Getting Started

CRM Implementation At Your Pace

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.

White Cup’s CRM implementation is designed to work at your team’s pace and timeline to ensure successful adoption without disrupting your daily operations.

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: Establish a solid foundation for your White Cup CRM + BI implementation based on your business goals, technical requirements, and objectives.
What We Do:
- Lead a kick-off meeting to understand your business needs.
- Gather and document primary objectives through the White Cup Implementation Playbook.
- Review and confirm technical requirements for integration.
What You Do:
- Share your business objectives and goals for CRM success.
- Provide technical information and complete any required questionnaires.
- Align internal stakeholders to ensure smooth project collaboration.
Key Milestone: Completion of the White Cup Implementation Playbook, with a clear understanding of your goals and data needs.

Phase 2

System Setup & Installation

Goal: Seamlessly integrate your existing data into White Cup CRM + BI by establishing ERP connections and ensuring accurate data imports.
What We Do:
- Establish connection between your ERP system and White Cup CRM.
- Import all essential data, including accounts, contacts, invoiced sales (current & historical), quotes, and open orders.
- Confirm data accuracy through comprehensive checks and alignments.
- Synchronize your BI system to ensure all necessary data flows into the CRM.
What You Do:
- Provide access to ERP system for data integration.
- Work with our team to validate data imports and confirm that key fields and information are correctly transferred.
- Share business rules for data validation and cleansing, if needed.
Key Milestone: Complete system installations and initial data validation. Successful import of all critical data and confirmation of ERP and BI integrations, ensuring clean and accurate data within White Cup CRM.

Phase 3

Configuration Workshops & Customization

Goal: Configure White Cup CRM to reflect your business processes, user roles, and sales workflows, ensuring a tailored system ready for use.
What We Do:
- Conduct workshops to configure user roles, permissions, and access controls across both White Cup CRM and BI.
- Set up account and contact information, ensuring data is properly linked, viewable, and accurate.
- Establish sales pipelines and opportunity workflows that mirror your existing sales processes.
- Create and customize dashboards, scorecards, and reports for comprehensive analytics.
- Develop custom lists and tags for efficient data segmentation and access.
What You Do:
- Collaborate in configuration workshops to define user roles, workflows, and required fields.
- Validate the accuracy of configured data (accounts, contacts, opportunities).
- Provide input for dashboard and report design based on your business needs.
- Participate in initial testing of sales processes and opportunity stages.
Key Milestone: Completion of all configuration workshops, resulting in a fully customized CRM setup with accurate data, tailored processes, and actionable insights.

Phase 4

Training & Ongoing Support

Goal: Equip your team with the skills and knowledge to effectively use White Cup CRM + BI, and provide ongoing support to ensure continuous success.
What We Do:
- Provide role-based training to ensure your team understands how to leverage the CRM effectively, with a focus on day-to-day usage and best practices.
- Offer advanced training sessions for administrators, including form customization, data import/export, and workflow automation.
- Set up access to ongoing resources, including the White Cup University (WCU) for continuous education and our support portal for self-help materials.
- Conduct post-implementation check-ins to ensure all users are comfortable and any questions are addressed.
What You Do:
- Attend training sessions to gain familiarity with White Cup CRM.
- Identify key users who will act as CRM champions within your organization.
- Encourage team participation in ongoing training opportunities to reinforce learning.
- Provide feedback during check-ins to ensure any necessary adjustments are made.
Key Milestone: Successful user training and support handoff, enabling your team to confidently use the CRM and access resources for continuous improvement.

Phase 5

Advanced Modules and Additional Projects (if applicable)

Goal: Optimize your CRM with advanced modules and customizations as your business evolves, ensuring White Cup CRM continues to support your growth.
What We Do:
- Implement additional modules based on your evolving needs, such as Quoting, Marketing, or Service Ticketing.
- Provide support for advanced configurations like bi-directional contact and opportunity syncs, and develop custom dashboards and reports
What You Do:
- Identify areas of your business that can benefit from advanced module implementation or CRM enhancements.
Key Milestone: Successful implementation of advanced modules or customizations, ensuring your CRM grows and evolves alongside your business.

Phase 6

Post-Go-Live Support

Goal: Successfully transition to the new system and ensure ongoing support.
What We Do:
- Conduct periodic reviews and enhancements to keep your CRM aligned with your business goals.
- Monitor system performance and provide dedicated post-go-live support.Offer ongoing support and resources for continued education and CRM optimization.
What You Do:
- Highlight any areas needing additional training and participate in optimization discussions.
- Continue to engage with our support resources for ongoing training and optimization.
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.