Free CRM Requirements Checklist: Excel and Word Templates
Download the editable Word requirements document, use the formula-driven 60-point Excel checklist, or complete the private browser version. All three formats help you define priorities, write acceptance tests, assign owners, and compare vendor evidence.
Editable Word document · 6 pages · No signup
Download the CRM requirements document sample
Use this editable CRM requirements document sample to brief stakeholders, prepare an RFP, and evaluate vendors with the same evidence standard. The six-page Word template covers scope, stakeholders, current workflow, functional and non-functional requirements, data migration, integrations, security, cost, acceptance tests, vendor comparison, and sign-off.
| Section | What you can document |
|---|---|
| Business case | Objectives, success measures, scope, stakeholders, and current workflow. |
| System requirements | Functional, data, integration, security, administration, and performance needs. |
| Buying decision | Costs, acceptance tests, vendor comparison, risks, and final sign-off. |
The document is vendor-neutral, fully editable, and free to adapt for internal CRM selection. No email address or signup is required.
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Excel workbook · 4 sheets · No signup
Download the CRM requirements checklist in Excel
Start with the ready-to-use 60-point CRM requirements Excel template when you need a file for workshops, vendor demonstrations, procurement, or an RFP. It includes editable dropdowns, formula-driven progress, acceptance-test fields, owners, status, and a consistent evidence log for three CRM vendors.
| Sheet | What it helps you do |
|---|---|
| Start Here | Enter project details and monitor priorities and completion with formulas. |
| Requirements | Classify 60 workflow, data, reporting, security, migration, and commercial requirements. |
| Vendor Evaluation | Run the same acceptance test and record comparable evidence for three shortlisted CRMs. |
| Instructions | Apply clear priority definitions and an observable pass/fail evidence standard. |
The workbook is vendor-neutral and free to adapt internally. It opens in current versions of Microsoft Excel and can be imported into compatible spreadsheet applications.
Goals, users, and ownership
Customer workflow and pipeline
Data model and data quality
Automation and communications
Reporting and analytics
Integrations and operations
Security, privacy, and governance
Migration, commercial terms, and exit
Excel version: four formatted sheets, 60 requirements, priority and status dropdowns, formula-driven progress, acceptance-test fields, and a three-vendor evidence comparison. Browser inputs and exports remain on your device.
How to define CRM requirements before watching demos
Complete the checklist with the people who capture leads, sell, serve customers, manage data, and approve security or purchasing. Mark an item only when the team can describe the real workflow or control behind it. A long feature wishlist is less useful than a short set of requirements tied to daily work.
Classify every requirement
Separate must-have, should-have, and later requirements. For each must-have, write an acceptance test such as “a website lead is assigned by territory within five minutes” or “a manager can report pipeline value by owner and expected close month.” This turns vendor demonstrations into comparable evidence.
Use the same test with every vendor
Provide the same sample records, roles, stages, and reporting questions. Record whether the capability is native, requires configuration, needs an integration, or is unavailable. Confirm the required plan, limit, and paid seat type using current official documentation.
Export or print the completed checklist and keep it with quotes and trial notes. Revisit it before renewal because team size, integrations, compliance needs, and vendor packaging may change.
Frequently asked questions
What are the most important CRM requirements?
Start with lead capture, ownership, follow-up, pipeline stages, reporting, data migration, integrations, permissions, security, and exportability.
How many requirements should be mandatory?
Keep the mandatory list short enough to test. A requirement should be mandatory only when its absence blocks an agreed workflow, control, or business outcome.
How should vendors be scored?
Use the same acceptance tests and evidence rules for every vendor, then weight requirements before seeing the results to reduce preference bias.
Is there a CRM requirements checklist in Excel?
Yes. The free Excel workbook includes all 60 requirements, priority and status dropdowns, acceptance-test fields, a formula-driven progress summary, and a sheet for comparing evidence from three CRM vendors.
Is there an editable CRM requirements document sample?
Yes. The free six-page Word document is editable and includes business objectives, scope, stakeholders, workflows, functional and non-functional requirements, migration, integrations, security, cost, acceptance tests, vendor comparison, and sign-off.
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