How to choose a CRM for a small business: 10 questions before you pay
CRM comparisons weigh features, but other things decide: the real price, data export, languages and who actually answers you. Ten questions for every vendor — including us.
Choosing a CRM for a small business has one pitfall: most comparisons weigh feature lists, but entirely different things decide it — how much you'll really pay, whether the team will actually live in it, and what happens to your data when you want to leave. Ten questions to ask every vendor. Us included.
Money and terms
1. What does it really cost — including the features you'll need? Luring you in with a cheap tier and hiding the features you need in a pricier one is the oldest trick in the price list. 2. What exactly sits behind the higher tier? Ask for a specific list. 3. Can I start free forever, or only for a trial period? A 14-day trial forces you to decide under pressure; a free plan with a limit lets you grow at your own pace.
Data and trust
4. Where is the data stored, and does GDPR apply to it? For a European company, "in the EU" is a simple box to tick. 5. Can I export my data at any time — all of it, at no charge? The answer to this one tells you whether the vendor holds on to you through value or through a lock. 6. How often is it backed up?
Everyday life
7. How long does deployment take? An answer in weeks means consultants and training; a small business needs an afternoon. 8. Will the system show me on its own who to contact today — or do I have to find it myself? A passive database is just a pricier Excel. 9. What languages does the app work in? This matters for mixed teams and foreign branches. 10. Who answers me when something breaks — a person or a chatbot?
Straight up
Yes, this article is written by a CRM maker — and the questions are deliberately ones we can answer well: one price, a free plan forever, data in the EU, export anytime, hourly backups, deployment in an afternoon. But do ask them of everyone. If someone comes out better for your work, go with them — we'd rather lose a fair comparison than win by leaving something unsaid.
You can verify Lemnio's answers to all ten questions yourself — free, on your own data. And if you write to [email protected], a person answers (see question 10).