflow?


  • Do you need on-premise software?
  • Do you need on-demand/SAS/cloud computing?
  • If you are traveling, will you install the software on your machine or will you use a browser to dial up?
  • What level of mobility are you looking for? Will you want to use a laptop or do you want to use a mobile phone?

Choosing the best CRM service or software can be overwhelming when you don’t know what to look for or what questions to ask to make the right decision.

Use this guide and our checklists to narrow down your choices and find what works right for your individual business needs. The whole idea is to make your business more efficient, not slow it down. Get what you need to make your business run your way.