Entrepreneurs consider various factors when starting a business, including business plans, products, funding, and accounting. Nevertheless, a CRM system is the furthest thing from their thoughts. How come? What is the objective of CRM software for businesses? What are the top CRM software options for small businesses?

In this CRM guide, we’ll address each of these points.


Customer relationship management (CRM) is an abbreviation. CRM software consists of various features that assist entrepreneurs in managing customer communication and improving the customer experience.


What advantages come with using a CRM system?

We began the article by posing the question of why so many entrepreneurs overlook CRM software. It occurs due to a small business’s inability to manage a large amount of data. When you first begin, you will have a limited number of customers and contacts.

Thus, keeping track of clients’ names and preferences on a single computer or even notebook is as simple as using a single email address.

Nonetheless, as a small business grows, the number of customers increases, and a few employees become a large team. Finding software capable of storing data and granting access to many employees becomes necessary.


Is Customer Relationship Management Software Vulnerable?

The CRM system is no exception. CRM software is prohibitively expensive for small businesses. Also, if you find a cheap option, check for hidden fees. Hidden costs include maintenance, data backups, system administrators, and software developers.

CRM programs, like all programs, can fail. In this case, all records will be lost, negatively impacting your business. Small business CRM software should also be easy to use. Otherwise, you’ll have to spend a lot of time training employees.


CRM software integrates various functions that simplify small business operations. The following is a list of critical tasks that a small business’s best CRM should perform:


●  Build communication. Email is sent and received via CRM. Email and social media bots are available. The more options for communication, the more loyal and satisfied clients are. Consider a customer who prefers WhatsApp to Gmail. Enabling WhatsApp instead of Gmail can earn them loyalty.

●  Organize contact information consistently. It is vital to keep all customer data in one place. A client contacting you should not repeat basic information such as name, phone number, or email address. Deuxièmement, CRM software keeps track of previous conversations and who spoke with a customer. In the event of a problem, this saved data helps resolve it. This feature is handy for sales-based businesses. The stored data unifies the team, improving sales efficiency.

●  Prioritize. It is vital for any business, but especially for freelancers. CRM software allows you to assign tasks to employees and track their progress. It is easier to work when your employees are located worldwide. This feature can also help generate sales reports. There’s also a deal-tracking feature.

●  Internal communication should be coordinated. CRM software makes monitoring how your teams communicate with one another much easier. Additionally, you can send emails within CRM to consolidate customer and employee conversations.

●  Organize employee reports. A customer relationship management (CRM) platform enables you to manage employee tasks and generate financial reports. Because you are using the same system, you can see how many studies your employee has, their success rate, and their earnings.


Added Functions:


●  Segment your customer base. Although it isn’t essential, it can be helpful. You can segment your contacts based on various criteria that will benefit your small business.

●  Send email templates. CRM software should enable the creation of templates and the sending of scheduled emails. Additionally, you can receive notifications when an email is delivered and read.

●  Evaluate customer strategies. CRM software stores all of the customer data necessary to define customer behavior. You can monitor a customer’s activity and feedback via CRM. This information will enable you to develop strategies for your business’s growth. Additionally, sales forecasting is possible.

●  Increase the profitability of the business. Naturally, CRM cannot increase your company’s profitability on its own. However, each of the functions listed above contributes to your small business’s effectiveness. This CRM enables you to create financial reports and track your revenue.


Source: light-it.net


We’ve defined the functions that a good CRM software should have. Consider additional criteria that define a good CRM system capable of bringing disparate departments together to provide superior customer service. Here are the factors for choosing the best CRM for small business:


●  The interface is simple to use. It is not your system if a CRM system is overly complex and requires extensive employee training. CRM software can use daily; therefore, it should be simple.

●  A system that is hosted in the cloud. In the world of freelance, data should be accessible from any location. That’s why the best CRM is cloud-based, allowing employees to access real-time data from any device, anywhere.

●  Implementation is rapid. If you spend hours manually entering customer information into a database, that CRM isn’t for you. Adding data from email or import lists should be possible with a single click.

●  Updates are performed automatically. When your business is small, you likely have a limited number of clients and partners; you can manually update their information. However, what if your enterprise is large? Will you be updating the personal information of thousands of people?

●  Management of funnels. It’s ideal if you can track your customer’s every move.

●  Price. You’d think we’d say good CRM software is expensive, but we won’t. To begin, if a free trial version is available, you should download it. A demo version lets you test the CRM’s functionality. Also, the functions of CRM systems vary significantly in price. Choose the best one for you and only buy it if it helps your business grow.




We’ve compiled a list of critical points to consider when selecting the right CRM system for your business.

1. Budget. Before purchasing CRM software, you should determine your budget. As mentioned previously, there are free CRM versions available. Nonetheless, some of them cost upwards of $200. If you know the price range you’re willing to pay, you can narrow down the vast array of CRM options.

2. Expected Features. Before selecting a CRM system, it is critical to understand what you expect from it. Create a list of the CRM features, and choosing the right option will become much more manageable. When creating a list, consider your requirements and solicit feedback from the employees who will use the CRM, as they may add or remove features that you considered.

3. Consult with other businesses. It’s worthwhile to solicit referrals from firms in the same industry, as they are familiar with the business’s requirements.

4. Keep a record of helpful information. One recommendation is to track down the features of the CRM software you are contemplating; this prevents the loss of critical information and simplifies the comparison process.

5. Examine the available options. The market is ever-changing. Because new technologies help develop CRM systems, it’s worth researching before buying CRM software. Examine reviews on unrelated websites. Otherwise, you risk reading an excellent study that misses the mark.

6. Utilize a free trial period. Most CRMs provide a free trial. Select several options that best fit your business based on their descriptions and determine whether the CRM meets all of your requirements.



It is impossible to compile a comprehensive list of CRM platforms. But these are the best CRM systems for small businesses. Compare the features of each option to decide which is best for you.


1. Keap

It is a simple CRM for busy business owners. If you’ve used another CRM, Keap can import your data. The Keap plan includes coaching and educational materials to help you quickly set up the system.

Keap has a range of plans with varying levels of features. Basic CRM tools for small businesses include lead generation, client billing, and contact management. You can customize Keap CRM to meet your specific needs. You can schedule emails to clients, customize dashboards, and report on team performance. Keap lacks a free plan to evaluate its capabilities.



2. Zoho CRM.

This CRM software is ideal for small businesses with remote workers. You can use the CRM on your phone without sacrificing any features. Real-time data keeps users informed. The app can also edit data without internet access. Set reminders, send emails, add new clients, attach audio files and comments, make calls, and update deal status.

Zoho CRM is not only affordable, but it also includes all the features a startup needs to provide quality services. The free plan, however, does not allow users to test all CRM features. Top-tier plans allow prediction and AI tool use.



3. HubSpot CRM.

This CRM solution handles sales, marketing, and content. One of the most significant benefits is the unlimited free plan. It is vital to avoid the CRM solution stifling the company’s growth. The free plan includes CRM, sales, email marketing, and customer service tools. Despite its many advantages, CRM has flaws, such as a lack of support for lower-tier plans.


Source: g2.com

4. Bitrix24

This CRM system is built for marketing and sales teams. The number of groups is limitless, and document storage is central. The free plan limits users to 12 and storage to 5 GB. While it is adequate for small businesses, you should consider upgrading or switching CRM software as your company grows. Choosing the right CRM plan can be difficult. No matter how many people you have, this plan can accommodate them.



5. SugarCRM

A complete sales, marketing, and customer service solution automates business processes and manages client communications. There is customer service and a user community for small businesses. Unlike other CRM systems, this one requires ten people. The CRM may appear complex at first and mastering it will take time.

The CRM has several plans, each with a free trial to check if the platform is for you.



6. Pipedrive.

Pipedrive is a great CRM platform for small businesses. Multi-pipeline management with customizable product and service parameters. Customizing data fields is also possible. The software generates reminders and notifications to help you declutter your mind. The platform is easy to use. So integrating it into your business processes is quick.

It generally migrates from one CRM to another as your business grows because upgrading most small business CRMs is prohibitively expensive. Buying a new system for a larger company is more cost-effective.



CRM software is vital to every business’s success. The platform should aid team members in resolving internal workplace conflicts and establishing productive client communication. Since CRMs vary in features, problems they solve, and pricing, it is critical to define the CRM expectations for your startup.

Once you’ve established your platform’s objectives, you’ll be able to identify the best platform for you.

CRM is not the only platform to consider when starting a new business. Additionally, automating the accounting process is beneficial.

CRM allows businesses to align their strategy with the needs of their customers, ensuring that all those demands are fulfilled to the best of their ability and process customer loyalty.




Jennysis Lajom is an IT graduate, a chemist, an eCommerce business owner, and a Korean drama fan. Her passion for digital marketing led her to a career in graphic design, editing, and social media marketing. She is also one of the resident SEO writers in the Softvire US and Softvire Australia.

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