Getting Started

A Guide To CRM Implementation, Migration and Support

CRM implementation or migration is a big step for your organization, setting a foundation for more proactive customer relationships, increased revenue, and better operational efficiency. Aligning CRM configuration with your specific business processes is crucial to ensuring CRM system implementation success.

Overview of White Cup CRM + BI Implementation

White Cup CRM + BI is built for distribution and configured to integrate with your ERP, so it’s easier for your whole team to begin using right away. Our team has decades of experience in the distribution industry and understands how to make the process seamless and efficient, minimizing any disruption and maximizing value.

Here’s a closer look at how our CRM implementation services and training support your team at every step, turning your team from new users into CRM champions.

Phase 1

Initial Setup & Kickoff

Goal: Lay the groundwork for a successful implementation.
What We Do: Set up initial access, user profiles, and project infrastructure.
What You Do: Provide system access and fill out a playbook outlining your goals.
Key Milestone: Conduct a kickoff meeting to align both teams on the project plan.

Phase 2

System Setup & Installation

Goal: Install and configure the core components of White Cup CRM + BI.
What We Do: Install the necessary tools for data transfer, CRM, and BI setup.
What You Do: Attend an introductory training session and communicate specific reporting needs.
Key Milestone: Complete system installations and initial data validation.

Phase 3

System Configuration & Data Validation

Goal: Ensure accurate data integration and configure the system to your needs.
What We Do: Configure your White Cup BI environment and conduct quality assurance.
What You Do: Participate in data validation and review system configurations.
Key Milestone: Finalize system configurations and prepare for CRM data import.

Phase 4

Workflow Integration & Customization

Goal: Tailor the system to match your unique business processes.
What We Do: Organize tailored sessions for creating workflows and implementing customizations.
What You Do: Identify key processes for automation and actively participate in the tailoring sessions.
Key Milestone: Finalize workflows and ensure system alignment with your business needs.

Phase 5

Training & Final Adjustments

Goal: Equip your team with the knowledge and tools to succeed.
What We Do: Conduct advanced training sessions and implement any final system adjustments.
What You Do: Provide feedback on the training and system setup, and finalize your workflow needs.
Key Milestone: Complete all training and ensure the system is ready for go-live.

Phase 6

Go-Live & Post-Go-Live Support

Goal: Successfully transition to the new system and ensure ongoing support.
What We Do: Monitor system performance and provide dedicated post-go-live support.
What You Do: Highlight any areas needing additional training and participate in optimization discussions.
Key Milestone: Achieve full system adoption and operational efficiency.

CRM Migration

If you’re already using a CRM, we’ll follow a similar process with the addition of preparing and migrating data from your existing system. Our team of experts can work with your team to understand your current data structures and workflows and determine the best way to migrate your data to avoid duplicate data and ensure all the fields are correctly mapped.

Once data has been migrated, we’ll configure your CRM to reflect your existing workflows and optimize them for efficiency. White Cup CRM + BI comes with pre-built dashboards and workflows designed for distributors, saving your team weeks or even months of work in this area.

Join The Winner’s Circle

“Distribution is such a niche, and White Cup understood our industry. If you want to have an out-of-this-world, best customer experience you’ve ever had, White Cup is the way to go.”

Katie Crowl

CRM Administrator

LEPCO

“Salesforce was exceptionally expensive, and we probably used 4% of the functionality. And it didn’t integrate with our ERP. We would have needed to invest another $60,000 for a custom-developed integration.”

Cole Callahan

Vice President

Strategic Initiatives

“White Cup is a two-way communication between us and our vendors…so when it comes to getting the ROI on the marketing dollars we’re all spending, you have a much clearer picture.”

John Allard

Owner

Clayton Controls

“You’ll be hard-pressed to find a reporting software, let alone a trends software, that has such ease of use. It’s a user-friendly way for anybody to access the data they want.”

Eric Schmidt

VP of Operations

Mar-Hy Distributors

"White Cup CRM makes it easy for the sales and marketing team to create automated workflows and be more proactive about reaching out to customers."

Angela Hirsch

CRM Administration/Marketing Analytics

Relevant Solutions

"It has definitely helped our users gather and view data quickly and effectively. From sales team members to upper management, a wide variety of users have been very excited to use the software."

Josh Blawat

Junior Systems Administrator

Reinders Inc.

"I am able to pull data and save reports that are pre-filtered to only review the data that is important when making decisions without having to sift through the weeds of other info. Reports that used to take me 45 minutes to review are cut down to minutes."

Mike Gracyzk

Pricing Manager

Arlington Industries

"White Cup really does make a different with tracking our customers' trends and specific product lines, profit margins, and year-over-year quarterly sales. It makes it easier to do year-end reviews with our customers."

Jason Giannone

Product Line Support & Development

Bender Plumbing Supply

FAQs

What is the cost of CRM implementation?
Factors that influence CRM implementation cost include the size of your company, amount of data and the number of additional integrations or configurations you need. Once we have a full picture of the project, we’ll prepare a quote based on the number of hours we anticipate our team will need to complete it.
Is ERP integration included?
Yes! A lack of integration between the two systems is one of the biggest challenges many companies experience when implementing a new CRM. Because of our team’s extensive experience working with ERPs, we can do this efficiently and accurately estimate the time involved so it’s included in your CRM implementation costs.
How long does White Cup CRM and BI implementation take?
The implementation timeline varies depending on the complexity of your project and your team’s availability. While we’ve implemented CRM software for highly motivated teams in as little as 60 days, a more typical implementation time is 90-100 days.
Who will need to be involved in implementing White Cup CRM from our team?
While we’ll assemble a dedicated CRM implementation team on our side, we’ll need assistance from a few key individuals during the project, including someone familiar with your ERP, a finance leader, the person you designate as your CRM project leader, and beta users. In addition to meeting with these individuals, we’ll meet at least weekly to keep your project on track.
What are some best practices to help us have a successful CRM implementation?
Successful CRM implementations are essential to avoid common pitfalls and ensure smooth integration and adoption across the team. Failed CRM implementations can lead to significant disruptions and inefficiencies, not to mention frustration throughout your organization and skepticism about introducing new technology in the future.
In our experience, every successful CRM implementation starts with an internal champion. This could be a sales leader, CRM administrator, or someone who offers to become the project manager and hold the rest of the team accountable to meeting their goals.
How does White Cup CRM support user adoption?
Because White Cup CRM is built for distributors and configured to integrate with your ERP, it’s much easier for your entire customer-facing team to use it and see the value. We’ve included many pre-built dashboards and templates based on what we know is important to distributors from our decades of experience.

In addition, we engage your team in the CRM implementation process early so they have plenty of opportunities to begin using the system, ask questions and share what they learn with others on the team. We also offer personalized setup, ongoing feedback sessions, and post-implementation support to adjust configurations to your needs.
When can we expect to see a return in our investment in White Cup CRM?
While this varies for every organization, many of our customers see impressive returns from White Cup CRM within the first month. This includes significant time savings due to more efficient processes, deals closing faster because of automation, increased upsells because they have better visibility into customer purchasing data, and a greater likelihood of meeting company goals because they have greater visibility into metrics and key performance indicators.

Many companies also achieve cost savings because they can eliminate other redundant software systems, such as business intelligence solutions, email marketing software, and customer support or ticketing software.