Custom CRM Requirement Template (9 sections)

Fill in your answers. Share with vendors. Get apples-to-apples quotes. Vendor-neutral; works whether you choose Big Helpers, another agency, or in-house.

How to use: Fill in your answers under each section. Share the completed document with any agency (including Big Helpers). They should give you a fixed-scope estimate within 48 hours.

Section 1 — Business basics

• What does your business do, in one sentence?
• How many people are in the team that will use the CRM?
• What tools do you use today (Zoho / HubSpot / Excel / paper)?
• Roughly how many new leads per month?
• Average sales cycle length (days from first contact to closed)?

Section 2 — Pipeline stages

Write your real sales stages in your own words. Don't use templates like "Qualified → Negotiation → Closed". Use your team's actual language.

• Stage 1: ____________
• Stage 2: ____________
• Stage 3: ____________
• Stage 4: ____________
• Stage 5: ____________
• Stage 6 (if any): ____________

Section 3 — User roles

Who sees what? Who approves what?

• Owner: sees ____________, approves ____________
• Sales head: sees ____________, approves ____________
• Sales rep: sees ____________, approves ____________
• Admin/back-office: sees ____________, approves ____________
• Read-only roles (auditor, finance) — list them: ____________

Section 4 — Lead sources & routing

• Which channels bring leads (web form / WhatsApp / IndiaMART / Justdial / walk-in / referral / cold call)?
• How should each be auto-assigned (round-robin / by territory / by product / by language)?
• SLA for first response (e.g. 2 hours during business hours)?
• Escalation rule if no follow-up in N days?

Section 5 — Integrations needed

Section 6 — Reports the owner asks weekly

List the 6-12 actual questions you wish a dashboard answered. Not "show me a chart" — write the question.

• Q1: ____________
• Q2: ____________
• Q3: ____________
• Q4: ____________
• Q5: ____________
• Q6: ____________
• Q7-12 if any: ____________

Section 7 — Mobile

• Mobile need: PWA (web-app) / native Android / native iOS / none?
• What must reps do on mobile (capture lead / log visit / mark attendance / take photo / get directions)?
• Offline support needed (yes for field reps in low-network areas)?

Section 8 — Hosting & data

• Hosting preference: your AWS/DO / our managed / on-prem / undecided?
• Data residency requirement (India only)?
• DPDP scope (do you collect personal data of end customers)?
• Backup expectation (daily / hourly / continuous)?

Section 9 — Timeline & budget

• Must-have launch date: ____________
• Indicative budget range (₹): ____________
• Phasing acceptable (MVP first, full features later)? Yes / No
• Anything else the agency must know: ____________