Custom CRM Software: How to get a custom CRM Software for your business

At a time when the market for all kinds of businesses is saturated and extremely competitive, running and maintaining a profitable business is very challenging. To generate higher revenues and expand your customer base, it is crucial that you prioritise customer satisfaction. A properly implemented custom CRM software will help you achieve that and much more.

In this article, we will talk about what CRM is, why it is important, and how you can successfully implement a custom-built CRM system within your organisation for boosting profits and cutting costs.

What Is CRM?

CRM, or Customer Relationship Management, is a strategy and technology used by businesses to manage interactions with customers and potential customers. It helps organisations track customer information, communication, and purchase history to improve relationships, enhance customer satisfaction, and drive sales. CRM systems provide tools for organising data, automating tasks, and analysing customer behaviour, enabling businesses to deliver personalised experiences and build loyalty.

What’s the difference between a custom vs a customisable CRM?

The difference between a custom and a customisable CRM lies in their level of tailoring and flexibility:

• Custom CRM: A fully bespoke solution built from scratch to meet a business’s specific needs. It is designed uniquely for the organisation, offering complete control over features and workflows. However, it requires significant time, resources, and development expertise. For example, a hospital may develop bespoke CRM software to manage patient records, doctor schedules, and regulatory compliance seamlessly, integrated with its proprietary health data systems.

• Customisable CRM: A pre-built CRM platform that allows businesses to modify and adapt certain features, workflows, and integrations to fit their needs. It provides flexibility without the high cost or effort of building a system from scratch, making it a more accessible option for most businesses. For example, a small e-commerce business uses Salesforce to customise workflows, integrate with marketing tools, and create personalised customer journeys, adapting the platform without building a new system.

Why Invest in Custom CRM Software

While there are a number of off-the-shelf CRM solutions available in the market, there are various reasons why you might prefer a custom CRM system over ready-made ones.

1. The Bespoke Experience

No matter what kind of off-the-shelf software you choose, most of it is always loaded with a vast array of features and functionalities. Most users have no idea how to utilise such software to its full potential. Sometimes, the extra features end up confusing users by overcomplicating the simplest of activities. There is also a possibility that this type of software is unable to cater to certain users who have very specific requirements – they are simply not enough! All this holds for off-the-shelf CRM solutions too.

With a custom CRM system, you are the boss. You can clearly communicate your particular requirements to your chosen software development partner. Their dedicated team of software developers will make sure to create a system that fits your organisation’s needs to a T. A reliable development team will always coordinate with their clients regarding the various business functions so that they understand your business needs well. They will then expertly translate these needs into working software. This way, your custom CRM system will have no unnecessary features and will be simple and straightforward enough for your team to use.

2. Business Process Efficiency and Synchronisation

Every company is unique – your organisation’s business processes may be very different from those of your competitors. There are certain parts of an automated computerised system that your employees might have a hard time picking up and adjusting to, such as unnecessary functionality or overcomplicated UI/UX design. Sometimes, businesses already have separate automation systems implemented in a select few departments. Furthermore, an off-the-shelf system may not be able to offer the right inter-department integration capabilities. In such a case, a custom CRM system would be the perfect solution.

With CRM customisation, you can take care of not only your customers’ needs in a better manner but also allow your employees to get accustomed to a simpler system than other readily available CRM suites. You can pick and choose which departments and processes you would like to computerise or automate and what level of access should be granted to each of them. The new system would also allow your chosen amount of interconnectivity amongst various departments. A custom CRM solution can be developed keeping in view your employees’ existing workflows so that it takes them a minimal amount of time and effort to get used to the new system. Owing to the new central shared database, many redundant tasks could then be automated.

Thus, custom CRM solutions are guaranteed to lead to higher efficiency as the newly interlinked departments would be able to easily collaborate and always stay in perfect sync.

3. Time and Cost Efficiency

Oftentimes, trying to force an off-the-shelf system to work according to your unique business needs results in a hefty amount of spending. Businesses end up compromising on key aspects, such as inadequate features or implementation complexities. Large-scale ready-made CRM solutions may not be the most suitable choice for businesses of certain sizes.

With custom CRM software, you can cut down costs by restricting the functionality of the new system and requesting only those features that you need to implement within your organisation. You can also avoid the pay-per-user hassle that most ready-to-use CRMs offer. A dedicated software partner will ensure the customisation of your system such that it is easily and economically scalable in the future, and can adapt to a varying number of users. This way, you will be able to get your hands on an uncomplicated system at minimal costs.

Furthermore, when your CRM system is developed while keeping your employees’ needs and capabilities in mind, the implementation and user training process will go smoothly and save you a lot of time that may otherwise be wasted in trying to make employees switch to a complex off-the-shelf solution.

4. Customised View of Reporting and Analytics

For many organisations, their different kinds of business processes are dependent on a variety of internal and external data sources, tools, and plugins. This makes reporting and analytics very tricky. Off-the-shelf CRM solutions might not be able to make a wide variety of tools and technologies work smoothly with each other. As a business owner or manager, you can probably see where I am going with this one.

Having a software provider build a custom CRM system for your organisation will make things much simpler for you. You can discuss with your provider any integrations that they must take into account. When they design the new system with these requirements in mind, it will be much easier for you to generate custom reports and conduct advanced analyses. You can ask for custom-built CRM dashboards and report-generating tools that can work with multiple data sources and types.

5. Special Focus on Security

CRM systems are meant to handle a lot of sensitive data, such as customer interaction and sales information. Therefore, a standard off-the-shelf CRM solution comes with in-built security features. However, not all systems are equipped to deal with any specific security requirements or set to update their security protocols.

With custom CRM development, you can ask your software partner to develop a system with your preferred security measures in mind. They will focus their attention on areas that you feel are most vulnerable to security threats and risks. A professional software partner will also sign a non-disclosure agreement (NDA) for maximum protection of any data you may be required to hand over to them throughout the custom CRM development process.

To dive deeper into the advantages of custom software, check out our article: Top 8 Advantages of Custom Written Software for Businesses

What a custom CRM does?

A custom CRM is a fully tailored solution designed to meet the unique needs of a specific business. Here’s what it typically does:

• Addresses Specific Business Processes: Custom CRMs are built to handle the exact workflows, data structures, and operations unique to the organisation, regardless of industry or complexity.
• Offers Complete Personalisation: It provides full control over features, interfaces, and functionalities, ensuring they align perfectly with the company’s requirements.
• Integrates Seamlessly with Existing Systems: It can be designed to integrate with proprietary tools, legacy software, or niche third-party applications that off-the-shelf CRMs may not support.
• Enhances Scalability: Built to grow with the business, a custom CRM can evolve as the organisation’s needs expand, without being limited by predefined constraints.
• Improves Efficiency and Productivity: By automating specific tasks, centralising data, and streamlining operations in a way that suits the company’s exact workflow, it maximises operational efficiency.
• Delivers Unique Insights: A custom CRM can be tailored to collect and analyse data that is most relevant to the organisation, providing actionable insights specific to its goals.

Why you should choose a custom CRM over a pre-built CRM?

Choosing a custom CRM over a pre-built CRM is ideal when your business has unique requirements or long-term goals that standard solutions can’t fully address. Here are key reasons to opt for a custom CRM:

Tailored to Unique Business Needs

Custom CRMs are designed specifically to match your workflows, processes, and goals, ensuring no unnecessary features or compromises.

Full Control Over Features

You can define exactly what your CRM does, including custom reporting, dashboards, automation, and integrations, without being restricted by predefined functionalities.

Seamless Integration

A custom CRM can integrate with proprietary systems, legacy software, or other specialised tools your business uses, creating a unified ecosystem.

Scalability

Built with your future in mind, a custom CRM can evolve as your business grows or changes, making it a long-term solution without needing periodic replacements.

Enhanced Security

Custom CRMs allow you to incorporate robust, business-specific security measures, keeping sensitive data safer compared to shared platforms.

Competitive Advantage

By focusing on your unique needs, a custom CRM can enable innovative solutions that set you apart from competitors using standard CRMs.

Elimination of Unused Features

Pre-built CRMs often come with features you don’t need, adding complexity. A custom CRM ensures that every feature is purposeful and relevant.

Long-Term Cost Efficiency

While the initial cost of a custom CRM is higher, it can save money in the long run by avoiding subscription fees, unnecessary features, and frequent upgrades.

When to Choose a Custom CRM?

You should consider a custom CRM if:

• Your business has highly specific workflows or industry requirements.
• Existing CRMs cannot meet your integration needs.
• You want complete ownership and control over your system.
• Scalability and adaptability are critical to your operations.

You may also want to check out: Advantages and Disadvantages of Bespoke Software

Can you build your own custom CRM?

Yes, you can build your own custom CRM tailored to your business’s unique needs and processes. Creating a custom CRM gives you full control over its features, integrations, and scalability, ensuring that it aligns perfectly with your goals. However, this process requires a clear understanding of your requirements, a skilled development team, and careful planning to ensure success.

How Much Does It Cost to Build a Custom CRM?

The cost of building a custom CRM varies widely depending on factors like complexity, features, and the development team’s location. Here’s a breakdown:

• Small-Scale CRM: $10,000–$50,000 (basic features and minimal customisation).
• Mid-Range CRM: $50,000–$150,000 (advanced features, integrations, and moderate complexity).
• Enterprise-Level CRM: $150,000+ (highly complex systems with extensive features and integrations).

Additional costs may include:

• Maintenance and Updates: Ongoing support and upgrades can add 15–25% of the development cost annually.
• Infrastructure: Hosting costs if you choose an on-premise solution.

How Long Does It Take to Build a Custom CRM?

The time required to build a custom CRM depends on its complexity and scale:

• Basic CRM: 3–6 months
• Medium Complexity CRM: 6–12 months
• Highly Complex CRM: 12+ months

This timeline includes stages like:

• Requirement Gathering: 2–4 weeks
• Design and Prototyping: 4–8 weeks
• Development and Testing: 12+ weeks
• Deployment and Training: 2–6 weeks

Complex features, integrations, and thorough testing can extend the timeline.

How to Choose a Good Company to Build Your Custom CRM

Selecting the right development company is critical for success. Here are key considerations:

Experience and Portfolio

Look for companies with experience in building CRMs or similar business tools. Review their portfolio to evaluate their expertise and past projects.

Customisation and Industry Knowledge

Choose a company that understands your industry and can offer insights into features that align with your business needs.

Technical Expertise

Verify their proficiency in relevant technologies, such as database management, APIs, and front-end/back-end development.

Client Reviews and References

Check online reviews, testimonials, and case studies. Request references to understand their work quality and client satisfaction.

Communication and Collaboration

Ensure they have clear communication processes and involve you in every stage of development for feedback.

Post-Development Support

Opt for a company that offers ongoing support, maintenance, and training to help your team adapt to the new system.

Budget and Timeline Transparency

Discuss costs and timelines upfront, ensuring there are no hidden charges or delays.

For more helpful information on choosing a software development partner, read our guide: 15 Tips On How To Choose a Software Development Company

How GoodCore can help with custom CRM development

GoodCore is uniquely positioned to help you build a powerful, tailor-made CRM that perfectly aligns with your business operations. With our proven expertise in bespoke software development and access to a dedicated development team, we excel at transforming complex requirements into intuitive, scalable solutions. Whether you need seamless integrations, advanced automation, or industry-specific features, GoodCore delivers robust CRMs designed to streamline workflows, enhance customer interactions, and future-proof your business.

Final thoughts

Without an effective CRM strategy and custom CRM software implemented within your organisation, your business may not have a fighting chance within the competitive market. You must recognise the shortcomings in your business strategies and address them appropriately. A custom-built CRM system will help you to monitor and organise multiple operational areas of your business, such as sales, marketing, customer service, and HR.

If you have decided to build your own CRM system for your business, you must be aware of the many advantages that you will achieve, such as effective marketing campaigns and improved ROI, effective people management, and a noticeable increase in positive customer relationships. Therefore, it is crucial to partner with a software provider who listens to your requirements with custom CRM software development that caters to your specific needs.

FAQs

What is the most customisable CRM?

Popular CRMs like Salesforce, HubSpot, and Zoho CRM are highly customisable, allowing businesses to adapt workflows, integrate tools, and modify features to fit their specific needs without starting from scratch.

Can I build my own CRM system?

Yes, you can build your own CRM system tailored to your unique business processes. This requires hiring a skilled development team to design and implement the CRM, ensuring it meets your specific goals and integrates seamlessly with your operations.

How much does a custom CRM cost?

The cost of a custom CRM can range from $10,000 for basic systems to over $150,000 for enterprise-level solutions, depending on the features, complexity, and integrations required, along with ongoing maintenance expenses.

Do I need a CRM for my small business?

Yes, a CRM can benefit small businesses by organising customer data, automating tasks, and improving communication, enabling better customer relationships and growth even with limited resources.