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Come scrivere una proposta di sviluppo software CRM che copra tutto

Manasvi Makhania.
12/03/2025

91% of companies with more than 10 employees use CRM software to manage customer interactions, sales, and internal processes. (Source) That’s because businesses can’t afford to lose track of leads, struggle with scattered customer data, or waste time on manual processes. But here’s the issue—many CRM implementations fail because they aren’t designed around a company’s actual workflow.

That’s why a CRM software development proposal needs to be as detailed as possible. It has to outline what the CRM should do, how it fits into the company’s operations, and how it will be implemented. Without this clarity, projects run into scope creep, inefficiencies, and resistance from teams who don’t see the value in using it.

Why CRM Software Development Requires a Highly Detailed Proposal

Unlike off-the-shelf solutions, custom CRM software development varies based on business needs. Some companies need sales automation, others focus on customer support management, while some require deep third-party integrations.

Common CRM challenges include:

Poor user adoption – 30-60% of CRM implementations fail due to lack of usability and training.
Scattered customer data – Many businesses struggle with disconnected databases across marketing, sales, and customer support.
Lack of automation – Without automated workflows, lead tracking and customer engagement become inefficient.
Integration issues – CRM must sync with existing tools (email marketing, ERP, helpdesk software).

A proposal must ensure that all these challenges are accounted for before development begins.

How to Structure a CRM Software Development Proposal

If you’re writing a CRM software development proposal, here’s exactly what to include to keep everything aligned.

1. Start with the Business Case

Before jumping into features or costs, set the stage by explaining why the client needs a CRM project proposal in the first place. Focus on their challenges and how a custom CRM software proposal will solve them.

A good opening should:

Acknowledge what’s not working in their current system—manual processes, disconnected customer data, slow lead follow-ups, or a lack of insights.
Highlight the business impact—missed sales, customer dissatisfaction, and wasted resources.
Introduce the CRM as a solution that will centralize their customer interactions, automate workflows, and improve decision-making.

For example:

“Right now, your customer data is spread across different tools, making it hard for teams to track leads and follow up effectively. This results in lost opportunities and inefficiencies. A CRM tailored to your workflow will bring everything into one place, ensuring that customer interactions, sales processes, and marketing efforts are all connected.”

2. Define the Project Goals

Once the problem is clear, lay out what success looks like. A CRM Software Development is a tool that should drive measurable results. And it must be presented as such. Define key goals like:

Making customer interactions easier to track by centralizing data.
Automating lead follow-ups and sales pipeline management to reduce manual work.
Ensuring better customer support with integrated case management.
Improving team collaboration by giving sales, marketing, and support teams shared access to customer history.

Clients need to see the bigger picture—not just features, but real outcomes that will help their business grow.

3. What’s Included in the CRM Development

Now, break down exactly what you’ll build. CRM software development can mean different things to different businesses, so this section ensures that expectations are aligned.

Some key features to cover:

Lead and Contact Management – A system to track customer interactions, store key details, and manage follow-ups.
Sales Pipeline Tracking – A visual way to see where deals are in the process and what actions need to be taken.
Marketing Automation – Email workflows, lead scoring, and segmentation to personalize customer interactions.
Customer Support Module – Case tracking, automated ticketing, and customer history integration for better service.
Integration with Other Tools – Syncing with accounting software, email, helpdesks, or any existing business systems.
Reporting & Analytics – Custom dashboards to track key metrics and measure CRM effectiveness.

It’s also a good idea to clarify what’s not included unless explicitly discussed, such as post-launch marketing support, content creation, or integrations beyond the agreed scope.

4. Project Timeline & Implementation Plan

Break down how long each phase of the project will take. Clients need to know what to expect and when they’ll start seeing results.

A standard CRM software development process looks something like this:

Weeks 1-2: Planning & Requirements Gathering – Understanding business needs, defining workflows, and finalizing features.
Weeks 3-4: Wireframing & UI Design – Creating mockups and testing usability with key stakeholders.
Weeks 5-10: Development – Building core CRM functionalities, setting up the database, and integrating third-party tools.
Weeks 11-14: Testing & Refinements – Running test cases, fixing bugs, and making adjustments based on user feedback.
Weeks 15-18: Deployment & Team Training – Going live and training the team to ensure smooth adoption.

If there are dependencies—like needing access to existing data or systems—make sure to mention that so there are no delays.

5. Budget Breakdown

Be clear about what the investment covers. Instead of just listing a total price, explain how the cost is divided, so clients understand the value of each phase.

A typical breakdown includes:

Planning & Requirements Analysis – Research, consultations, and workflow mapping.
Sviluppo – Building the CRM, setting up integrations, and ensuring scalability.
Testing & Refinements – Identifying and resolving bugs before launch.
Deployment & Training – Rolling out the system and onboarding teams.
Post-Launch Support – Addressing any initial concerns and ensuring smooth operations.

If there are optional add-ons (like ongoing maintenance or additional integrations), outline those separately.

6. Security & Compliance Considerations

CRM software handles sensitive customer data, so security should be a key part of the proposal. Address:

Data Encryption & Access Controls – Keeping customer information secure and limiting access to authorized users.
Compliance with Regulations – Ensuring GDPR, HIPAA, or industry-specific compliance.
Role-Based Permissions – Allowing different teams to see only the information relevant to them.
Backup & Disaster Recovery Plans – Protecting data in case of system failures.

This reassures clients that their CRM will not only be functional but also secure and reliable.

7. Adoption & Training Plan

One of the biggest reasons CRM systems fail is that teams don’t use them properly. A good proposal should include a plan for:

Live training sessions – Helping teams understand how to use the CRM effectively.
Step-by-step documentation – Providing a knowledge base with FAQs and troubleshooting guides.
Post-launch support – Offering ongoing help to ensure smooth adoption.

The goal is to make sure employees actually use the system instead of going back to their old habits.

8. Next Steps & Final Call to Action

Wrap up by making it clear what happens next. Clients should know exactly how to move forward if they’re ready to proceed.

Schedule a follow-up call to discuss any final adjustments.
Confirm agreement on scope and budget before starting development.
Plan a kickoff meeting to begin gathering requirements and setting expectations.

A simple closing statement works best:

“If this proposal aligns with what you’re looking for, let’s set up a quick call to finalize the details and get started.”

A CRM software development proposal isn’t just about listing features and costs—it’s about making sure everything stays aligned from the start. The more clearly you define the scope, implementation plan, and expected outcomes, the smoother the process will be.

As far as CRM is concerned, clients don’t just want software. They’re looking for a system that actually helps their business run better. And these CRM-related statistics bring that to light. Thus, it can not be emphasized enough that a CRM has become integral to business operations, and hence developing a CRM is not that a client will not take frivolously. The proposal you make for CRM development should leave no room for uncertainty, ensuring that every decision-maker is on the same page before development begins.