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What should you look for in a CRM?

A CRM only works if your team uses it every day. So look mainly at what it costs per user, whether it talks to your email and calendar, and how you get your customer data out again.

  1. Price per user

    CRM packages almost always charge per user per month. With three colleagues you pay the entry price three times, and useful features are often only in a more expensive plan.

    Ask the vendor

    What does it cost per user on the plan with the features I need, and can I add or remove users per month?

    Sort by lowest price18 of 21 tools have a public price

  2. Integration with email and calendar

    If your emails and appointments do not end up in the CRM automatically, it soon falls behind. A good integration with your email program and calendar is the difference between a CRM that is kept up to date and one that is forgotten.

    Ask the vendor

    Do the emails and appointments from my own email program automatically end up with the right customer?

    Sort by most integrations21 of 21 tools list integrations

  3. Free plan to get started

    If you work alone or with two people, a free plan may be enough to keep track of your customers and deals. The number of contacts or users is often limited.

    Ask the vendor

    How many contacts and users can I have on the free plan, and what happens to my data if I go over that limit?

    Show tools with a free plan6 of 21 tools meet this

  4. Data processing agreement

    A CRM holds personal data of your customers and leads. The vendor processes that data on your behalf, and the GDPR then requires a data processing agreement.

    Ask the vendor

    Do you offer a data processing agreement, and which sub-processors get access to my customer data?

    Show tools with data in the EU and a data processing agreement16 of 21 tools meet thisMore about the data processing agreement

  5. Where your customer data is stored

    Many CRM packages come from the US. That is allowed under conditions, for example if the vendor and the product fall under the Data Privacy Framework. If your data is in the EU, you do not have to look into that.

    Ask the vendor

    Is my data stored in the EU, and if not, does this product fall under the Data Privacy Framework?

    Show tools with data in the EU16 of 21 tools meet thisMore about data in the EU

  6. Export of contacts and deals

    Your customer base is one of the most valuable things your business has. If you cannot export it in full, with notes and history, you are stuck with the package.

    Ask the vendor

    Can I export all my contacts, deals, notes and activities, and in which format?

    How to take your data with you

  7. A Dutch-language app

    A CRM is also used by colleagues who did not choose it. In their own language the threshold is lower and fields are filled in properly more often.

    Ask the vendor

    Is the whole app in Dutch, including the email templates and the reports?

    Show tools with an app in Dutch12 of 21 tools meet this

Frequently asked questions about choosing CRM systems

What should you look for in a CRM?

Look mainly at price per user, integration with email and calendar, free plan to get started, data processing agreement, where your customer data is stored, export of contacts and deals and a Dutch-language app. For each point we explain why it matters and which question to ask the vendor.

Which questions should you ask a vendor of CRM systems?

What does it cost per user on the plan with the features I need, and can I add or remove users per month? Do the emails and appointments from my own email program automatically end up with the right customer? How many contacts and users can I have on the free plan, and what happens to my data if I go over that limit? Do you offer a data processing agreement, and which sub-processors get access to my customer data?

How many CRM systems in the guide can you use or try for free?

Of the 21 CRM systems in our guide, 6 have a free plan and 14 can be tried for free, according to the vendor's site.

Sources

  1. Autoriteit Persoonsgegevens: Data processing agreement (in Dutch)
  2. Autoriteit Persoonsgegevens: Transferring personal data to the US (in Dutch)

Texts and sources checked on . The counts follow from the facts in the guide. Rules can change; the source prevails. This is an explanation, not legal or tax advice.

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