CRM implementation requirements: a B2B checklist for the EU
A B2B checklist for CRM requirements in the EU: processes, data ownership, GDPR duties, roles, reports, integrations and budget references
A CRM implementation checklist should start with sales processes, data ownership and integration requirements. In the EU it also has to show how customer personal data will be handled under the GDPR. Define what the team needs to capture and report before choosing a platform. The AKORDO catalogue lists business analysis at $400-800 and implementation at $1,100-2,700 in USD. Confirm the scope, external costs and acceptance criteria before starting.
Map sales processes before selecting software
Write down how a deal actually moves: where an enquiry comes from, who qualifies it, which stages it passes and what counts as a closed deal. For every stage, name the owner and the action that moves the deal forward.
In B2B sales, one deal can involve several contacts on the client side and an approval path. Record who signs off a proposal, where contracts are prepared and which stage waits for the client, so the pipeline reflects those steps instead of hiding them in notes.
Check data ownership and migration requirements
List every source that will move into the CRM: spreadsheets, exports from an old system, mailbox contacts and messenger chats. For each source, decide who owns its quality, which records are worth migrating and which fields are mandatory from day one.
| Requirement | Question to answer | Evidence to prepare |
|---|---|---|
| Process | Where does a deal start and close? | Stage descriptions and owners |
| Data | Which records move, and who owns their quality? | Source list and sample records |
| Roles | Who sees and edits which records? | A role and access matrix |
| Reports | Which decisions does each report support? | Report list with metric definitions |
| Integrations | Which channels connect to the CRM? | System list: website, telephony, email, messengers |
| Personal data | Which personal data is stored, and on what terms? | Processing record entry and contracts with providers |
Add the GDPR points to the requirements
A CRM holds names, emails, phone numbers and conversation history, so it processes personal data. Regulation (EU) 2016/679, the GDPR, adds three points that belong in the requirements rather than in a later clean-up.
- Article 25 is titled "Data protection by design and by default". Decide at the specification stage which fields are needed and who can see them, instead of collecting everything and restricting access later.
- Article 28(3) requires processing by a processor to be governed by a contract or other legal act that sets out, among other things, the subject matter, duration, nature and purpose of the processing and the type of personal data. Check that such terms exist with the CRM provider before migration.
- Article 30(1) sets out a record of processing activities that controllers maintain. If your company keeps one, add the CRM to it when the CRM goes live.
Ask your data protection adviser or lawyer how these duties apply to your company, and ask before you choose the platform.
Define roles, reports and integrations
Describe roles through actions: who creates a deal, who changes its stage, who sees the whole client base and who sees only their own accounts. Then list the reports management reviews every week and agree what each metric counts.
Integrations drive both the timeline and the budget. In the AKORDO catalogue, implementation covers pipelines, fields, roles, data migration, integrations with the website, telephony, email and messengers, and team training, with an indicative timeline from 4 weeks.
Separate analysis from implementation
The catalogue treats analysis and implementation as separate services. Business analysis and a specification cover process analysis, choosing a CRM to fit the process and budget, roles, pipelines, integrations, the specification and a plan, with an indicative timeline of 2-3 weeks.
The catalogue lists KeyCRM, HubSpot, Pipedrive, Zoho CRM, Odoo, Creatio, Salesforce, Microsoft Dynamics 365, OneBox and NetHunt. Choose among them against the requirements above, including where each provider stores data and on what contract terms.
If a CRM already runs but has duplicates, empty fields and reports nobody trusts, start with the CRM Health Check: diagnostics of structure and data, risks with a plan, and CRM discipline rules, in 1-2 weeks.
Read verified cases in their original context
The commercial sales system in financial services combines sales department processes, KPIs and financial incentives, CRM structure, onboarding, a training platform with testing, scripts and daily management analytics. There, the CRM is one part of a wider commercial system.
In the sales department for a brand with seasonal demand, CRM implementation came together with building a new department, KPIs, manager training and communication standards. The case page states its numeric results.
Neither case names a country, so read them as examples of scope. The stages of a CRM project are covered in detail in the guide to CRM implementation stages and budget.
Budget references and acceptance questions
From the AKORDO service catalogue:
| Service | Budget reference | Indicative timeline |
|---|---|---|
| CRM business analysis and specification | $400-800 | 2-3 weeks |
| CRM implementation or relaunch | $1,100-2,700 | From 4 weeks |
| CRM Health Check | $400-700 | 1-2 weeks |
The CRM implementation or relaunch package starts from $1,400 and includes business analysis and a specification together with implementation or relaunch. Prices are in USD, and AKORDO gives the exact amount after a free consultation. Licences, APIs, hosting and telephony are paid separately by the client, and catalogue timelines are indicative, not contractual.
What should come before platform selection?
A documented process, usable data and agreed requirements for roles, reports, integrations and the handling of personal data.
What are the catalogue budget references?
Business analysis $400-800 and implementation $1,100-2,700 in USD. Final pricing follows a free consultation.
Are software subscriptions included?
No. Licences, APIs, hosting and telephony are paid separately by the client.
Discuss your requirements through CRM implementation services or a free AKORDO consultation.