Getting Started

Getting started with MeasureSquare CRM takes a bit of legwork, but the effort you dedicate towards getting your system set up will pay dividends on every single project that you run through the system.

To get things started, you’ll want to head to https://crm.measuresquare.com/ and login, or create an account if you don’t have one already.

For detailed, step-by-step instructions on creating an account, inviting teammates, and completing your initial setup, refer to the article here:
https://measuresquare.zohodesk.com/portal/en/kb/articles/getting-started-with-measuresquare-crm

For step-by-step instructions on how to complete a project from start-to-finish, refer to this article:
https://measuresquare.zohodesk.com/portal/en/kb/articles/crm-best-practices-workflow

Implementing MeasureSquare CRM

Implementing a CRM is a meaningful initiative that can take weeks or months, depending on the scope and complexity of your operation.

MeasureSquare CRM supports a broader range of workflows than a typical CRM, but it was intentionally designed to be straightforward to implement. Most mid-sized organizations complete their core implementation within 4–8 weeks.

Our guided onboarding program includes five sessions with a MeasureSquare trainer, which provides significant value and accelerates early adoption. These sessions focus on CRM-specific training, but training alone represents only a portion of a successful implementation.

While software platforms like MeasureSquare CRM offer powerful capabilities, the results vary widely from one organization to another. Factors such as existing workflows, your broader software stack, team communication, and your implementation strategy all play a critical role in determining long-term success.

Let’s look at two flooring contractors adopting MeasureSquare CRM during a busy growth phase.

Both companies:

• Operate in the same regional market
  
  

• Generate ~$8M in annual revenue
  
  

• Have sales, estimating, project management, and accounting teams
  
  

• Decide to adopt MeasureSquare CRM within the same quarter
  
  

Company X: Structured Rollout

Company X treats the CRM as an operational system, not just a sales tool.

Before onboarding even begins, they:

• Map their current workflows from lead intake through project closeout
  
  

• Identify three immediate pain points: duplicate data entry, poor handoff from sales to ops, and limited forecasting visibility
  
  

• Decide what success looks like at 30, 90, and 180 days
  
  

They appoint an internal CRM owner who:

• Coordinates with MeasureSquare trainers
  
  

• Communicates changes to the team ahead of each phase
  
  

• Controls when features are introduced
  
  

During onboarding:

• Only the sales team uses CRM in month one
  
  

• Estimating and job tracking are introduced later
  
  

• Reports and dashboards are rolled out last, once data quality is consistent
  
  

At six months:

• CRM becomes the system of record
  
  

• Leadership trusts the data
  
  

• Adoption is high because workflows feel intentional, not forced
  
  

Company Y: Immediate Full Adoption

Company Y views the CRM primarily as a tool their team will “figure out over time.”

They:

• Purchase the software after a strong demo
  
  

• Turn on access for all departments at once
  
  

• Assume the onboarding sessions will naturally drive adoption
  
  

During onboarding:

• Different teams use the CRM differently
  
  

• Some still rely on spreadsheets or email
  
  

• No one owns decisions around configuration or process changes
  
  

After six months:

• Data is inconsistent
  
  

• Reports don’t match leadership expectations
  
  

• Team members feel the CRM is “extra work” rather than a core system
  
  

The software is powerful—but underutilized.

Both companies had the same tools, the same onboarding sessions, and similar teams.

The difference wasn’t training.
It was implementation strategy, ownership, and sequencing.

MeasureSquare CRM is designed to support complex operations—but the value it delivers is directly tied to how intentionally it’s implemented.

How do I ensure that my team is set up for success?

Successful CRM implementations don’t happen by accident — they’re planned, owned, and paced intentionally. Below are the core principles that consistently lead to strong adoption and long-term value with MeasureSquare CRM.

1. Treat the CRM as an operational system, not just software

MeasureSquare CRM should reflect how your business actually runs. Before rolling it out broadly, take time to understand and document how work flows through your organization today — from lead intake through project closeout. The goal isn’t to copy old habits into new software, but to make deliberate decisions about which workflows should stay, which should improve, and which should be standardized.

2. Assign a clear CRM owner

Every successful implementation has a point person. This internal CRM owner doesn’t need to be technical, but they must:

• Own configuration decisions
  
  

• Coordinate with MeasureSquare trainers
  
  

• Control when features are introduced
  
  

• Gather feedback and enforce consistency
  
  

Without clear ownership, teams default to “figure it out as we go,” which almost always leads to inconsistent data and fragmented usage.

3. Roll out features in phases

Trying to use everything at once creates confusion and resistance. Instead:

• Start with opportunity tracking and core sales workflows
  
  

• Introduce estimating, purchasing, and job execution once upstream data is solid
  
  

• Roll out financials, reporting, and dashboards only after usage is consistent
  
  

This sequencing ensures that downstream tools are powered by reliable data — not guesswork.

4. Define success early and revisit it often

Before onboarding begins, define what success looks like at:

• 30 days (basic adoption and data entry)
  
  

• 90 days (cross-team usage and workflow alignment)
  
  

• 180 days (CRM as the system of record)
  
  

These checkpoints give leadership clarity and prevent the common trap of assuming progress without measuring it.

5. Reinforce the “why” with your team

Adoption improves dramatically when teams understand why processes are changing. Communicate early and often about:

• What problems the CRM is solving
  
  

• How it reduces duplicate work
  
  

• How it improves handoffs between teams
  
  

When workflows feel intentional — not imposed — adoption follows naturally.

Implementation Red Flags (Enhanced)

The following warning signs don’t guarantee failure, but they significantly increase risk. Identifying them early allows you to course-correct before adoption stalls.

🚩 Failed CRM implementations in the past

Previous failures often create skepticism. If your team has “seen this before,” acknowledge it directly and explain what will be different this time — especially around ownership, pacing, and expectations.

🚩 Implementing multiple systems at once

Rolling out a CRM while simultaneously changing accounting software, estimating tools, or ERP systems overwhelms teams. Competing priorities dilute focus and slow adoption across all platforms.

🚩 Buy-in from only part of the organization

If leadership supports the CRM but middle management doesn’t (or vice versa), usage fractures quickly. Successful implementations require alignment across sales, operations, estimating, and accounting — not just one department.

🚩 Unclear project lifecycle

If your team lacks a shared understanding of how a project moves from lead to closeout, the CRM becomes a battleground of opinions. Define lifecycle stages clearly before enforcing them in the system.

🚩 Insufficient or undocumented SOPs

CRMs amplify existing processes — good or bad. Without clear SOPs, teams create their own workarounds, leading to inconsistent data and frustration. Even lightweight documentation dramatically improves outcomes.

Final Thoughts

MeasureSquare CRM is designed to support complex, real-world construction workflows. When implemented with intention, it becomes the backbone of your operation. When rushed or left unmanaged, it risks becoming “just another tool.”

The difference isn’t training.
It’s ownership, sequencing, and clarity.