How to Choose the Right CRM Consultant for Your Business in 2026

Publish date:

• 2nd December, 2025

Choosing a CRM system is an essential decision for any business. Just buying and installing a CRM with many features will not automatically improve customer relationships or boost sales. You need a clear plan to ensure a successful implementation and avoid wasting time and money.

If you have questions like “How do I choose a CRM consultant?”, “What does a CRM implementation consultant do?” or “How to hire a CRM consultant?” You should continue reading this blog post for help with CRM implementation.

A study from Grand View Research, Inc. shows that the global CRM market will grow to $163.16 billion by 2030. This growth means there will be more CRM consultancies. As a result, choosing the best CRM implementation consultant is getting harder.

Choosing the right CRM consultant is essential for successfully setting up and improving a CRM system. These experts provide industry knowledge, technical skills, and strategic advice. They help ensure a smooth CRM implementation, build better customer relationships, and increase your return on investment.

What is a CRM Consultant?

A CRM consultant helps businesses get more value from their customer relationships by setting up and improving the right CRM tools. They take a close look at how your sales, marketing, and support teams work today, then spot gaps and opportunities to make things run more smoothly. Based on these insights, they suggest practical solutions and train your team on how to use the system effectively. The goal is simple: cleaner processes, better customer conversations, and a noticeable boost in overall efficiency.

Why Do You Need a CRM Consultant?

In today's business world, customer relationship management (CRM) is essential for managing customer interactions and information. It helps to:

• Get a 360-degree view of the customer,

• Enhance customer satisfaction and loyalty,

• Boost revenue,

• Provide useful insights to inform decision-making and improve the CRM strategy.

Hiring an experienced CRM consultant is a wise choice. They provide specific advice based on your needs and help you throughout the implementation process.

You might need a customer relationship management consultant if you want to:

• Choose the best CRM platform that fits your business needs.

• Avoid spending too much on unnecessary features or sacrificing security.

• Get tips on how to improve CRM software, manage data, and ensure security.

• Maximize CRM feature utilization,

• Get help with testing, deploying, and improving your CRM platform to perform at its best.

• Integrate your CRM with your current systems and help you make the most of its features.

• Update current CRM systems to meet new needs.

• Switch to a different CRM platform that includes a complete map of your business processes.

• Get organized training programs to help your team onboard quickly and successfully.

• They can provide expert knowledge on compliance and best practices to help increase your return on investment (ROI).

On the other hand, choosing the wrong CRM consultant can lead to:

• The system implementation is both ineffective and expensive.

• A CRM system that doesn’t align with your business goals can lead to workflow issues and lower productivity.

• Extra costs can arise from fixing mistakes, redoing work, or even switching to a different platform entirely.

A poorly run CRM strategy can harm customer relationships and damage the brand's reputation.

Delays can slow your product's time-to-market and weaken your competitive edge. It makes it harder to achieve your growth and profit goals.

What Does a CRM Consultant Do?

CRM consultants help businesses choose, set up, and improve their CRM systems. They review current processes, analyze data management, and refine sales and customer interaction strategies to improve the system's performance.

CRM Consultant Types, Roles, and Responsibilities

There are two main types of CRM advisors: functional consultants and technical consultants. Functional consultants focus on business processes and strategy. Technical consultants handle system setup and integration.

There are two types of consultants: strategy consultants and implementation consultants. Strategy consultants help align CRM systems with business goals. Implementation consultants carry out the strategic plans.

What is a Functional CRM Consultant?

A Functional Consultant customizes CRM solutions to meet specific business needs. They collect both functional and non-functional requirements during different stages of CRM implementation. They ensure the system meets these criteria.

A Functional Consultant analyzes systems, configures them, and adjusts settings to achieve the desired functionality.

They create precise functional specifications and work closely with the technical team to ensure accurate implementation. They also manage documentation, support clients during user acceptance testing, and provide training for key users.

Functional CRM consultants can help with strategy and the implementation of CRM systems.

What is a Technical CRM Consultant?

A Technical CRM Consultant works with the technical aspects of CRM solutions. Their main tasks include:

• Examine what the customer needs from their system.

• Work with pre-sales and functional teams to discuss technical details.

• Set up and test customer relationship management systems.

• Manage connections with other platforms and online services.

In complex projects, they help design technical specifications and data models. They provide technical support to clients and mentor junior team members.

What Do Strategy CRM Consultants Do?

Strategy CRM Consultants help businesses align their CRM system with their goals. They study customer behavior and current processes to create a custom CRM plan. This plan includes key performance indicators (KPIs) and a step-by-step implementation guide.

What Do Implementation CRM Consultants Do?

CRM Implementation Consultants turn strategic plans into action. They perform the following tasks:

• System configuration,

• Data migration,

• Workflow automation.

• User training

• CRM system issues troubleshooting.

CRM Consultant Types, Roles & Responsibilities

1. Implementation CRM Consultant

Role:

• Leads CRM deployment

Responsibilities:

• Gather business requirements

• Customize the CRM platform

• Configure workflows and reports

• Train users on the system

Qualifications:

• Bachelor’s degree in Business, IT, or related field

• CRM certification (e.g., Salesforce Certified Administrator)

2. Strategy CRM Consultant

Role:

• Provides strategic CRM guidance

Responsibilities:

• Assess business needs and objectives

• Develop a CRM strategy aligned with organizational goals

• Advise on CRM best practices and industry trends

Qualifications:

• Extensive experience in CRM strategy

• Strong analytical and problem-solving skills

3. Functional CRM Consultant

Role:

• Focuses on business processes

Responsibilities:

• Analyze business processes

• Map requirements to CRM functionality

• Optimize workflows for improved efficiency

Qualifications:

• Strong understanding of CRM concepts and processes

• Experience in business analysis and gathering requirements

4. Technical CRM Consultant

Role:

• Manages system connections and custom changes.

Responsibilities:

• Design and implement system integrations

• Develop custom CRM features and extensions

• Ensure system stability and technical performance

Qualifications:

• Proficiency in programming languages (Apex, JavaScript, etc.)

• Experience with CRM platforms and development tools

What Types of Businesses Use CRMs? 

A CRM consultant helps businesses of all sizes use CRM systems. They improve customer relationships, automate tasks, and drive growth. 

• B2B and B2C companies – B2B companies use CRMs to track leads, manage sales, and build strong relationships with clients. B2C businesses use CRMs for personalized marketing, customer support, and customer engagement. 

• Startups, small businesses, medium-sized businesses, and large enterprises. – Startups use CRMs to manage customer interactions and grow effectively. Small and medium businesses rely on CRMs for sales, customer management, and automating tasks. Enterprises use CRMs to gather data in one place, automate workflows, and improve teamwork.

• Nonprofits and government organizations – Nonprofits use customer relationship management (CRM) systems to handle donors, fundraising, and outreach. For-profit businesses use CRMs to increase sales and keep customers. Government agencies use them to manage cases and engage with the public.

A good CRM strategy helps businesses in any industry become more efficient, build stronger relationships, and succeed in the long run.

Here’s a simple breakdown of the challenges businesses face and how a CRM consultant can help:

Let’s look at some common challenges businesses face when choosing a CRM consultant and how to address them effectively.

Key Challenges of Choosing The Right CRM Consultant

Choosing a CRM consultant can be challenging for businesses.

• Sometimes businesses are unclear about their goals for a CRM system. It makes it challenging to choose the right CRM software consultant.

• Hiring a CRM consultant with the right skills and experience can be tough due to budget limits.

• Businesses should carefully check if the consultant’s fee matches the value they provide.

• It is essential to ensure that the consultant knows the specific CRM platform you are using. If they are not familiar with it, you may face delays and higher costs.

• Finding a CRM consultant with experience in your industry, like commercial real estate, can be difficult. If the consultant does not understand your industry, their strategies and implementations may not be effective.

• The consultant should fit in well with the company culture and work effectively with the in-house teams. A poor cultural fit can cause communication problems and lower productivity.

• High-quality CRM software consultants are often in high demand and may have busy schedules. Businesses may struggle to book their preferred consultant within their desired timelines.

• A CRM consultant can help with short-term goals, but may not be the best fit for long-term plans. It’s essential to think carefully about this when choosing a consultant.

• Knowing these challenges can help businesses prepare more effectively and make smarter choices when selecting a CRM consultant.

15 Tips on How to Select and Hire CRM Consultants

When hiring a CRM consultant, focus on essential selection criteria, such as:

1. Set Your CRM Project Goal

To choose the right CRM consultant, start by clarifying your goals. When you know exactly what you want your CRM system to achieve, it becomes much easier to find a consultant whose skills and approach match your needs.

If you want to improve how you interact with customers and handle sales, a functional CRM consultant is a good choice. If you want to focus on a broader customer relationship management strategy for your business, then a strategy CRM consultant would be better.

If you have specific technical needs, like integrating systems or developing custom software, you should work with a technical CRM consultant. Understanding your goals helps you narrow your options and communicate more effectively with potential customer relationship management consultants.

First, understand your business needs. Then, list what you need from a consultant in two categories: ‘must-haves’ and ‘nice-to-haves.’ Make sure to define both your immediate and long-term CRM requirements.

You might not use email outreach or lead scoring right now, but consider how these CRM features could become important as your business expands.

Make a detailed list of what you need, including plans for future growth.

2. Pick Your Preferred Engagement Type

There are three main ways to hire a CRM consultant: you can bring someone in-house, hire a CRM consulting firm, or work with a freelance CRM consultant. The roles of in-house and freelance consultants are usually clear, so let’s look at their advantages and disadvantages.

3. Calculate the cost of CRM consulting.

Understanding the cost structure is essential for budget planning and evaluating the value a CRM consultant adds to your project. Consultants can charge in different ways: by the hour, with a fixed project fee, or on a retainer basis.

Hourly rates offer flexibility, but costs can rise if the project takes longer than planned.

Fixed project fees give you clear costs but might not work well if the project changes. A retainer model provides ongoing support and ensures the consultant is available when you need help. However, if you don’t use the services frequently, you might not get your money’s worth.

It's essential to align your project’s costs with its scope and duration to ensure good value. Also, consider what the fee includes—such as support after implementation or training—because these factors can significantly affect the project's overall cost and value.

When considering a CRM consultancy, think about the project duration. Longer projects offer lower rates, but the total cost can add up over time. Don’t choose a consultancy based solely on a low price. Initial savings may be wiped out by extra hours needed to finish the project or serious delivery problems.

Some companies use a “mixed delivery model.” It means they combine local roles, such as project managers and business analysts, with offshore development teams to reduce costs. While this option may not be the cheapest, it can still offer significant savings while maintaining the quality and experience you would expect from a U.S. consulting firm.

4. Look for CRM Consultants.

Don't only depend on official websites when looking for CRM consultancies. Check their social media profiles and reviews, too. LinkedIn is a great place to do this, as it has over 660 million users worldwide.

On LinkedIn, you can easily check how big a consultancy is, see the skills of its team members, and find out where it is located. Although not everyone uses LinkedIn, it is a good place to start your research.

Good sources for your research include independent B2B review platforms like Clutch.co.

Codleo has received high praise from Clutch and AppExchange for offering great consulting and development services.

5. Check how long the business has been operating and its level of expertise.

The field of CRM consulting and implementation is highly competitive, with popular platforms such as Salesforce and Microsoft Dynamics 365. Consulting firms with a long history in this area often have valuable expertise, gained from watching CRM technology develop over time.

They have effective methods based on their specialized experience.

Knowing multiple CRM platforms helps a consultant provide advice that fits your needs better and reduces bias. This knowledge also allows them to create customized, innovative solutions for your business.

For 10 years, Codleo has worked in the CRM business and partnered with over 10 CRM systems. We have long-term partnerships with Microsoft and Salesforce, two leading CRM providers. Our experience enables us to address the challenges our clients face in managing their customer processes.

6. Verify Technical Skills

Finding a skilled CRM consultant is essential. Look for someone who understands CRM systems well. They should know how to handle critical tasks such as data migration, system integration, and feature customization.

When moving to a new system, it’s essential to have expertise in data migration. It helps ensure everything transfers smoothly from the old system. You also need experience in system integration to improve workflow. It is especially true when connecting your CRM system to other tools, such as ERP or marketing automation systems.

Customization is essential for adapting your CRM solution to meet your specific business needs. It ensures the system addresses your unique challenges rather than offering a generic solution. It’s helpful to check technical skills and related certifications beforehand. It can save you time, money, and potential issues later.

7. Check for a mix of CRM consulting and development experience.

CRM consulting firms with experience in product development provide key benefits for your custom projects. Those who have created their own CRM products or built solutions on existing platforms have a better understanding of user needs. They offer ready-made solutions for everyday business challenges and can communicate effectively with you.

CRM consulting companies have strong skills in quality control and testing. These are important for launching and supporting products for different users. Many agencies that only focus on CRM consulting do not have this level of expertise.

Our custom development team has created 17 software products.

Marketspace is a website where you can list properties. It offers secure spaces for collaboration and deal-making.

Composer is an app that helps users create brochures and reports. It works for both Salesforce and Dynamics 365 users.

8. Choose CRM consultants who have experience in your industry.

When choosing a CRM consultant, it’s essential to look for someone with experience in your industry. Consultants who know your field can provide valuable insights into market trends, customer behavior, and the everyday challenges businesses like yours face.

This knowledge gives CRM consultants an advantage in creating solutions that work well for your industry. Whether you are in healthcare, finance, manufacturing, or another field, a CRM consultant with experience in your sector will understand your needs and challenges.

It shortens the learning process and helps you achieve faster, more effective results.

Codleo has over 10 years of experience in CRM consulting and development for the commercial real estate sector. We specialize in:

• Residential Real Estate

• Capital Markets

• Investment Banking

• Land

• Legal Services

• Private Equity

• Venture Capital

• Oil & Energy

• Property Management

9. Use Offshore Resources

Advanced collaboration tools have changed the tech community into a global marketplace. Companies can often find offshore resources at lower cost than local talent, helping them spend their budget more wisely.

Consultants with a global perspective can help companies expand into and better understand international markets. They offer a range of skills and expertise that can be hard or costly to find locally.

Codleo is a U.S.-based CRM consulting firm that has expanded into other countries to find talented workers and provide cost-effective solutions. Founded in Dallas, Codleo has set up operations in several European countries. This move has helped the company save money while maintaining high-quality standards similar to those in the U.S.

10. Seek Support After Implementation

Post-implementation support is an important consideration when choosing a CRM consultant. The work continues even after the CRM system is up and running. This new phase includes training users, fixing problems, and making ongoing improvements.

Check if the CRM consultant provides ongoing support to adjust the system as needed. This support can be invaluable for a smooth transition and for helping your team quickly adapt to the new system.

If you don't have sufficient support after implementing your CRM, you might face operational issues or see fewer users adopt it. It could waste your investment. Ensure the consultant’s support services meet your long-term needs for a successful, lasting CRM solution.

Codleo provides two types of support after implementation: on-demand CRM administration and dedicated virtual administration.

11. Review previous case studies.

When choosing a CRM consultant, reviewing their past work, like case studies or portfolios, is very important. This practice provides clear proof of their skills, knowledge, and the results they have delivered for other clients.

Look for projects similar to yours in terms of size, industry, and goals. It will help you see what they can achieve and show how well they understand the unique challenges and objectives you face.

Case studies can show how well consultants solve problems, meet deadlines, and satisfy customers. By looking at a consultant's past work, you can better predict how they will perform on your project. It helps reduce risks and leads to a more successful implementation—Review Codleo's portfolio of projects.

12. Check the delivery capacity.

It might seem like larger firms are better, but it's more important to pay attention to how quickly they respond and how well they communicate.

Be careful with quality control and the risk of inflated consulting hours. Freelance CRM consultants and smaller CRM firms may be very popular, so take enough time to find the right one. Ask them about their availability to start your project.

Choose your consultant based on the complexity of your project. For simple projects, a consultant with multiple skills can handle roles such as project manager, business analyst, and developer, thereby saving costs. For larger, more complex projects, you may need specialized consultants to achieve the best results.

13. Select the Best Way to Implement a CRM System

Ensure your CRM implementation specialist’s approach aligns with your goals and needs. Different projects need different strategies.

• Flexible Approach – Choose a consultant who can adjust to your business needs and culture.

• “As-Is” Approach – This simple method helps you focus on transforming data and training by using existing features. It cuts costs and speeds up delivery time.

• Proof of Concept (PoC) Approach– For projects with unclear ideas, a Proof of Concept (PoC) approach helps turn vague requirements into a concrete model. It is done through ongoing interactions and feedback.

• Structured Agile Approach – For larger, more complex projects that involve multiple business areas and system connections, a structured agile approach is essential. This approach will likely require dedicated project management and business analysis skills to manage timelines, budgets, and project scope effectively.

14. Evaluate Communication Skills

Effective communication is a key part of successfully implementing CRM systems. A good CRM consultant needs to be good with both technology and communication. They should listen carefully to understand your business challenges, needs, and goals.

They need to explain complex technical terms in simple language so that everyone, even those unfamiliar with technology, can understand. If communication is unclear, it can lead to misunderstandings, increase project scope, and cause project failure.

When choosing a consultant, please pay attention to how they communicate. Look for clear, simple explanations and open conversations. These qualities will help make the implementation process smoother and more effective.

After you choose potential consultants, make a list of questions to help you decide if they are a good fit.

Here’s what our clients are saying about our partnership:

15. additional suggestions

Always ask your shortlisted CRM consultants for a detailed proposal. The proposal should clearly explain the project's scope, specific deliverables, estimated timelines, and a cost breakdown. It will help you understand what you're agreeing to and set clear expectations for both parties, reducing misunderstandings and scope creep later.

Before you finalize your agreement with a CRM consultant, carefully review all the contract documents. Pay special attention to sections about confidentiality, data security, and how to end the contract. Understanding these details from the start helps reduce risks and makes sure both parties know their responsibilities and expectations.

Bonus: 14 Questions to Ask Your CRM Consultant

To help you successfully hire a CRM consultant, here is a list of questions you can ask:

• How long have you been in the CRM consulting business?

• Do you have expertise in my industry? Could you share case studies/portfolios/references?

• How have you solved the X challenge? (It might help you get new ideas for your future implementation.)

• What is your average project size (in terms of money, users deployed, data migrated)?

• What CRM platforms have you worked with? Do you have an affiliation with a particular CRM vendor?

• Do you have experience in developing custom CRM apps?

• How do you work? What will you need from us? What will be our responsibilities?

• What CRM tools are you proficient with, specifically?

• Who will work on our project? Can you share CVs? (While the company might be in business for years, you want to make sure you work with experienced professionals.)

• When can you start working on our project?

• What is your pricing? What is the average cost of a project like ours?

• Do you provide training and support for our users? What is your SLA (Service Level Agreement)? Can I review your typical Agreement? (Make sure to check their and your responsibilities, liability, and payment terms)

• How do you control quality and timelines?

• What experience have you had in training teams to use and adopt a new CRM platform?

Why Codleo Consulting as Your CRM Consultant of Choice?

With 10 years of experience in CRM, Codleo Consulting is your trusted partner for choosing, setting up, and using CRM systems. We specialize in Salesforce and Dynamics 365 consulting, as well as developing apps for AppExchange. We follow best practices to create CRM solutions that fit your unique business needs.

We follow ISO 27001 standards to manage security and ensure best practices. You can trust that your business and customer data will stay safe while we work together.

Also, we’ll help you with:

• Choose a CRM by first looking at your specific needs. This way, you can find the best CRM options through an unbiased market comparison.

• We provide consulting services to implement CRM systems and design workflows that help you complete your tasks. You can use built-in features or create custom functions, and we integrate detailed customer profiles to support your efforts.

• If you need a complete system with all the custom modules, consider developing a custom CRM.

• We provide CRM migration consulting to help you move to a more efficient system without any risks. Our focus is on keeping your data safe and ensuring no disruption to your business.

• Improve your CRM software by fixing existing issues and leveraging features you may not be using to their full potential. It will help enhance your current processes.

• We will consolidate our disparate CRM systems into a single platform for the entire company. It will help us use the same processes and keep our data clean across all departments.

We are your CRM Consulting partner, helping you with digital transformation by creating and implementing effective CRM strategies. Our experienced team conducts workshops to keep you engaged, enables you to understand new technologies, develops targeted user stories, and ensures a smooth Salesforce deployment and user adoption.

Schedule a free call for CRM consulting, and we’ll help you solve your CRM problems effectively.