Thinking About Switching CRMs? Read This Before You Decide
Every now and then, a conversation with a genuine business partner sparks an insight worth sharing with the world. This article was inspired by one of those moments, a thoughtful back‑and‑forth on LinkedIn that made me realize just how many people are quietly wondering the same thing:
“How do I know if switching CRMs is the right move for my business?”
If you know me, you know I love giving people the information they need to make confident, long‑term business decisions. So instead of keeping this conversation tucked away in my inbox, I’m turning it into a resource that can help anyone evaluating their next CRM move.
Let’s dive in.
When a CRM Isn’t the Right Fit, And That’s Okay
My business partner reached out to thank me for introducing her to a CRM platform. She loved the system, but ultimately realized it wasn’t aligned with the direction her business was heading. She’s simplifying, shifting into a more focused B2B model, and didn’t need something as robust.
Totally fair.
Totally normal.
Totally human.
And honestly, I appreciate when people are clear about what aligns with their business and what doesn’t. That clarity saves time, energy, and money.
She even said she’d happily recommend the CRM to others, which speaks volumes about her integrity and the quality of the platform.
A Creative Option Most People Don’t Think About
I tossed out a simple idea:
If you’re not going to use your CRM account, you can sell it.
Because she had a discounted grandfathered rate, she could pass that savings on to someone else and recoup some of her investment. Not required, not pressured, just a creative option.
But she preferred something even simpler:
“Can I just send people your way?”
Absolutely. Alignment matters more than anything.
The Real Question: “Do I Even Need a CRM This Big?”
As she simplified her business, she wondered whether a smaller CRM might be enough.
That’s when I shared the one piece of advice I wish every business owner knew before switching:
Beware of Stair‑Step Pricing
Most CRMs look inexpensive at first glance.
But the moment you grow, even a little, the price starts climbing.
This is called stair‑step pricing, and it usually shows up in four ways:
The price increases as your contact list grows
You get charged per user per month when you add a team member
You’re forced into a higher‑priced plan to access basic features
Your monthly cost balloons as your business evolves
Many entrepreneurs don’t realize this until they’re already locked in.
The CRM she currently has doesn’t do this. In fact, she’s grandfathered into a rate that’s no longer available to new users. That alone is worth pausing before switching.
If You’re Shopping for a New CRM, Ask These Four Questions
I encouraged her to take a day or two to explore other platforms and to ask their customer support these simple but powerful questions:
If my needs change, does the price change?
If my contact list grows, does the price increase?
If I add a staff member, is there a cost per user per month?
If I need more features later, will I be required to upgrade to a higher‑priced plan?
If the answer to any of these is “yes,” you’re looking at stair‑step pricing.
And here’s the kicker:
The cheaper the CRM looks upfront, the more likely it is to cost you later.
Don’t Forget the Most Overlooked Feature: Human Support
I also encouraged her to pay attention to how responsive and helpful customer support is.
A CRM can have all the bells and whistles in the world, but if you can’t get help when you need it, the system becomes a burden instead of a tool.
Many tech companies have forgotten the human element.
But your business hasn’t and your CRM shouldn’t either.
Final Thoughts: Make Decisions That Support Your Future Self
Whether you’re simplifying, scaling, or somewhere in between, your CRM should support your long‑term vision, not complicate it.
If you’re considering switching CRMs, take your time.
Ask the right questions.
Look beyond the sticker price.
And choose a system that grows with you, not against you.
This conversation reminded me why I do what I do:
helping businesses make informed, confident decisions that protect their time, money, and sanity.
If you ever need guidance, clarity, or a second set of eyes on your CRM options, I’m here.
