What Can a Simple CRM System Do and How to Recognize One

What Is a Simple CRM and Who Is It For?

There’s no official definition of a simple CRM in any textbook. But based on our experience, most companies see a simple CRM as a solution that is:

• affordable,
• cloud-based,
• easy for users to navigate,
• and packed with all the essential features to boost sales efficiency.
  
  

Some believe simple CRMs are just for small businesses. In practice, that’s not true. While they are ideal for smaller companies, larger enterprises and multinational corporations are increasingly turning to them as well.

The strength of a simple CRM lies in its efficiency—it can be implemented quickly, employees learn to use it fast, and it’s not cluttered with unnecessary features.

So a simple CRM is best suited for:

• small and medium-sized businesses,
• large companies that don’t need custom features,
• large firms looking to avoid complex systems with long implementations and high upfront costs.
  
  

On the other hand, a simple CRM is not ideal for companies in niche industries that require advanced functions and heavy customization.

How to Recognize a Simple CRM

When looking for a simple CRM for your company, you’ll recognize it by these six key features:

1. Easy Implementation

Some business tools can bring your work to a halt during implementation. That shouldn’t happen with a CRM. A simple cloud-based CRM can be up and running in minutes, and you can complete the initial setup and data import in an afternoon.

Here’s what CRM implementation typically includes:

• Registration – With a cloud CRM, there’s nothing to install. Just sign up and access it through your web browser.
• Setup – Start by adjusting user permissions, configuring your sales process, or filling in your company details.
• Data Import – Upload contacts, leads, or deals. In our Raynet CRM, import templates make this easier. Manual entry is also quick—CRM can automatically pull most data from company registers.
• Adding Colleagues – As an admin, you’ll add your teammates to the CRM.
• Getting Oriented – You typically don’t need formal training to use a simple CRM. Watching a few short tutorial videos from the provider is usually enough.

You can handle all of the above in just a few hours, and any additional adjustments can be made on the fly while the system is running.

2. Automation and Simplification of Processes

At Rasynet, we like to say that CRM exists so salespeople can spend less time on paperwork and more time meeting with clients. That’s why every simple CRM includes features that automate or at least speed up routine processes.

The most common activities include:

• Document creation – Generate quotes, orders, or calculations for a deal with one click. All data is pulled directly from CRM records.
• Data tracking – Add calendar events directly from the client profile, deal forms auto-fill, emails from clients are automatically linked and saved in the contact list—these are just a few ways CRM streamlines record keeping.
• Report generation – Create clear charts and reports in just a few clicks.
• Contract signing – Sign contracts with clients electronically right within the CRM, with full legal validity. This feature isn’t standard in all CRMs, but our RAYNET CRM handles it easily.
• Invoicing – After connecting your invoicing tool, you can issue invoices directly from the CRM.

Business dashboard in Raynet CRM

3. Clear Visualizations

Another hallmark of a simple CRM is that it presents your data in the most digestible way possible. You can view your sales results in colorful pie charts and adjust them in real-time using filters to suit your needs.

The best way to test a CRM’s clarity is with the Pipeline (sales funnel) feature. It shows you:

• how many deals are in each stage of the sales process,
• and the potential profit they represent.

Business dashboard in Raynet CRM

From the Pipeline, you can easily see how many potential clients are currently in the lead stage, how many have had their first sales meeting, or how many are awaiting a signed contract. This helps you better estimate your near-future revenue and identify the steps needed to move each deal forward.

So before committing to a CRM, test the trial version to see how clearly it visualizes data. You’ll find more tips in our article on choosing the best CRM.

4. Simple, Yet Polished Features

A simple CRM can work wonders for your business with just a few core features. In Raynet, for example, these include:

• a contact list,
• deal tracking,
• and a sales calendar.
  
  

Sales teams boost their efficiency by:

• Tracking leads, clients, and all related activities in the contact list—from emails and documents to orders and meeting notes.
• Monitoring ongoing deals in the deal tracker, where everyone can see who’s working on what, how much it’s worth, and its current status. It also enables easy report and document generation
• Staying organized with the calendar, where they can jump directly from an event to deal history, view info about attendees from the client’s side, or plan follow-ups.
  
  

So when looking for a simple CRM, aim for one with a few powerful features that are finely tuned to streamline your sales workflow.

5. Intuitive Mobile App

A mobile CRM app is essential nowadays. When you're constantly on the move, you don’t want to pull out a laptop at every stop.

The app should be just as simple and user-friendly as the CRM itself, with on-the-go features like:

• calling and texting directly from the contact list,
• deadline notifications,
• navigation assistance,
• photo uploads (e.g., flipcharts from meetings),
• and a voice recorder for quick notes.
  
  

6. Integration with Other Tools

You should be able to connect a simple CRM with all your essential business tools in just a few minutes.

Most companies integrate their CRM with:

• project management tools,
• accounting or invoicing systems,
• company calendars,
• e-shops,
• or email platforms.
  
  

These integrations shouldn’t require IT help—anyone should be able to do it. Typically, you just generate an API key in one tool’s settings and enter it into the other.

Connecting tools opens up new possibilities and eliminates repetitive switching and data copying. For example:

• you can create and send invoices directly from the CRM without launching the invoicing app,
• orders from your e-shop automatically sync to the CRM,
• and campaign results for each client are viewable right in the CRM—no need to open your email tool.

Try a Simple CRM for Yourself

The best way to find out if a CRM is simple enough for you is to test it yourself. Most CRMs offer a free trial version that lets you explore all its features thoroughly. Try our Raynet CRM, for example—it checks all the boxes mentioned in this article and is popular with both small and large companies.