We begin by listening (and asking all the right questions).

Before we recommend anything, we sit down with your team to understand how you really work. What’s frustrating? What’s working? And what would your dream CRM actually do? Through thoughtful conversations across departments, we gather insights that shape the entire process—so your next CRM is built around you, not the other way around.

What this includes:

• Deep-dive discussions with key staff across departments

• Clear documentation of workflows, frustrations, and wish lists

• A detailed CRM requirements list that actually reflects your reality

From discovery to detective work.

Now that we’ve uncovered what really matters to your team, we finalize your CRM requirements—clearly, completely, and with no guesswork. Then it’s time to put on our research hats (okay, they’re imaginary… but stylish) and dig into the best-fit platforms. We’ll sort through the noise, spot the red flags, and start reaching out to vendors on your behalf.

What this includes:

• Polishing up your CRM software requirements list to perfection

• Strategic research into platforms that actually meet your needs

• Requesting key info from vendors so we can narrow things down wisely

We do the vetting—so you don’t have to sit through 12 demos and a sales pitch in disguise.

Based on your goals and what we’ve uncovered so far, we dig into the shortlist. That means conducting vendor interviews, previewing demos, and asking the tough questions on your behalf. By the time we bring options to your team, they’re already pre-screened and aligned—no fluff, no filler, no wasted time.

What this includes:

• Interviews with vendors to validate fit and functionality

• Expert review of demo environments and feature sets

• A refined shortlist of 2–3 CRM systems ready for your team’s review

Let’s see how the finalists perform in the spotlight.

This is where your potential CRM matches take the stage. We equip your team with a side-by-side breakdown of how each option aligns with your needs—before you even log into a demo. Then we coordinate and facilitate live demos, helping your team focus on what matters most. Have questions after the call? We keep the conversation going with vendors so you don’t have to chase them down.

What this includes:

• A comparison guide showing how each system maps to your requirements

• Scheduling and facilitating initial and follow-up demos with vendors

• Ongoing communication and follow-up with vendors to get your questions answered

We’re almost there—time to go from finalist to future partner.

Once your team has narrowed it down, we help you cross the finish line with confidence. We request the vendor contract (if applicable) and walk through it with you—making sure you understand the fine print and don’t miss any hidden gotchas. We also check references using NPSS’s tried-and-true reference call questions so you get the real scoop from other nonprofit users before you sign.

What this includes:

• Requesting and reviewing the vendor contract with your team

• Vendor reference checks using our proven nonprofit-focused framework

• A clear summary of next steps to support your final decision

We don’t just drop the mic—we set you up for a smooth handoff.

With your new CRM selected, we help tee up the next phase. That includes sharing vendor next steps, outlining what to expect, and making sure your team knows how to prepare your data for a clean, confident implementation. No chaos. No guessing. Just a plan that makes you feel ready.

What this includes:

• Clear vendor next steps so you know what’s coming

• Guidance on how to prepare your data for migration

• Tools, tips, and checklists to ensure you start implementation strong