There are many advantages to implementing a customer relationship management system for your company, but in order to maximize its potential, you must pick wisely. Finding free crm that is efficient can be challenging, though, because there are so many options available, ranging from established names to cutting-edge software.

It takes a lot of time, patience, and extra research to choose the best CRM solution from the start, especially if you don't know where to look. It sounds like a lot of effort, but with our advice on how to pick the best software, we can guide you through the decision-making process.

What is a Customer Relationship Management System?

Customer Relationship Management System-1

A customer relationship management system, or CRM, refers to any device that stores and manages customer data. Thanks to digital technology, companies may now access client information from any website. Moreover, they can use the best crm software available,

Any company that wants to compete must find a method to link its various divisions, from marketing to customer service, so that they can all work together to raise total customer satisfaction.

Because of this, it's usual to discover crm tools that work with other programs such as G Suite, Salesflow, and other automation and communication programs. Your customer relationship management system and, by implication, your company, can benefit from anything that collects real-time client data.

Customer relationship management systems enhance the client journey in addition to offering teams the best possible coordination. Website personalization is the wave of the future, and it is essential to loop in actionable data and a focused persona.

In essence, a customer relationship management system may help you identify your audience and better understand them. With the correct sales crm software, you'll eventually be able to sell more to your current client base or draw in additional warm leads.

Customer Relationship Management System Checklist

We can assist you in locating the ideal system for your needs now that you are aware of why your company requires a customer relationship management system. Here are 10 factors to think about while selecting a customer relationship management system or CRM system.

Customer Relationship Management System Checklist

1. Be Aware of Your Business's Needs

You may have found this article because a friend, coworker, blog post, or business partner informed you that a customer relationship management system was essential for your business—and it very well may be.

Business needs > CRM

If you feel a CRM is the best choice, you may now consider your company's requirements. Most firms require crm for small business as a result of the following problems:

  • Inability to acquire or keep loyal customers
  • Difficulty locating or tracking consumer data
  • Protracted or lengthy sales cycle
  • Little visibility of agent performance
  • Handling agent scheduling is challenging
  • Ineffective customer/client communication

Checking if the free crm platform can solve these problems can help you pick the right tool.

2. Cloud vs. On-premise

You need a mechanism to connect your private server to the Internet and for exporting or importing data. This is the common case for any modern software. You store your crucial customer data on your private server. Every customer relationship management system has a connection to a local server or the cloud.


You don't require an internal server, technical know-how, or a significant up-front expenditure for installation or licensing when using a cloud service. All you have to do to use the system to save or access client data is sign up for a subscription and log in as needed.

Not every cloud service is helpful or user-friendly. You won't be able to utilize the system at all if your internet connection drops out or the server goes down. Additionally, cloud-based servers are much more expensive over time than internal systems, which is why enterprises, in general, avoid them whereas startups embrace them. However, by 500apps contradicts this common notion. This cloud-based service offers 99.5% uptime and is incredibly cost-effective.


A customer relationship management system that is physically hosted on your premises allows you access to its servers. An on-premise solution is ideal for your needs if you wish to quickly interface with other customer applications, enhance the security of your software, or eliminate subscription fees.

However, you'll require specialized IT professionals for maintenance assistance to run an internal server. Additionally, the high first investment may deter companies. However, it's crucial to think about your long-term objectives, so pick the best free crm that is flexible, adaptable, and scalable.

3. Features needed

Customer Relationship Management System Features

Before settling on a certain piece of software, it is critical to comprehend the issues that the customer relationship management system is intended to address. In order to make sure you receive a customer relationship management system that meets your specific demands, you'll need to pinpoint bottlenecks and assess your current business processes. The majority of customer relationship management system includes several capabilities to address a wide range of business demands, but why pay for things you won't use?

Make sure to undertake an in-depth study to establish the business goals you need to be met at that particular time because you'll probably overestimate the features you require if you don't. The greatest option for your organization is a customer relationship management system that can be readily upgraded to a more advanced version because your customer relationship management system needs will increase as your business operations evolve.

You should also think about your team: do some individuals require various features or plans? Your communications department might merely want marketing-related tools, whilst your sales team might require more sophisticated sales functionality and remote crm software access.

Make a list of the features you want, rank them, and decide on top priorities. This will enable you to avoid one-size-fits-all solutions and instead pick a crm software for small businesses that is ideal for your requirements.

4. User Experience

Another factor to take into account when selecting a customer relationship management system for your company is how the software works. What's the purpose of having all the features if your staff can't use them? Are mobile devices supportive? A cloud customer relationship management system with a mobile app version would be perfect for you if you or your staff occasionally needed to access it away from their PCs.

Does it integrate with the software you already use, such as your accounting program, website forms, billing system, and e-commerce? If this isn't the case, you won't be able to obtain reliable information about your company. Additionally, you should confirm that it is simple to export data from the customer relationship management system and import data from other sources.

All of these problems are a component of the user experience, so before making a purchase, take your time to test out a customer relationship management system to see if it's user-friendly. When executing duties, if it upsets you, then it's not the best customer relationship management system for you.

5. Use the free trial

Try before you buy if you have the opportunity. You and your staff can determine whether or not the customer relationship management system fulfills your company's needs by using the trial version. Many times, people just use the free trial for a short period before concluding it is effective. Spending more time with the trial will ultimately save you time and resources because you will be able to evaluate the software's main features, usability, and growth potential.

We suggest testing out by 500apps, one of the providers that offer a free trial of their software. Customers can utilize the fully functional demo for 14 days without making a purchase.

To Wrap Up

By enabling the implementation of marketing automation and crucial communications channels that allow you to better serve your clients, a top crm system such as by 500apps enhances your growth marketing plan. In order to select the ideal CRM solution, map out your requirements and explain your business strategy. After you've put everything up, you'll need to figure out how to start feeding customer information into your customer relationship management system.

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