CRM or project tool: where does your work belong?

Separate sales from delivery

A sales opportunity might move through introduction, proposal and approval. A project starts with work that needs to be delivered. Write down whether you mainly lack contact history and opportunity tracking, or tasks and deliverables. This determines which comparison will be useful.

Try a handover

Create a fictional customer with an open proposal. Then ask someone else to prepare the delivery work. Examine which information needs to be entered again and whether agreements remain easy to find. A connected process can help, but check which integration is actually available.

Test roles and everyday use

A salesperson, project lead and external guest do not need the same access. Check permissions, notifications and mobile use in the subscription you are considering. Too many notifications or unclear ownership make a shared system less useful.

Scale the costs fairly

Count all paid seats and necessary extensions. Also check the provider's minimum user numbers and contract periods. Do not compare an entry-level plan lacking a required feature with a more extensive package that includes it.