Build the cost inventory before selecting software
| Category | Scoping question |
|---|---|
| Licenses | Which users need which capabilities, and what renews? |
| Configuration | Which stages, fields, roles, reports, and automations are essential? |
| Data | What must be cleaned, migrated, reconciled, or retained elsewhere? |
| Integrations | What systems exchange data, and who handles failed exchanges? |
| Adoption | Who trains users, resolves issues, and maintains definitions? |
Decide whether to repair or replace
An unreliable pipeline may come from missing ownership or undefined stages rather than software limitations. Review a sample of real opportunities before committing to migration. If the current platform can support the agreed process, cleanup and configuration may be a smaller project. If a required workflow cannot be supported, document the limitation and test alternatives.
State migration assumptions explicitly
Record the source systems, record types, activity history, attachments, duplicate rules, and relationships required in the new setup. A contact count alone does not describe migration effort. Ask what reconciliation evidence will show that important records and associations survived, and retain a recoverable source export.
Illustrative scope decision
A service firm needs lead ownership, next actions, and an accepted delivery handoff. It initially requests every historical attachment and a custom quoting integration. The team can pilot the core workflow first while deciding whether those extra requirements justify their separate implementation and support effort.
Review recurring operating costs
Include administrator time, new-user onboarding, integration monitoring, backup arrangements, and report maintenance. Ask which vendor charges depend on users, volume, or features. Use current written vendor terms in the final budget rather than assuming a price from an old article.
Acceptance questions for a provider
- Can a real inquiry reach the correct seller and backup?
- Can the team reproduce its agreed forecast and stage reports?
- Does the delivery owner receive the accepted scope and dependencies?
- How are duplicates, failed integrations, and missing data handled?
- Who can maintain fields, permissions, and automations after handover?
Related implementation resources
Discuss the operating problem
Elixir consulting starts at $5,000 per month, with final pricing based on scope. Bring a recent example, the current workflow, and the person who owns the result to define the appropriate implementation scope.